Streamline Your Business with Automated Sales Order Processing

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will be focused on four steps uh to automate your erp uh po2so process um there's a few people uh still to join so what we'll do is we'll um wait a short while and then then get started right so i can see a few people still joining so uh what we'll do is we'll get started anyway so uh so thanks to everybody uh for joining the session uh my hope uh for this session is that it will be valuable and interactive have fallen involved um today we aim to cover off four ways to automate the erp uh phso process uh or inbound processing or aka po flips so no our aim here is to give you some ideas as to how to reduce or potentially completely eliminate common phso bottlenecks we have sort of a greater ambition to make sure that you can scale your order automation allowing you to basically deal with higher volumes of inbound purchase order capabilities uh streamline the po flip process and essentially hopefully uh further optimizing your your cash flow uh across the business so uh please feel free to leave the questions in the comment section or the chat window or the uh question panel uh whatever works best for yourself uh but what we'll do is uh we'll begin um and i'll allow you to just see the full screen of the slide deck so uh we shall now cover off uh basically ways to uh reduce your uh erp phso user workloads uh thus essentially ways uh to automate more right so essentially for from from our perspective we want to help you uh in four ways we want to help you uh essentially process purchase orders instantly we want you to allow the verify uh the first sort of content that is compliant with the erp automatically and then dealing with any input data into erp as speedily and accurately as possible because i know this is clearly a pain area for a lot of a lot of people out there getting getting basically data into especially documents into erps and then essentially focusing on how we can go about sharing that uh sales order as as easily as as possible so all we'll do is we'll dive into into each of these four steps uh the first one clearly being processing uh the po instantly uh clearly the first the first element around this is making sure that it's captured um so as it's a structured file so what we're talking about today is whether it's a pdf or an xml file we can essentially process that uh automatically then essentially making sure that the information is received clearly via email or by essentially edi channels uh the the reference that i've made today about edi is that we'll probably focus more on um api capability than calls and connections and so on and then enforcing as a lot of the customers are today in today's market is if they don't have a pm uh then clearly they don't pay so it's a no po no pay policy uh which is clearly um quite common um across uh most businesses and essentially um what we're going to do is make sure that a lot of your po details are indeed um sorry so details are certainly populated with the correct purchase order details so the next step is about automating this po validation process which is which is an important step uh confirming that all the purchase sort of purchase orders and sales order content match and gets approved essentially within your erp and then check on basically predefined conditions and the more predefined conditions there are then clearly uh you know the automation needs to take that into account uh things like pricing quantities etc need to be essentially measured uh with the documents coming in so that they so that we can essentially track that information and essentially metadata uh within your erp as well and then essentially verifying uh uh sorry identifying any errors and notifying erp users so whether that's management whether it's the sales team itself and actually essentially helping helping you uh sort of move the po validation process further and quicker how you choose to make it whether it's complicated whether it's simple we can certainly help with that and then authorizing online connections sorry corrections to avoid uh unnecessary revisions so clearly this is a this is a painstaking exercise uh for all those people involved in uh sales activities we will know how uh how time-consuming revisions can be uh and delaying sort of feedback back to customers and so on so forth and that can delay the sort of the po flip process and then obviously the the the massive goal is to speed up this uh po flip or the so at sales order process and essentially reducing the the calls uh that go along with communicating and corresponding with your in customers then dealing with input data into your erp uh clearly you know really what we're wanting to focus on here is making sure that it can actually execute the correct call functions for your erp now clearly there's a raft of different uh erps out there and the example we'll use today is sap but there's clearly others we can facilitate with but really when it comes down to it it's to do all to do with the the actual uh calls that are being put into your erp that will uh either make it a success or not and then sending uh purchase all the data into your arp why to make sure that this information is essentially generates the sales order and making sure that these channels are are certified to make them as secure as possible and then essentially which is very very common clearly in today's market is making sure that the credit status uh allows the sale board to be released clearly that needs to be taken into account uh whether that's from a financial system wherever you however you do that um clearly um from a from a sort of credit management perspective that's that's a very important aspect um around essentially account management or cash flow managers so we can certainly build into that so and then again avoiding manual errors it's not necessarily a case of uh manually uploading these uh these documents into erp this can be now done because of the the structured file that gets uploaded the hour our technology can essentially push that across into your erp and and automate that whole cycle and then essentially the clearly this has become very very important over the last few years is making sure that you're fully compliant and that you can deliver a full order trail hence the metadata and then also working on uh presets rules to allow people either authorizing or extending or however it works in your workflow your po2so workflow we can help you set um