Solutions · By process
Orders from every customer, in every format, straight into your ERP.
Retail chains and distributors send orders as PDF, fax-to-mail or spreadsheet, each in their own layout. StencilFlow reads them, checks them against your article and customer data, and produces the import your ERP expects. People only see the orders that need a decision.
What lands in the inbox
- Order PDF
- Fax-to-mail scan
- Order spreadsheet
- Order email body
Read, checked against your data and handed off, with people deciding the exceptions.
The flow
From inbox to system, step by step
Every case follows the same visible path. Where a rule cannot decide, a person does.
- Mailbox
- Read order
- Match articles
- Check prices & dates
- Review if needed
- ERP import
Step by step
How it runs, step by step
A worked example with made-up names. Rules do the checking; people decide what the rules cannot.
- 1
Orders arrive in every shape
Each customer sends its own layout: PDF, fax-to-mail scan, spreadsheet or plain email.
PDFNorthwind Supply orderPDFFax-to-mail scanXLSXBirchwood Games orderEMAILOrder in email body - 2
Read the order lines
Article, quantity, price and delivery date are read whatever the layout; scans are read with AI.
Order 4471 · Northwind Supply
Art. noQtyPriceDeliver20-1181204.1012 Mar20-204607.9512 MarWX-9242.4019 Mar - 3
Match customer and articles
Every line is looked up in your customer and article data.
- Customer and delivery address knownPass
- 20-118 maps to your article 10442Pass
- 20-204 maps to your article 10517Pass
- WX-9 not in the article listReview
Human review - 4
Check prices and dates
Fixed rules compare prices, quantities and delivery dates with what was agreed.
- Price within agreed tolerancePass
- Quantity in whole pack sizesPass
- Delivery date feasiblePass
Straight through - 5
A person decides the exception
Only the unclear line is shown, with the original order beside it.
Source
PDFNorthwind Supply orderRead
- CustomerNorthwind Supply
- ArticleWX-9
- Quantity24
Unknown articleReviewer picks the article - 6
Into your ERP, traceable
One clean import per order, with the path from email to ERP line recorded.
- ERP import file or API callOne per order
- Case recordEmail, decisions and ERP line linked
Before and after
Order intake, with and without StencilFlow
Today
- An order desk retypes every order into the ERP
- Each customer's layout needs its own know-how
- Peaks mean overtime or late confirmations
- Mistakes surface at delivery, not at entry
With StencilFlow
- Orders are read and checked the moment they arrive
- Unknown articles or prices go to a reviewer with the PDF beside them
- A clean ERP import file or API call per order
- Every order traceable from email to ERP line
Rules
Checks that run on every case
Your rules and reference data, applied the same way every time. Each outcome records which check passed or failed.
- Customer and delivery address known
- Every article maps to your article number
- Prices and quantities within agreed tolerances
- Delivery date feasible
Connects to
Hands off to the systems you run
- M3
- SAP
- Any ERP with an import or API
Through an API, an import file or a mailbox. About actions and integrations
In practice
98% straight through · 2,750 cases per month · 150 hours returned monthly
Related
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View
Ready to look at your inbox?
Bring one process and a handful of real documents. We show you the path from inbox to decision, on your own data.