Scan Customer Order

Introduction

This assistant "Scan Customer Order" was implemented to scan customer's demands which are transmitted in a way that is suitable for identifying and interpreting them using a combination of Character Recognition and Artificial Intelligence software. The assistant supports pdf files as well as several picture file formats (bmp, jpg, png...).

Before a Customer Order can be successfully created by the assistant, the Customer and the Sales Parts and, if applicable, the Sales Part Cross References must first be created.

To use the full functionality:

• The scanned document must contain only one Customer Order.
• The Order Lines shall be provided in a tabular form. Data in table column header can not be considered. Example: If the order contains a column named "Qty kgs", the UoM can not be recognized. Instead, an own column with UoM is recommended.
• Handwritten unformatted orders or emails are difficult or impossible to recognize. Example: Dear Mr. Smith, as discussed on the phone, I would like to order 10 pieces of Acrylic paint RAL 7001 20 l. Delivery by Friday of next week at the latest. Thank you for the friendly phone call, with kind regards, Mrs. Smith.
• Please only scan those pages which contain important header or line information. Sometimes orders also contain a copy of the basing Sales Quotation (would lead then to duplicate lines) or several pages of terms and conditions (would unnecessarily slow down the scan process up to a timeout-induced abort), please skip them.
• English language of the documents is preferred and leads to best results.

Scan a customer's purchase order

The assistant consists of 3 steps with the following activities:

Step 1: Scan Order

• Enter Scan Customer Order Site and Coordinator: You select the Site that the order is scanned for and the Coordinator (if these values are not correctly preset by user's defaults)
• Scan order document: Afterwards you select the file to scan and press the Next button to continue

Step 2: Review Order

• Edit scanned order header data: Complete order header data if it was missing in the scanned document or could not be recognized. You should not continue with editing the lines before you verified that the right customer was recognized or selected.
• Edit scanned order lines data: Complete order lines data if it was missing in the scanned document or could not be recognized. Most important information here is Sales Part and Sales Qty
• You can create the Customer Order at the end by pressing Finish button. The order is then created with default Order Processing Parameters. To change them before creating the order, please go to optional Step 3

Step 3: Enter Processing Parameters

• This step is optional
• You can select here whether the resulting Customer Order shall remain in Planned state or shall be Released, whether an Order Confirmation shall be printed or sent by Email and specify the Email address. If you do not enter this optional step, the Customer Order is created with default parameters
• You can create the Customer Order at the end by pressing Finish button. The order is then created according to the selected Order Processing Parameters.

Pages

Scan Customer Order

Activity Diagrams

Scan Customer Order