Can this work with our ERP?
The integration approach depends on the interfaces, permissions, and draft-order capabilities your ERP provides. Reviewing those is part of the initial scope.
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Order workflows and ERP integration
From incoming orders to reviewable ERP drafts.
Orders arriving by email and document often need to be re-entered, checked, and matched to the right products. Adeptus designs workflows that connect these steps, make uncertainty visible, and help your team prepare order drafts in the ERP.
The starting point / 01
Where this can help
- Your team repeatedly copies order details from emails or documents into another system.
- Customers describe products differently from the names or identifiers in your catalogue.
- Ambiguous lines need attention, but clear lines still take time to process.
- Existing systems contain the information needed for checks, but the workflow does not bring it together.
The proposed engagement approach / 02
Design the whole path from input to draft
Receive the order
Identify relevant messages and documents and keep a reference to the source.
Extract the information
Read the order details and line items into a structured form, with missing or uncertain information made visible.
Resolve product identities
Match each item against the authoritative product catalogue, using available identifiers, descriptions, and business rules.
Review exceptions
Give a person the information needed to resolve uncertain matches and validation issues.
Prepare an ERP draft
Transfer the validated information into an order draft through the agreed integration, keeping it available for the customer's normal review process.
The difficult part / 03
Reading a line is only part of the problem
A workflow also needs to determine which product record the line refers to. Similar descriptions, variants, packaging, customer-specific names, and incomplete identifiers can make that decision uncertain.
The design can combine document extraction, catalogue search, business rules, and human review. The right combination depends on the source material and the systems available. An uncertain match should be visible to the reviewer rather than silently treated as a confirmed item.
Assessment & evaluation / 04
Start with one workflow and representative examples
A scoped assessment examines sample orders, catalogue data, current review steps, and ERP integration options. Together, we define what a useful first implementation should handle and how its results will be checked.
Assessment outputs
- A map of the current process and proposed workflow.
- A review of available data, access, and integration dependencies.
- Acceptance criteria for product matching, exceptions, and draft creation.
- A bounded delivery scope and estimate for the next phase.
We distinguish correct product matches, incorrect matches, and items that still need review. We also look at review effort and whether the resulting draft is complete and consistent. Those measures help determine where automation is useful and where people should remain involved.
Practical questions / 05
Before we begin
Will every item be processed automatically?
The workflow should define which cases can proceed and which require review. The useful balance depends on your documents, catalogue, and business requirements.
Do we need to replace our existing systems?
The starting point is to understand and connect the systems you already use. Any proposed replacement should follow from a specific limitation discovered during assessment.
A useful next step
Where does your order process lose time?
Tell us how orders arrive, which ERP you use, and where your team spends the most effort checking or re-entering information.
Discuss your order workflow