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Automated Order Capturing in Dynamics 365 Finance and Supply Chain Management 
How AI-supported automated order entry works

Automated Order Capturing in Dynamics 365 Finance and Supply Chain Management (D365 F&SCM)
 
How AI-supported automated order entry works

October 30, 2024

Discover the power of Microsoft Dynamics 365: Our blog series provides you with detailed information and tips & tricks for optimizing your Microsoft Dynamics 365 solution. 

Automated Order Capturing enables companies to automatically capture and process orders and purchase orders from various sources without the need for manual intervention by office staff.

This is achieved by merging AI and Machine Learning (ML) with the business processes in D365 F&SCM and Microsoft Power Automate.  

Automated order Capturing in Dynamics 365

The 6 steps of automated order processing in Dynamics 365

  1. Incoming orders 
    Orders can be received via various channels, such as e-mail, EDI (Electronic Data Interchange), web forms or as physical documents.
  2. Document scanning and data extraction 
    Incoming order documents are scanned and processed using OCR technology. Relevant data is extracted and converted into a structured format.
  3. Data validation and error correction 
    The extracted data is validated to ensure that it is correct and complete. Anomalies or errors are detected by AI algorithms and either automatically corrected or flagged for manual review.
  4. Automated order entry
    The validated order data is automatically imported into D365 F&SCM, where it is used to create an order (sales order). All relevant information such as customer data, article numbers, quantities and prices are taken into account.
  5. Notification and confirmation 
    Once the order has been successfully created, the sales order is checked via a workflow and an automatic notification/order confirmation is sent to the customer.
  6. Stock and logistics management 
    Stock levels are automatically updated, article reservations are taken into account and the logistics processes for fulfilling the order are triggered.

The following technologies are used for intelligent order entry in Dynamics 365

  • Optical character recognition (OCR) 
    OCR (optical character recognition) technology is used to scan order documents and extract the relevant data such as article numbers, quantities, prices and customer data. These documents can be available in various formats, such as PDF, e-mail or paper documents.
  • Natural Language Processing (NLP) 
    NLP techniques help to understand and interpret the text in the order documents. This means that even unstructured data, such as that often found in e-mail orders, can be processed.
  • Machine learning models (ML)
    ML models are trained to recognize patterns and anomalies in the order data. These models can be continuously improved by learning from new data and adapting their predictions accordingly.
  • Modern cloud solution D365 Finance & Supply Chain Management (D365 F&SCM) and Microsoft Power Automate 
    The extracted and processed data is seamlessly integrated into the order processing workflows of D365 F&SCM in the cloud. This includes the automatic creation of sales orders, updating stock levels and adjusting delivery times.

Advantages of AI-supported Automated Order Capturing in Dynamics 365

  1. Increased efficiency 
    By automating the entire order process, the time required for manual data entry and processing in internal sales is significantly reduced.
  2. Error reduction 
    The use of OCR (Optical Character Recognition) and Machine Learning (ML) reduces human error in data extraction and processing.
  3. Time and cost savings 
    Fewer manual interventions and errors mean time savings and lower operating costs, meaning less need for rework or corrections.
  4. Scalability 
    The system can easily cope with increasing order volumes without the need for additional staff.
  5. Improved customer satisfaction 
    Faster and more accurate order processing leads to shorter delivery times and higher customer satisfaction.

Conclusion  

The AI-powered Automated Order Capturing capability in Microsoft Dynamics 365 F&SCM is revolutionizing the way orders and purchase orders are captured and processed. By easily and quickly integrating OCR, NLP and ML with the robust ERP capabilities of D365 F&SCM, companies can optimize their order processes, reduce costs and increase customer satisfaction.  

Would you like to find out more about this topic?

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During this meeting, we can discuss your individual requirements and give you a live demonstration of automated order entry with Dynamics 365.

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Innovative features of Microsoft Dynamics 365

In addition to Automated Order Capturing, Microsoft Dynamics 365 offers a wide range of other functions that you can use to optimize your business processes. Experience the innovative features of Microsoft Dynamics 365 - the result of many years of project work with maximum added value for the life sciences and manufacturing industries.

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