Create Sales Order - Unstructured Data
With Create Sales Orders – Automatic Extraction app, an internal sales representative can create sales orders from purchase order files in PDF or image formats (unstructured data). Purchase order files must be upload in English or German.
After a file is uploaded, the system automatically extracts file information into a sales order request and proposes values for sales order request fields (for example, by determining the sold-to party based on extracted data).
Sales order request can be converted into a sales order. A sales order request is basically a sales order draft that serves the purpose of preparing a sales order. It represents a preceding document of the sales order but is not part of the document flow from the business perspective. A complete sales order request must comprise the following fields, which are either automatically proposed or manually specified:
- Header fields: Sold-to party, sales organization/distribution channel/division (that is, sales area), sales order type
- Item fields: Product, requested quantity, unit of measure (UoM)
Situation handling can be enabled to inform internal sales representatives about any situation that need their attention such as when data extraction has failed, or automatic data proposal has finished.
When sales order request data is complete, you can simulate order creation or directly create sales order. If the simulated creation has failed with errors, you are informed about the causes, which help you revise the sales order request. If the simulated creation is successful, you can preview data differences between the sales order request and sales-order-to-be.
Please note only a limited number of sales order types are supported by this app.
By following the steps listed below, the internal sales representative can efficiently utilize the Create Sales Orders - Automatic Extraction app to streamline the sales order creation process from unstructured purchase order files.
- Upload Purchase Order File: The internal sales representative uploads a purchase order file in either PDF or image format. Along with the file, they also specify the relevant company code.
- Extraction Status Check: After the file is uploaded, the system begins the extraction process to gather information from the file. This extraction process takes some time. The internal sales representative can choose to check the latest extraction status by selecting the "Go" option. The extraction status is indicated by the first icon in the processing flow.
- Data Extraction and Master Data Determination: Once the extraction is complete, the system populates the extracted data into the sales order request. It also tries to determine the necessary master data, such as the sold-to party, ship-to party, and product, based on the extracted information.
- Incomplete Sales Order Request: If the system cannot determine all the mandatory fields, the sales order request is considered incomplete. This is indicated by the second icon in the processing flow. In such cases, the internal sales representative will navigate to the object page and manually fill in the missing data.
- Simulate or Create Sales Order: Once the sales order request data is complete, the internal sales representative has two options. They can either simulate the order creation process to validate the data or directly proceed to create a sales order.
- Further Processing: Upon successfully creating a sales order, the sales order request becomes non-editable. The internal sales representative can then navigate to relevant sales order apps to perform additional processing tasks.
The Create Sales Orders - Automatic Extraction app offers following additional features:
- View Application Log: This feature allows users to access the application log, which provides detailed information about the system processing related to data extraction and data proposal. Users can review the log to understand the processing details. The log retains records from the last 100 days, ensuring a comprehensive view of system activities.
- View Change Log: The app keeps track of changes made to sales order request fields, including the creation, editing, and deletion of field values. The change log allows users to review the history of modifications, providing transparency and accountability for any updates made to the sales order requests.
- Adjust Layout: Users have the flexibility to customize the table layout according to their preferences. They can add or delete columns, reorder the columns, and sort the table based on specific fields. Customized filter settings and table layouts can be saved as variants, allowing users to easily switch between different views as per their requirements.
- Filter Data: To narrow down search results and focus on specific data, users can utilize the filtering capability. They can apply filters based on various criteria, such as the request creator or other relevant parameters. Additionally, users can adapt the default filters to create more refined filters that align with their specific business needs.
Please take a look at the following video to see step-by-step process:https://www.sap.com/assetdetail/2022/11/c2ababad-507e-0010-bca6-c68f7e60039b.html
For additional information on the apps used in this process, you can access the Fiori app reference library:SAP Fiori Apps Reference Library: Create Sales Orders - Automatic Extraction