Automated sales order processing in loan agreements

How to create outlook signature

Welcome to our webinars for today webinars it will be the first part of the four parts where we will cover on how you can enhance your order to catch processes housekeeping rules to take note of is first and foremost after this webinar you will get the slides my team will be sending you the slides and together with the recording during The Question during the webinar if you have any questions that you like to ask feel free to I see the chat box below me and my teams will check the questions and we will be answering your question as soon as possible if you are new to this go to webinar you'll be able to see below there will be a question task a question panel for you to ask any questions again me and my teams will try our best to answer as many questions as possible with that being said let me start a bit about teamflex for us and tracks what we have been doing here is we have been helping our clients to fully digitalize their processes and to be EDI ready and how do we do that we do that by crafting a tailor-made experience for you ing to your processes ing to your needs and we've been doing this for more than 35 years and we've been helping more than 3 000 companies globally so we are able to help you from wherever you are you have our coverage started from Los Angeles all the way to Singapore 24 hours so for today I'll be talking about part of order to catch processes especially on the order management we'll be covering on current situations some food for thoughts but it can be case studies live demonstration and last but not least it's a q a so you don't need to wait for the Q a sessions to ask your questions during again during the sessions feel free to ask the question anytime you have a question so when we are talking about order to catch workflow these are the entire profits let's start from your receive an order all the way to recording the payment for today I'll be covering on the order management which is receiving your orders and how you can fill the orders for the other four portion for the other four processors will be covering throughout the next webinars so when we are talking about order to cast or when you're talking about order management what we have been seeing with our existing clients this is what they have been doing first and foremost you will receive po you receive a documents from your offender from your buyer it can be fire email they can upload to you on your portal or maybe they will fetch it to you and what do you need to do next all you need to do next is you need to create a purchase order report and when you're doing this before you even do this creation you'll need to do some checking you need to check whether it is the correct orders or do you have this item and what not and after you do all those checking you will create a purchase order and after you have created the purchase order you need to create the sales order and same thing before you click the sales order there might be some checking that you need to do so all these processors might take some times what we realize when we are talking to our clients are first and foremost different clients or different vendors will be sending you different format some will send you a PDF file some of them will send you a CSV file and each PDF file will have their own different format because of all these different formats one orders might take maybe more than five minutes we have cases where it takes maybe 30 to minute to one hour and it is because of the content for the purchase orders and the numbers of checking that they need to do so this is a very Troublesome workflow last but not least it's because of all these situations your orders or your clients orders cannot be processed immediately for example today I will send you a purchase order but because you have a lot of purchase order coming in that day my orders will only be processed maybe next day or maybe two days later and this is something that everyone wants to prevent not only that you have different SKU confessions you have different naming convention for example I might be able I might be naming the same object differently using this different number of code when you are doing your purchase order record sometimes I might be sending you duplicate or maybe I'm sending you an amended purchase orders which you might not notice because you say this is the same purchase order numbers this might be a duplicate let me just ignore it but third out it is not duplicate there's a different content that's a real efficient which which might cause you to process the wrong orders last but not least have you thought of any other verifications that you need to do before you create your sales order before you create your purchase order for example you need to check this vendors on this buyer credit limit you need to check whether you have this item or you need to check whether these items code is correct so again there's a lot of okay there's a lot of verifications that you need to do just for simple processing of your orders with that being said not only you need to process the orders there are a lot of aspects which I've already mentioned you need to enter the details you need to double check you need to correct the any mistakes during the data enter you need to wait for the documents to be fully loaded you need to train your staff and whatnot so let me share with you a pause to get a better understanding or to get your thoughts on this so okay let me pass the poll here that hit so in your opinion of with your current situations how are you processing or how are you handling your order to cast workflow is it still manual you have a team to fill in the information or maybe it is completely automated the moment the orders come in your team don't need to do anything and it will go through to the system yeah maybe I'll wait few more seconds for F1 to Fourth all right okay let me close thank you for your attendance okay so the result that I get is more than 50 of you have partially automated but so far no one completely automated the process let me share with you some datas for you to consider so ing to our research ing to our some data collections we find out that a mismix order to cash processors can cost you upwards of 25 of your Revenue not only that for those who have started the automated for those who have implemented RPA they are able to improve their customer satisfaction and also efficiency last but not least is the cost that goes to your accounting department will be around 30 just okay just two minutes this process please come to the next questions let me share with you so in your opinion after listening so far what are your thoughts on manual processors especially for those who mentioned that they have not automated the process do you think that manual processors is costing you time and cost you think that it is expensive or maybe it's not expensive or you are not sure so I'll wait for a while for F1 to 4 yeah maybe I'll wait two more seconds five one to four all right thank you so much for your participation so what I get is 100 of you say yes ordered manual processors are expensive which I completely