Solutions · Order management
Turn customer purchase orders into validated ERP transactions.
Order entry is the workflow most industrial businesses would automate first if it were not so exception-heavy. Purchase orders arrive as PDFs, portal exports and email text, and every one of them has to be checked before it becomes a transaction.
- Stage
- Primary workflow
- Deployment
- Deployed inside your infrastructure
- Owner
- Order management
Today
What order entry costs you today.
Keying is only part of it. The real cost is the checking that has to happen before anything is keyed.
Open the purchase order email
Read the PDF or portal export
Find the customer account
Check every line against the catalog
Compare the PO price to the agreed price
Check credit status and available stock
Key the order into the ERP
Send the confirmation
With oktogonAI
What the agent does instead.
Every order is validated the same way, and the ones that need a decision are the only ones that reach a person.
- 01
Receive the order
Picks up purchase orders from a shared mailbox, an EDI drop or a portal export. No change is required on the customer's side.
- 02
Extract the lines
Reads the PO number, line items, quantities, prices, requested dates, ship-to address and incoterms from PDFs, spreadsheets and email text.
- 03
Verify the customer
Matches the order to the ERP account and checks credit status, payment terms and any holds before going further.
- 04
Validate the lines
Checks each part against your catalog, compares the PO price against the agreed price, and flags every discrepancy with the difference stated.
- 05
Check fulfillment
Confirms stock, allocation and whether the requested delivery date can be met, so a problem surfaces now rather than at dispatch.
- 06
Create the transaction
Writes the sales order into the ERP with the correct account, pricing, dates and attributes your order entry requires.
- 07
Confirm and report
Sends the order confirmation and posts the exceptions that need a person, with the reason attached.
The output
What comes out, and what it hands back.
Illustrative output, in the shape a configured deployment produces. Every run ends the same way: the lines that clear the rules are completed, and the ones that need judgment are held for a person with the reason attached.
| Line | Part | PO price | Agreed price | Variance |
|---|---|---|---|---|
| 01 | RC-2200 | $48.10 | $48.10 | 0.0% |
| 02 | RC-2210 | $61.75 | $61.75 | 0.0% |
| 03 | HF-905 | $92.40 | $88.65 | +4.2% |
Tolerance is set at 2%. Two lines clear it and post to the ERP. The third does not, so the order stops with both prices and the difference stated. Nothing is silently accepted, and nothing is silently rejected either.
Ready-made
What is already built, and what we configure for you.
The validation logic exists. What differs between businesses is the tolerance rules and what your ERP demands on an order line.
Already built
- PO extraction from PDF, spreadsheet, email text and portal exports
- Customer, credit and payment-term validation
- Line-level part and price validation
- Discrepancy detection with the variance stated
- Stock, allocation and requested-date checks
- ERP sales order creation and confirmation
Configured for you
- Your ERP order entry fields and mandatory attributes
- Your catalog and customer part-number mappings
- Tolerance rules: what counts as a discrepancy worth stopping for
- Your credit and hold policies
- Your order confirmation template
- Which exceptions block an order and which are logged and passed
Your stack
Systems this solution reads and writes.
Systems common in the operations we work with. Per-system implementation is scoped during the review; listing a system here is not a claim of a native integration.
Control
What the Order Agent can and cannot do.
The agent creates transactions, which makes its boundaries the most important part of the deployment. They are set with you and enforced at runtime.
Can
- Read incoming purchase orders
- Read customer accounts and credit status
- Read catalog and agreed pricing
- Create sales orders in the ERP
- Send order confirmations
Requires approval
- Price discrepancy above your tolerance
- Customer over credit limit
- Requested delivery date that cannot be met
- New or changed ship-to address
Cannot
- Change agreed pricing
- Release orders on credit hold
- Modify customer master data
- Delete or reverse ERP records
Questions
Questions we get about this workflow.
What happens when the PO price does not match our agreed price?
You set a tolerance. Below it the order proceeds and the variance is logged. Above it the order stops and goes to a person with both prices and the difference stated. Nothing is silently accepted.
Do our customers need to change how they send orders?
No. The solution was built for the way industrial purchase orders actually arrive: a PDF attached to an email, an export from a customer portal, or plain text in the message body.
Do we need EDI for this to work?
No. EDI is supported where you already have it, but it is not a requirement. Most orders in industrial distribution still arrive as documents rather than structured messages, which is the case this solution handles.
Can it put an order on hold?
It can read credit status and stop an order that breaches your policy, but it cannot release a hold. Releasing a credit hold stays a human decision.
Where does the agent run?
Inside your own infrastructure. The solution works directly in your systems, so customer orders, pricing and credit data are not copied into a shared service. The model endpoints it uses, and the data terms that apply to them, are agreed with you before deployment.
Next step
Find out how many of your orders are actually exceptions.
Most teams are surprised by the answer. In a workflow session we look at a real sample of your incoming orders and separate the ones that need judgment from the ones that only need keying.
- Your current workflow
- Manual steps
- Systems involved
- Automation potential
- Possible first implementation
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