rules that are predefined for yourself to make sure that everything is as automated as possible and then we'll come down to as from a sales perspective the exciting part right so you've now got to actually deliver the the sales order uh that clearly has to go through a review um whether that's the sales manager or whether it's the director of any sort we can certainly build into that that workflow and then again verifying the credit limits and exposure you might have as a business in relation to risk is clearly a huge priority right now and then sending each erp user notifications automatically which we'll touch upon during the demonstration and then essentially submitting uh the pdf copy of the so to your sales team and onto clearly the the end customer as well so as you've probably already realized the session today is focused on sales managers uh financial controllers uh and even financial directors and leads and even potentially the other side of the fence right so supply managers so those people you engage with on the other side that say on the customer side we need to make sure that um whoever they are uh they're aware of the capabilities the technology technological capabilities uh and why why are we doing this uh well basically managers with remote teams uh have bottlenecks right mounting up today and they need to deal with them uh urgently so the focus is to make sure we allow and prioritize uh ingly uh within a dynamic and fast-paced environment that you already work in to make sure that this can all be that this will be facilitated so what we're asking is for essentially whoever's involved is to take full ownership uh for managing and maintaining the sales and potentially the other side the purchasing function uh from beginning to end right so we're ensuring that all financial controls and policies and potentially procedures are adhered to um any time and anywhere basically so with that sort of focus is to make sure that you are engaging as much as possible with your customers and being essentially customer centric so let's take a a step further back um so why why do you want to reduce the time to perform uh basically po flips so you know i've listed four ideas yeah but you know you could there could be more uh so using a customer-centric mindset means sales and finance teams can focus on profitable customer activities right that's that's sort of number one clearly and then engage in the executive team so what does that mean clearly they they're here to help um help you why because uh you know your process or this process uh helps the cash flow which is which is vitally important and then from the customer side um you deliver value to the end customer and customer so it's essentially selling the selling not just selling products but uh providing value as well and then there's another point essentially which is uh worth worth referencing here is always be learning right so let's let's find ways to enhance your customers engagement journey with your own with your own business as as their supplier so for us here at simtrax there's clearly three main topical areas that come up on many of our customer conversations around this erp po process uh the ability to leverage uh sas technologies to automate this whole process and then to be done in real time right so these are the common questions uh around higher volumes for the po process around leveraging technologies uh to help automation and then to transform documents in real time these are the three key main sort of beneficial areas that a lot of our customers come up against especially around initiating um this this workflow for the first time so as far as common bottlenecks are concerned the erp po to so bottleneck process let's say um our joint aim is to is to surely reduce um and hopefully spend time um generating uh to speed up the time of generating sales orders and optimizing the po flip and achieving a higher sales ratio for your teams by better managing their inbound audit right so most sales to peak departments uh struggle when it comes to manually handling high volumes with inbound orders right so corresponding with the customers in in a timely manner is going to cause huge amounts of bottlenecks for your organization so let's also consider the technical flexibility of essentially reconciling both the the po and the so on the fly with remote workers right that's that's a high priority right now for a lot of sales managers and directors and so on and then over the last 12 months this problem is compounded it has caused a massive impact on cash flows for any type of business across the supply chain and the visibility across even the wider supply chain right so lately i don't need to mention uh missing sales orders or unfulfilled purchase orders is a big bug bearer in the industry um and potentially uh your department too right so you've got customers sending you an orders but you can't fulfill them because essentially sales orders aren't creating and revisions aren't being done in time which delays the whole uh invoice cycle right so clearly gap analysis uh within the sales and supply function is critical to avoid any document interchange uh issues which caught which sorry which are costing um teams time and money so managing internal flows of these orders across your internal staff and especially approvals and validations from management uh can prove challenging right so there's the three sort of classic examples uh to take you know to to track down physically the signatories within your organization those people who can sign the uh the um the sales order off to be sent out uh and even just sort of sending emails and replying by emails that's a huge delay process and then essentially dealing with individuals or several approval cycles um which would keep the process uh flow working are clearly massive um bottlenecks potentially even if you've got a an order management system right and then challenges of balancing the po flip turn around and optimizing your cash flow whilst uh improving your customer engagement which is a key in today's in tough economic climate and then are you missing out on opportunities to improve customer trust and working closer together to create more sustainable supply chains this is clearly a a huge element around sustainability and we need to play our path right so have you ever struggled with entering erp data using new or existing sales stuff this is can be hugely costly right two valuable members of staff you could be doing other more productive uh activities