Order Confirmation Automation

Order Confirmation Automation (OCA) processes supplier order confirmations that arrive by email. The system uses OCR to extract data from PDFs prepares the information for import into the corresponding Sales Orders and Purchase Orders.

It supports:

• Automatic import (fully automated mode)

• Manual review and import (comparison view)

• Mapping logic for payment terms and delivery terms

• Supplier-specific configuration

• Feedback to improve OCR extraction

OCA consists of two parts:

1. Configuration: defines global and supplier-specific rules

2. Sales Order Documents: shows all extracted confirmation records and allows manual review, correction, import, and feedback

Before You Begin

Ensure that:

• Access rights to this module.

  • SKU-1109OC72 | Order Confirmation Automation Add On

• The Email Importer is configured and active. OCA receives documents only through the connected mailbox. Read about it Email Importer Setup and Configuration

• You have administrator rights to the configuration module.

Configuration

To open OCA settings:

Operational Purchasing → Order Confirmation Automation → Configuration

The configuration consists of five sections:

1. Base Settings

2. Minimum Payload

3. Payment Terms Mapping

4. Terms of Delivery Mapping

5. Supplier-Specific Settings

Base Settings

Base Settings define global rules for how OCA evaluates and imports order confirmation documents.

• Select BC Job: Select the BCjob that processes the imported document.

  • ImportXslResource: Internal\XSL_OcrResult_SalesOrder.xsl&OpenTrans\XSL_IN_OpenTrans_OrderResponse.xsl

  • Configuration of Bcjob as follow:

• Notification Settings: Choose which events should trigger a notification:

  • Minimum payload not achieved: Triggered when required fields are missing in the OCR-extracted data.

  • Import was successful: Notifies users when a document was successfully imported.

  • Import was not successful: Triggered when processing failed.

• Notification Target: Select where notifications should be sent:

  • Email → Enter one or more email addresses

  • Users → Select platform users

  • User Groups → Select purchasing groups

• Active Mappings: These options determine how imported values are interpreted when enabled:

  • Override Non-standard Payment Terms: If OCA receives a non-standard payment term from the supplier and a mapping exists then system imports the mapped standard value instead of the raw supplier value.

  • Override Non-standard Delivery Terms: Same logic as above, but applied to Incoterm versions and Incoterm codes

• Processing of Documents → Automate:

  • If enabled:

    • The system automatically imports confirmations when all validation rules are fulfilled.

  • If disabled:

    • Confirmations require manual review in the Comparison View before import.

Minimum Payload

The Minimum Payload defines the fields that must be present in the OCR-extracted content. If any selected mandatory field is missing, the document fails with a “Minimum payload not achieved” in log and status Error.

Fields include:

• Sales order number

• Order number

• Line item number

• Quantity

• Unit price

• Delivery date

• Item number

• Customer item number

Payment Terms Mapping

• Payment Terms Mapping allows you to define how non-standard supplier payment terms should be interpreted.

• Select the non-standard payment term (eg: “14 Tage 1% Skonto, 30 Tage netto”).

• Define the non-standard to standard mapping

• When Override Non-standard Payment Terms is enabled:

  • OCA replaces the supplier text with the mapped internal value.

  • If no mapping exists, the supplier value is ignored or imported as-is depending on settings.

• Add Mapping: Allows administrators to add more mapping.

Terms of Delivery Mapping

• Terms of Delivery Mapping works similarly to the payment terms mapping but is specific to:

  • Incoterm version (2010, 2020)

  • Incoterm code (DAP, FCA, CIF, etc.)

  • Supplier’s non-standard delivery term wording

• If override is enabled:

  • OCA maps the supplier text to the corresponding standard Incoterm.

  • If no mapping exists, the supplier value is ignored or imported as-is depending on settings.

• Add Mapping: Allows administrators to add more mapping.

Supplier-Specific Settings

By default, all suppliers use the global configuration. The Supplier tab allows you to override global rules for specific suppliers.

• Add suppliers: Select one or multiple suppliers to configure separately.

• Reset to Base: Copies the full global configuration into the supplier-specific profile. This is useful when:

  • Only small adjustments are needed for a specific supplier

  • You want to reset supplier settings back to global defaults

• Delete: Removes the supplier-specific configuration. The supplier will again use global settings.

Sales Order Documents

The Sales Order Documents page is the operational center of Order Confirmation Automation (OCA).Every order confirmation retrieved via the Email Importer and processed by the OCR extraction service is listed here.

This section allows you to:

• Track all incoming confirmation documents

• Verify extraction results

• Edit or correct extracted values

• Import confirmed data into Sales Orders / Purchase Orders

• Provide feedback to improve extraction accuracy

Accessing Sales Order Documents

• Order Confirmation Automation → Sales Order Documents

• You will see a table listing all processed documents.

• Each row represents one supplier order confirmation.

Comparative View of Sales Order Document

Click the Document Title to open the full record. The document view is split into two main sections:

• Left side → Extracted data (editable fields)

• Right side → PDF preview of the original supplier document

Header Section:

• Order number

• Sales order number

• Payment terms

• Terms of delivery

• Additional costs fields

Line Item Section:

• Line item number

• Title / Description

• Customer item number

• Quantity

• Unit price

• Delivery date

• Surcharges/Discount

Each line can be corrected if extraction inaccuracies are found.

Save Changes

If you update any extracted value (e.g., quantity, delivery date, payment terms), click Save Changes.

• This updates the extracted dataset

• The updated values will be used during import

• “Changes Made” in the document list becomes “Yes”

Start Import

Click Start Import to manually import the corrected confirmation into the system.

Import actions include:

• Updating the Sales Order

• Original Order Confirmation is attached to that Sales Order in external files

• Updating the Purchase Order

• Recording changes in the system log

• Sending notifications (if configured)

When import happens automatically

If Automate is enabled in Base Settings:

• Import starts immediately after successful validation

• No manual review is required unless data fails validation

Sending Feedback

If extraction errors are frequent or systematic for a supplier, you can use Send Feedback.

What it does:

• Opens a pre-filled feedback message

• Lists corrected fields (changes the you made)

• Attaches the original PDF

• Sends the Feedback Email for better recognition

Typical User Workflow

1. Supplier sends confirmation email

2. Email Importer pulls the PDF

3. OCR extracts order confirmation data

4. OCA creates an entry in Sales Order Documents

5. User reviews:

   • If automate ON → auto-import

   • If automate OFF → manual review

6. User edits extracted values if needed

7. User starts import

8. User sends feedback (optional)

Limitations

• Only PDF files are supported for OCR extraction.

• OCR extraction accuracy depends on the structure and quality of the supplier’s PDF.

• Scanned or handwritten documents may not extract correctly.

• Mapping requires an exact text match; partial or fuzzy matching is not supported.

• Automatic import runs only when validation is successful; otherwise manual review is required.

• OCA can only process documents received via the active Email Importer configuration.

Summary

The Sales Order Documents page provides complete visibility and control over the order confirmation lifecycle:

• Central place for all extracted confirmations

• Clear status information

• Powerful side-by-side comparison view

• Full manual correction capability

• Automated or manual import

• Feedback loop to improve extraction quality

This ensures consistent, accurate, and efficient handling of order confirmations across the entire organization.