You capture customer orders from PDF and email straight into the ERP by connecting the customer service inbox to an AI layer that identifies the customer, maps their item codes to yours, checks prices and terms against the customer record and the quote, and opens the sales order in the ERP only after everything matches. DOConvert does this with a direct connection to Priority, Oracle Fusion Cloud ERP and Infor M3, with no template per customer.
Most companies still receive customer orders by email. The customer’s system generates a PDF, and someone in customer service retypes it into your sales order, line by line, SKU by SKU. This article explains what customer order processing automation has to do beyond reading the PDF, and how the flow runs with DOConvert.
Why a customer order PDF is harder than it looks
The items are in the customer’s language
Their part number, their description, sometimes only a product name. Someone has to translate that into your SKU, and remember that this customer calls the product something else.
Every customer sends a different format
An order from a large customer’s SAP, an Excel sheet from a small one, a free-text email with a list. A tool that needs a template per customer breaks when a customer changes their layout.
Mistakes cost real money
A wrong SKU is a wrong shipment, a return and an unhappy customer. A price keyed differently from the quote is a credit note at month end. With complex orders, medical equipment, packaging, configured products, this happens often.
What order capture has to do
Identify the customer
From the sender address and the document, including when the order comes from a buyer’s personal address rather than the usual one.
Map the items
The customer’s part number to your SKU, using that customer’s history and the item master in the ERP. No manual conversion table.
Check before opening the order
Prices against the customer’s quote or price list, quantities, requested delivery date, ship-to address. Anything that does not match stops with a reason instead of becoming a wrong order.
Open a real sales order
In the ERP, against the customer record, in the usual order screen. Not a spreadsheet someone imports later.
How it works with DOConvert
DOConvert is the AI layer for the ERP. It connects directly, to Priority through the DOConvert Priority connector, to Oracle Fusion Cloud ERP and to Infor M3, bi-directionally and with no middleware. Here is one customer order.
The order arrives
In the customer service mailbox, as a PDF, an Excel file or a scan.
DOConvert identifies the customer
From the sender and the document. No template per customer.
DOConvert reads the ERP records
The customer record, the price list or quote, the item master, through the direct connection.
Mapping and check
Every line is mapped to your SKU and checked against the customer’s prices and terms. A line that cannot be mapped or a price that does not match stops with a short reason.
The order is opened
Only when everything matches, the sales order is opened in the ERP as a normal order. That is how client orders into Priority ERP run, how Cargal automated client orders in a week, and how Infinya captures orders into Infor M3.
Who it fits
- Manufacturers, importers and distributors that receive customer orders as PDF or Excel by email
- Customer service managers who want the team talking to customers rather than retyping orders
- VPs of Operations in companies with complex orders, such as medical equipment, packaging or configured products
- IT and IS managers on Priority, Oracle Fusion or Infor M3 who want a direct connection with no middleware
Questions and answers
What happens when a customer uses a part number we do not recognise?
The line stops with a reason and someone in customer service maps it once. From then on DOConvert recognises it for that customer.
Does it work with Excel orders or free-text emails?
Yes. DOConvert reads PDF, Excel and scans, with no template per customer.
Does the order look like one that was keyed by hand?
Yes. It opens as a normal sales order against the customer record, and the team carries on with it as usual.
How long does it take to start?
A typical implementation is about 10 business days, cloud or on premises.
Want to see it on your own documents? Book a Demo or Get Started