rather than just doing essentially a sales admin so uh we would like to share with you a bit more about how slimtrax can help businesses streamline the implementation of such a po flip solution via a staff gateway platform that we've developed so this type of interoperability between systems and exchanges proves hugely productive and cost-effective when implementing your existing sorry even on the existing have phso this so you know a lot of a lot of organizations out there especially the sales teams or processors may need to change quite considerably you know when you consider you know uh um sales teams could be um uh providing the sales or generating the uh sales orders slowly this this can have a dramatic impact on your cash flow right so um you know as far as scaling your existing po to so automation clearly depends on you know the ability to integrate these capabilities and uh developing a seamless inbound process uh relies on adopting the latest technologies right so you need you need technology fingertips for your sales team to make it as easy as possible for them with the aim of hopefully eliminating the order backlogs and optimizing your pslip by achieving these high uh sales order turnover uh ratios that your team or yourself managers expect these days right so enhancing your existing uh enhanced and existing uh procurement system uh with the straightforward inbound order processing is clearly almost a throwaway item right now but really when you come down to when you're trying to define these things with your management and you know you've got a you've got a position where it's impacting your cash flow and quite often people react too late to this so either the the sales might be drying up or the sales might be exploding and either or just as dramatic as each other right so you've got to make sure um that in the positive side where you've got lots of orders you can process them and you know cope with them and you know get get the get the business um visibility up right so executives can actually make the right decisions um at the right time so you know i i've personally you know would recommend a ted talk i'll leave it in the um the notes or the follow-up uh to the session i was the lead actor and the talk basically outlined um making a difference uh between someone who aims to get attention for somebody who aims to be uh essentially to be more productive by paying attention to their skills so what do i mean by that so essentially uh taking into account uh you as a supplier uh want to get the attention of your customers however you know allowing your customer to pay attention to you would be wildly more successful and so basically you know this boils down to clearly improving communication uh plus transparency is a key but in essence what we want to move from is essentially the challenge right the challenge of you know customers allowing customers to pay attention to you not basically being not stagnating but consistently focusing on low value communication right we don't just want to be sort of order clerks as it were we want to be in a position where we're adding value so we we're not just working on essentially ways to get attention from our customers and dealing with the vortex right of um of getting uh getting communications or getting peers out of customers and and dealing with the um the uh the communication which means you know making the the revisions uh within your your phso uh cycle so so that for me is it was a game changer um i would definitely recommend just viewing it it's only like 15 minutes long but there's clearly a lot of studies behind it i picked up the name of the author but the book's called flow and i definitely recommend reading that so what it's designed to do is to basically make sure that you and everybody around you is paying attention rather than getting attention which which um i just can't stress enough so what does that mean it meant that it meant that we can basically eliminate uh manual data entry uh by avoiding emails and essentially making sure that the admin is just dealt with uh essentially making sure that uh the internal approvals are dealt with automatically and the routing of the purchase orders are dealt with so essentially making sure that the sales orders uh aren't forcing you into a bit of a spin a tail spin and then essentially dealing with um you know the difficulty procedures and uh introducing an intelligent uh po flip process uh whilst maintaining uh customer engagement levels right so managing basically allowing also from a management perspective uh managing your cash flow a lot better and then the final step is basically to make sure that you integrate into your existing erp or order management system uh to help and not waste the time of both the your sales team and your customers supply team basically um which is which is obviously very critical in today's day and age so so from myself uh you know i'm i'm here i i help businesses securely automate uh data and digital document process workflows uh and my role here at simtrax is to make sure that i'm helping business transform and finding ways to find the right solution that fits all of their needs and then basically making it the the making providing the right insight and reasons to promote this internally to your teams whether it be teams as like a proof of concept whether it be sort of scaling up to a division or whether you know if it works successfully making sure that it's enterprise ready right making sure that um not just your sales team but potentially why the sales team within your uh divisions or corporations globally uh can make best use of this right because as you well know a lot of businesses in the in the uk at least are um are focusing on shared services so whether it's a finance team or whatever and i think you know the next uh shared service could be some form of sales administration uh which is clearly you know right for um sort of automation right now so here at simtrax uh what we well you're clearly an international organization uh so for us we have a development team and support team uh across the globe and you know i'm proud and one of the main reasons why i joined simtrax is that you know customer loyalty is is is huge right we average uh 12 years across no matter what industry or whatever what whatever region of the world um that's that's that shows how how successful and how embedded we are and how innovative we are within within our customers and then you know simtrax offers uh a solution that can easily handle uh