agree with you oh with that being said when you think about all these manual processors all these costs and all this time that has been spent on just a simple data entry just a simple data extraction which costs you a lot which is very time consuming these times can actually be used for something more critical maybe of themes rather than spending on data extraction data entry they can use it for strategy discussion they can use it for engaging with your customer for a better customer satisfaction so what then can we do right I can say that more than 50 of you mentioned that you are you have partially automated your process let me share with you how this for those who have sorry for those who haven't automated process let me share with you how it can be automated and how it looks like in the automated state that we efficient or for what we have done with our clients when the documents come in these documents can be your purchase order it can be your any other documents can be your accounting documents can be accredited documents invoices and whatnot what we can do is using our platforms called complete hybrid we are able to do a few checking remember previously I mentioned to you that different offenders will send you different format so what can we do what can we do is we will be able to utilize AIML called a geoform recognizer to be able to process all these different formats and not only we can process this format we can help you to do some checking for example we are able to check whether your inventories has this item whether these vendors has reached the credit limit and if this vendor has a different item convention number convention or HQ difference you will be able to translate it automatically for you you don't need to have your team to manually look through the different numbers and code just to kick in and once we do that we will upload to your Erp system so in your Erp you have all this data ready for you to be used what do you want to do with this data what we want to use with this documents it is up to you for example you mentioned to us that oh if these documents I'll need to share it internally I need to share it with my team I need to Archive it so no matter what you need to do you will be able all this process will be automated and to share with you a case studies of what we have done for our clients for in particular for the purchase order management this is a client of fmcg clients called typing care so what caffeine care has been doing is they have been processing their POS from various buyers on a daily basis they'll receive a lot of POS and all these POS are different formats and what do they do what they do is they manually process all these incoming documents and for all this incoming documents they will have a dedicated theme to process it they will convert from a purchase order to Excel file for their internal reporting purposes and not and after that they will convert it to a sales order for these two separate process are still manual before we talk to them and and then what happened there seems to be a bottleneck in their processes which is what they are trying to solve they are trying to reduce the main power bottleneck to make this process faster you want to reduce the turnaround times the moment these documents come in they want to be instantly processed and this is what I'm sure everyone want to achieve they want to have a zero error rate now imagine that when you are processing your purchase orders just a single mistake for example at extra zero or an extra digit will cost you a lot of problems maybe rather than processing hundreds document sorry I say 100 quantity of this item you are processing 1000 quantity of this items which is which can cost you a lot of money and time just to correct these errors so what do we do for them how we help cuffing care is we help them to automate this process which I will showcase to you a concept a live demo after this so what happened is when Kevin cares clients or buyers want to order something from them they are email to a certain email for example sales at kevincare.com and what we will do is we will automate the process where we will pick up the moment these documents come in we'll be able to monitor oh okay there's a document there's a purchase orders so what we do similar to what Kevin care has been doing they want to convert it to an Excel file so that's what we do for them we will automate this creation of Excel file and not only that after they have created the Excel file after they have created the sales order they want to distribute to the end users they want to distribute to the clients so rather than they manually email to maybe 10 20 customers we will do it for that from the documents you'll be able to see who are the senders and immediately reply back to that senders so all this process requires of say minimal intervention from their from your team okay with that being said I would love to show you how how we can automate your process so for this for today's webinar I'll be set I'll be sharing with you just a simple concept on what we have been doing for many of our clients for the PO to so if two features will be showcasing to you the AIML where we will be able to process different formats and not only that will be showcasing to you how we can automate the SKU translation with that being said let me share with you oh okay so what we are doing here is that we will be using a digital platform or kelvin care similar to just like what I share with you just now we are supervising an email at the trigger point but for this table purpose for this webinar purpose I'll be using a digital platform where I'll be uploading to this platform and this platform you can also use it for your client for example rather than you have your client to email to you you can have your client to upload their po their documents to this platform so here I'll just upload a platform okay let me sign in so for this platform I'll be using four difference I got four different documents first thing is a particle purchase order second it will be vertical purchase order with different SKU that one I'll be using a landscape purchase order last but not least which is the most interesting part is I'll be using scan documents with some of our clients receive so it is a scanned document it is crumpled it is not straight and will still process this so what we'll do now is pretty simple what I'll do now is I'll just upload the documents let me let me get my documents okay so here are my documents I want to upload so the vertical the different SKU the landscape and the scan documents I'll just upload it here okay so while we are uploading let me check whether there are any questions Okay so we have a questions on what types of Erp can we integrate with for this particular demo we'll be integrating with sap but we are not Erp dependent we are able to integrate with many other Erp if you are using sap B1 sap-4 s4hana if you're using Oracle if you are using uh sales if you are using IBM you will be able to connect with any of the Erp to automate your process so you don't need to worry about not being able to connect with that Erp okay so once I have uploaded or once the platform has