Turn every customer PO into a sales order that matches the quote.
Customer purchase order processing automation is the work of reading each purchase order a customer sends, checking it against the quote it answers and the customer's record, and preparing the sales order in the ERP with an acknowledgement ready to send. Elentaria reads POs arriving by email, PDF, portal or EDI, compares prices, quantities, part numbers, terms and delivery date with the quote, checks the customer's credit and status, prepares the sales order with the PO and quote attached, and brings every difference to the person who decides.
Reads
Customer purchase orders arriving by email, as PDF attachments, through customer portals or as EDI messages, including the PO number, line items, quantities, prices, part numbers, delivery address, requested date and terms.
Checks
Each PO against the quote it answers in the ERP or CRM: prices, quantities, part numbers, terms and delivery date, and against the customer's record: credit limit, account status, ship-to and bill-to addresses and agreed terms.
Writes
A sales order prepared in the ERP with the validated header and lines, the customer's PO and the quote attached, and an order acknowledgement with the confirmed items, prices, quantities and dates.
To a person
POs that differ from the quote, exceed a value or quantity threshold, or come from a customer on hold, with the differences listed line by line beside the quote values.
From PO received to sales order acknowledged.
Elentaria connects PO intake, quote comparison, the customer and credit check, sales order preparation and the acknowledgement so the PO is read once and the sales order, the ERP and the customer all reflect the same agreed order.
Capture the PO wherever it arrives.
Elentaria watches the channels customers use to send purchase orders, reads each one into structured lines, and finds the customer and the quote the PO answers before any check begins.
Email body and PDF attachments, portal orders, EDI messages and scanned copies, including the customer's PO number, line items, quantities, prices, part numbers, requested dates, delivery address and terms.
Account matched in the ERP and CRM, ship-to and bill-to addresses checked against the record, contact identified and duplicate POs detected by number and content.
The quote referenced on the PO located in the ERP or CRM, or the most recent open quote for the customer and items found when no reference is given, and POs with no quote marked for a person.
- PO received
- Document read
- Customer identified
- Quote found
- Case opened
Check the PO against the quote it answers.
Elentaria places each PO line against the quote line it answers and compares what the customer has ordered with what was offered: price, quantity, part number, terms and delivery date.
Customer part numbers mapped to your part numbers, quote line references and descriptions used to pair lines, and lines on the PO that the quote does not carry listed separately.
Unit price, extended price, quantity against quoted quantities and breaks, unit of measure, payment and delivery terms, validity date and the requested delivery date against the quoted lead time.
Lines that match marked as agreed, lines with a difference marked with the field and the two values, and quotes past their validity date flagged.
- Lines paired
- Prices compared
- Quantities compared
- Terms and dates compared
- Differences recorded
Confirm the customer can be served on these terms.
Before a sales order is prepared, Elentaria checks the customer's record in the ERP: credit, account status, open balance and the terms and addresses agreed with them.
Credit limit against open balance plus this order, accounts on hold, overdue invoices and the credit rules your finance team applies.
Ship-to and bill-to addresses, tax and VAT details, payment terms, currency and any customer-specific conditions recorded on the account.
Order value, quantity and margin thresholds your rules set, and the approver named for each one when a PO goes past it.
- Credit checked
- Account status checked
- Addresses and terms confirmed
- Thresholds applied
- Cleared or held
Prepare the sales order in the ERP, with the evidence attached.
Elentaria prepares the sales order in the ERP the company already runs from the validated PO lines, attaches the customer's PO and the quote, and holds the order for release where your rules require a person.
Sales order header and lines from the validated PO, the customer's PO number and the quote reference on the order, and pricing and terms taken from the quote.
The customer's PO document, the quote and the comparison result attached to the sales order, and the CRM opportunity or quote marked as ordered.
Orders that match the quote and clear the checks released for entry; orders with a difference, past a threshold or from a customer on hold prepared but held for the person who decides.
- Order prepared in ERP
- PO and quote attached
- CRM updated
- Release rule applied
- Held or released
Confirm the order to the customer and hand it on.
Once the sales order is released, Elentaria sends the order acknowledgement to the customer and hands the order to fulfilment with everything it needs.
Order acknowledgement with the sales order number, confirmed items, prices, quantities, delivery date and terms, in the format the customer expects, sent from the case.
Order visible to planning, warehouse and finance in the ERP with the source documents attached, and the sales owner informed of what was ordered and what was changed.
Customer replies to the acknowledgement linked to the same case, amendments after acknowledgement routed to a person, and the case closed when the order is invoiced.
- Acknowledgement sent
- Fulfilment informed
- Sales owner informed
- Replies linked
- Case closed
Automate the checking. Keep the commercial decisions.
Elentaria reads, compares and prepares; your rules, approvals and exceptions decide how work moves. Accepting a lower price than quoted, releasing a customer on hold or agreeing a different delivery date stays with the person responsible.
Price and term differences from the quote, orders above a value or quantity threshold and customers on credit hold wait for the person you have named.
POs with no matching quote, unknown part numbers, expired quotes and unreadable documents are held and routed, never entered on a guess.
Every PO shows where it came from, which quote it was checked against, what differed, who decided, what was prepared in the ERP and whether the customer has been acknowledged.
Common questions
What is customer purchase order processing automation?
It is the work of taking a purchase order a customer sends, usually by email, PDF, portal or EDI, checking it against the quote it answers and the customer's record and credit, preparing the sales order in the ERP with the PO and quote attached, and acknowledging the order to the customer. Elentaria runs this inside the ERP and CRM the company already uses, with its own thresholds and approval rules applied, and sends every difference to the person who decides.
Which PO formats can Elentaria read?
Purchase orders in the body of an email, PDF and scanned attachments, orders downloaded from or entered on customer portals, and EDI messages. Customer part numbers are mapped to yours, the quote is found from the reference on the PO or from the customer's open quotes, and a PO that cannot be paired with a quote goes to a person rather than being processed on a guess.
Does Elentaria replace our ERP?
No. The ERP stays the system of record for the sales order. Elentaria reads the quote and the customer record from the ERP and CRM the company already runs, prepares the sales order in the ERP with the PO and quote attached, and marks the quote as ordered. Nothing about the order stack changes.
Which tools do teams compare for this work?
Customer PO processing is usually evaluated with the order entry tools built for the same documents. The comparisons at https://elentaria.ai/compare/elentaria-vs-conexiom, https://elentaria.ai/compare/conexiom-vs-esker and https://elentaria.ai/compare/best-workist-alternatives cover the tools most order desks shortlist and where each is the better choice.
How do we get started?
Bring three customer purchase orders and the quotes they came from to the demo. Elentaria is set up on your quote structure, credit rules and approval thresholds for that flow, scoped on a live demo, and extended from there.
See how Elentaria would process your customer POs.
Bring three customer purchase orders and the quotes they came from to the demo. You will see each one checked against its quote and the customer's record, prepared as a sales order in your ERP and acknowledged, with the differences routed to your team.