any erp or bpm or crm document workflow uh and how can we do that because we address this through uh these specific needs by customizing our off-the-shelf software uh whether that be on-premise cloud or hybrid sas based architecture which we'll cover off today and then integrate uh seamlessly into your existing process as i mentioned no matter no matter what industry you're in so let's drill down into uh the phso bottlenecks so there's clearly a secret uh step here and as you've probably worked out already it's making sure that step two is covered and the seamless uh automation of routing of your purchase orders that you receive to the right person to uh review and monitor and then potentially sign off the purchase order is it's clearly uh the largest bottleneck so with people working remotely that's essentially compounded it's got even worse so dealing with that is clearly uh of the utmost importance and we're noticing this where a lot of organizations need to get purchase orders uh signed off so for us um you know we've got a clearly a need or a focus to increase cash flow and how do we do that we'll make sure that the the po2so validation process is as tight as possible right so let's walk through how this would work uh in your existing po routing so but obviously uh plea you know recognize the enhancements outlined uh in this in this simple uh illustration uh please also recognize that there's a need to process inbound uh peers uh don't need to be uh considered uh as part of a location so any one of these individuals can be wherever they need to be uh whether that's in an office or working remotely and then remember uh working um sorry this workflow can be as as as extended or as complicated as you need to so what i'd like to essentially draw your attention to uh as part of this is making sure that your um your your your portal or the the way the way that your your customers send in purchase orders uh make sure that that can be as processed and automated as possible and then clearly as part of you know essentially step one is to make sure that your sales managers or whoever may be are monitoring uh the the inbound purchase orders uh which we'll go through in a short while uh and as part of this solution the customer can do the same right so you know when you get to essentially step two uh which is making sure that the the sales orders are created uh in an intelligent way basically what that means is you know we're recognizing what needs to be signed off by sales directors or seniors or management within your organization before you put it into essentially your your erp right so all of a sudden before you can automatically distribute the sales order a few steps have happened beforehand so this isn't just a case of saying right we're going to automate the whole thing and it's just going to be dealt with seamlessly right so we're saying yes there has to be some some manual steps involved and we need to make sure that no documents are lost that sales managers are involved and where necessary sales directors are also involved as well but as you can see from the cogs here completely gateway can make sure that this process is as as streamlined as possible without making it 100 automated right which is essentially what ebis uh uh proposed right so this for us is the the schema view so on the right hand side you can see essentially your view which consists of an order processing order called integration to erp uh leveraging uh several document formats such as pdf xml or even things like json as well and then on the left hand side you can see the api connection uh so allowing uh supplies uh to send orders uh straight to sorry the customer sending straight orders into the sas web application using our compleo gateway technologies and then in the middle clearly that's the gateway right the web application which is complete and gateway and so you can uh so sorry so your customers can seamlessly upload uh structured orders into the uh po flip process using container gateway and thus removing several bottlenecks uh in in their uh workplace right so all of a sudden they don't need to have uh this huge uh team recognizing what basically appears being sent out what sales orders have been confirmed and then what invoices they receive as part of that all of a sudden you've got one uh one area where they can both um upload their um the pos to recognize the status and then see what's what's coming back right but before i before we sort of jump into a demo uh there are two other forms uh which we which we use which you know we'll explain in the further sessions around web uh portals and and folders and each so each have their own uh specific requirements however what i'd like to focus on today is the api method which shows you the blue lines going from right left to right and then uh essentially the sales orders coming back so clearly you know the fact that as you can see in the green uh sort of arrows it depicts um that this can be done seamlessly and leveraging uh api uh connections with your customers environment so what we'll do is we'll go through a quick demonstration uh to show you how how this how can basically remove remove these bottlenecks out of reference right so eliminating manual data entry um seamless po flip workflows to roots the um the the orders and then make sure that the increased sales ratios are in line with your your po active so process and hopefully help you manage your cash flows and then demonstrate the uh the seamless integration uh with your erp into your existing po slip process so in this demonstration um what we hope to cover today is to focus on customers using an api collection uh so into the complete gateway stats environment so however we need to demonstrate it is the web portal version as web as this version helps us to show you the steps needed giving steps uh by insight sorry step-by-step insight as you know as opposed to the api version which just basically processes this stuff in seconds and it doesn't it's not clearly illustrated because because of what happens right so so therefore all customers um or you have to do is to receive a po a valid po with the correct information fields which can be automatically uh entered into erp or exchange with the existing po flip process so the customer's view can start from a from an erp and then exchange using a an api so this demons sorry this demo show shall illustrate how what happens when the po is received and how your erp performs the important necessary document process workflow steps