processed the documents what will happen now what will happen now is it will immediately extract the PO data and create the sales order in the sap so how do we know whether it has been processed I will receive an email address saying that it has been processed so let me update my folders okay okay yep I have received the sales order so when the document has been processed what will happen here is I will receive a documents so I will receive an email saying that this PO numbers has been processed and these other corresponding cells order number so again like I mentioned for today's webinar I'll be using sap but if you are using some other Erp you'll be able to connect with your Erp don't need to worry about that so let me just log into my Erp okay so yes one two three four I have four emails for four different documents so what I'll do now is I'll check whether this I got whether this document has been fully processed or it is processed properly and how do I do that I'll get the sales order number from the email address and I'll just paste it here create and while waiting I'll put it side by side with my documents okay so this is the bo30 call so how do I know it's because I'll be able to see that the item description is antenna assembly dinner assembly item code is antenna1 item code is antenna1 so what about the other documents for example this is a 15030 let me check for this list okay so this is the scan documents let me access my scan document so if I put this side by side I'll be able to see that yep it is correct it is fast played under 180 gigabyte let's play 100xd the pc-103 dpc103 so you can see that even though it is a scan document it is crumpled it is slightly tilted we'll be able to process it let me show you a few others yeah I think it's yeah I think it's this one okay remember just now I mentioned that we can do SKU translation for you what do I mean by that what do I mean here is that here I have a antenna assembly but the item code is the sk100 so this the sk100 is the convention that the buyers use but this is not the confession that I use so what will happen here is computer will have automatically processed this and based on the translation table that is provided by either the clients or provided by me it will be able to find that okay dsk 100 is a antenna assembly and the correct code in the system is this and that so we will be able to find out that so it should be 15031 let me just go to 15031 okay so what happened now is if I just put it side by side you'll be able to see that it is same thing it is antenna assembly but the material item is rather than it's a dsk uh 100 it is now antenna one and if you were to fight if you were to check whether this dsk exists is dsk will not exist in my SAP with that being said that's just a short demo on what we've done for our client let me go back to my presentation so I've been we have seen how using AIML using a geoform recognizer you'll be able to process different format different scan copies which is a fairly common situations with our clients and when we are talking about becoming better enhancing our processes there are four different ways we can do that first and foremost is of course your ID transformation you will be able to the change of company company ID infrastructures to make it maybe safer the performance is more stable to be more agile and second you have a business process management software third one you have outsourced things where you will maybe for your data extraction data creation you will ask some other companies to do it for you and last but not least is RPA which is a more predictable but at the same time it doesn't disrupt your process similar to what I said with you just now the process that we have implemented for our clients we don't disrupt their processors if they have been doing that processes you just automate for them and they don't need to worry about training their staff to accommodate to a new system to a new processor switch takes a lot of times so this is where we stay completo or Sim tracks we are we specialize in RPA where it is low disruption but highly predictable and fast if that being said thank you so much for your attention I'll now uh I'll be more than happy to receive any questions that you have so again if you are not sure how to answer questions I'll just go to this part there will be a tab that you will have here and here you'll be able to ask any questions so let me take a look at what questions do you have here let's go here okay yep I have a questions on security how secure is complete so for complete or for what you have seen just now we run on we our sorry our system is based on Microsoft Geo which are managed by Microsoft and because of that it has a good traffic manager it has some duplication and it is it is safe they also provide a Geo replication which allows you to have a faster access to your to your data okay so yeah feel free to ask any other questions you have a few few more minutes for today's webinar let me see what other questions okay so I think there's one more questions and we will call it a day so the questions will be more on do complete or do Sim tracks store the client's data so here let me share with you here at this point of time okay so for Sim tracks what we'll be doing here is we will help to I hope we will help to process your data the moment there's an input coming into complio we will transform we will process ing to what you need and after we have processed it we will immediately pass on to the next space for example Force po to so we'll pass on the data we'll pass on the documents to your Erp we ourselves we do not by default we do not store any document any data unless it is specifically requested by the clients so we do not store any data for example in this web application the moment a data or document come in you will process it pass on to the next stage and after that there will be the data will no longer be with us so don't need to worry about us wake up starting your data or taking your data Okay so okay maybe I'll cover one last questions does it require change in my Erp system with my current Erp system so the answer is uh no first and foremost complete or Simplex we do not click place your Erp system the Erp system as you can see from this architecture it is still it is still there what we will be doing is you can consider us like a middleware will be processing an input file and passing on to the Erp system so again we don't replace your Erp we help you to enhance the Streamline your processes in the Erp system all right with that being said that's all for my webinar to so I would like to say thank you so much for your time and attention if you like to connect with me feel free to drop me an email drop me a call or if you like to connect with me via linking you can scan the QR code or there will be a link so again the slide will be set with you the recording will be set with you and today's webinar is one part of four webinars and the next webinars or the other webinars will be on every Wednesday so there will be one next week next next week and next next week same time and we'll be sharing more information with you all right so thank you so much have a nice day