to generate a sales order so let's let's show you how this can essentially practically work so let's see how the customer uploads uh their own erp generated po uh in this case it's an xml format uh so the api um you know basically the of the orders will automatically upload into the gateway um so as you can see uh it'll select the appropriate workflow so these manual steps won't be necessary so as part of the uh the web portal uh they need to check the status and that's trust that the po is basically converting into a sales order so as you can see here you know whoever that might be the sales or supply manager can can monitor the status um of their their po as part of this uh completion it's essentially automatically converting into an so and integrating into your supplier's environment your environment so let's see how the supplier sorry the sales manager who is monitored and signed the sales order receives a notification by email with the the right uh information fields so this can also include electronic or digital signature capabilities within your so our workflow which can basically include um allow people both customers to work remotely and customers can receive a trusted signed version of the both the po and the so files attached and thus you can see in your view your erp you can retrieve the esto on your erp and as you can see all information fields are populated automatically and of course the pdf files can be attached into erp and which means that basically your essos have been sent out to your customers uh proving that it's traceable and auditable uh information feels present across both systems basically so great so so why do customers choose to tackle these document workflow document process workflows even so you know essentially it seamlessly integrates within their existing po and sales order processes so their sales teams aren't uh delayed in what they do and obviously the focus is clearly to make sure that it's being dealt with as quickly as possible and then improving inbound po controls uh traceabilities and audit abilities for your finance teams to make sure it's all all tracked um and verifiable and then you know both security and performances are compatible on both uh environments whether that's your customer's environment or whether it's your environment and then easily add flexible workflows as should anything change to the future so as with edis it creates a huge bottleneck when changes need to be made it's taking a long while to set up but as part of this leveraging apis you can you can deal with that uh quite quickly so today's promises i always like to sort of promise something as as you know as part of these sessions to make sure that it's valuable for yourselves so so what we did want to cover off is clearly uh uh how how your so and and and so your your peer and so can happen today how your sales teams can pay attention today to your customers and how your sales teams can deliver more value to their end customers today and when sas technologies uh can help you right so this can help you today as well so great so essentially you know two main factors as part of any sort of business case out there is to make sure that you can get um get a clearer direction on your journey right by leaving the land of bottlenecks and automating your po to so journey and then delivering sea level insights right so by investing in yourself and your teams you can deliver greater customer engagement right so we've helped businesses explore ways to focus on innovating innovative user cases uh such as po flip process which we've covered today um which delivers value valuable solutions uh to meet your you know your customers ever changing uh business needs from you leveraging a you know essentially a customer engagement demands uh from a from an off-the-shelf software that we can we can deliver to yourselves uh very rapidly so please feel free to ask for more information or indeed schedule a session today so yes right i know we've uh we're very very short on time um but for for those people still present uh please feel free to use the viewing panel or raise your hand to ask a question uh don't worry i know go to webinar can allow this but you can actually activate a camera as well should you need that um so what we've done is we're just checking the the chat window for questions uh so thanks everybody for asking asking questions and then during the session and okay um so i hope the colleague has provided a short list of questions um that we can obviously have to be answered during during the session so so here goes so uh do customers do customers see each other's customer peers okay uh well thanks for the question it's clearly um quite a quite a detailed question there but um the only the only peos they'll see is the ones they've uploaded um because gateway users clearly use uh user profiles which we can i'll certainly explain a bit more about that in in sorry in the time to come and then right is it is it possible to distribute documents remotely without causing security issues right okay so uh so yes is the answer uh so some tracks or gateway uses microsoft azure uh to process all document exchanges um so the the highest level of security is employed uh for each document um exchange and then the final question if you don't mind is how how do i manage my team if the entire video flip process is automated right so well okay um well um so you know all we need uh for ourselves is sales teams is to focus on uh higher value activities right that's sort of number one so so simtrax does not um focus on removing processes instead it hopes to automate the admin intensive tasks out there so making your team more productive not not necessarily taking away um take my jobs as it were so we have run out of time so uh however we will certainly reply to all the questions uh so feel feel free to reply um and use my contact details uh to essentially send me a few more bits of requests or information however you want but again feel free to ask that or schedule a a web meeting uh whether it's you know great or small wherever your question is i'm here to help and for myself and the team here at film tracks may i ask you to to like subscribe if you're watching this on youtube um and and if you found this session interesting or indeed please feel free to if you're using another platform please join us for the next session so i'm going to leave you with some of the solutions uh we have helped well probably over 3 000 customers now deliver with our hybrid solutions you you