Frequently Asked Questions about Sales Order Automation

Sales Order Automation

What are automated orders?

The term automated order system refers to a computer network that transfers instructions to an appointed order turnaround system. This order system routes traders instructions so they can be implemented. Automated orders is a hosted solution, in which no software is required which allows companies to take sales orders sent to your organization via either email or facsimile.

Automated trading systems have the space to perform with speed and accuracy. 

This is done by removing human intervention in the order-handling process. By using these systems, it can lower the amount of errors.  Automated sales orders are also used to identify issues and to be more responsive to your clients and are also able to provide another layer of security against fraud, thereby helping to control this risk too.

What is automated sales order recognition?

In the sales order recognition process, sales orders are sent to the system as PDF’s and the sales order data is recorded to create an electronic file, similar to EDI based files.

As part of the data capture process, the software learns so the level of automation can incrementally improve to ensure the files can be created automatically first time, every time.

What is sales order processing?

Sales order processing is the sequence of actions that a business follows to complete a customer purchase. The files are read electronically, then they are matched against the details of the sales quote. This then generates a transaction file for automatic importation into the finance or ERP system.

As it is done automatically, sales order processing is assisted by technology therefore ensuring that each touchpoint (billing, production, logistics) has the right information that is required to execute an order effectively.

What is automated sales order creation?

B2Be automated orders functionality creates electronic data interchange files once they have been through the process without error. The sales orders can be uploaded and managed in the same way as an EDI sales order.

By combining the EDI products with the automated orders product, your organisation will be handled through all sales orders, no matter how the client desires.

What is sales order processing within an ERP?

The information is processed through the ERP order management solution and order entry is then created. As soon as the sales order is generated, resource allocation begins to acquire raw material from the inventory stock.

The order reaches the production stage and is well-led through an ERP solution until the end of the assembly line.

This begins a chain of automated events to allow order process monitoring and control. Every department in the organization is then notified about the order so that they can cumulatively work in real-time to process the order.

What is order processing? 

Order processing is the process / workflow associated with the picking, packing and delivery of packed items ready for sending to the shipping carrier and is the key element of order fulfilment.

This order fulfilment process or the operational procedures of DC’s are determined by varying factors. Every DC has its own unique requirements and priorities and there is no  “one  size fits all” process that provides the most efficient operation. Factors that determine the process of flow at a distribution centre are: the nature of the shipped product, the nature of the orders, and the shipping costs.

Increase visibility and reporting

The automated orders product is a fully hosted product that is accessed through the B2Be’s web portal online interface. Providing up to date information for customer service teams and other functionality such as dashboard analytic tools which is used to measure throughput accuracy and other major metrics in real-time.

Benefits of Automated Orders:

  • Faster Processing: through the removal of paperwork, you can successfully accelerate order processing, by doing this those who benefit are customer service and sales reps. Therefore, meaning that sales order processing applications extract important data from paper, email and faxed orders and are automatically entered directly into your system.
  • Inventory Management: with sales order processing your system will assign stock to fulfil an order. The system can identify issues quickly and minimize returns and order cancellations. The system can also be viewed to benefit the security and standards of the supply chain and can be seen in real-time, whilst also giving insight so that you can modify and make contingency plans for any future interruptions.
  • Improved Accuracy: minimizing or eradicating the human interaction this results in higher accuracy  as the automation reduces the potential for error.  Few sales order systems using automatic processing, can extract information without manual intervention. A system only needs to log customer data once, as it can pull all information required.
  • Greater Agility: using automation for sales order processing gives sellers greater visibility into the whole sales cycle. Through this the order fulfilment cycle can be monitored and measure performance using various data points. This technology enables sellers to create personalized discounts for customers, offering a competitive advantage, through this system you can also amend or correct an order and real time visibility into orders. 

Questions? Drop us a line in via our contacts page and we’ll be sure to respond.

Eid Mubarak from B2BE

B2BE wishes all its customers and partners a happy and prosperous Eid Mubarak (which is more commonly known as Hari Raya Aidilfitri in Malaysia & Singapore).

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Picnic Partners with B2BE for Supplier Management

Picnic and B2BE

B2BE is pleased to announce a new partnership with Picnic for e-Trading Supplier management in the Netherlands.

With Picnic experiencing continued growth in its business they now partner with B2BE to manage communication with a growing list of suppliers. Picnic moves supplier relationships to an electronic trading platform that will allow for the fast transmission of Purchase Orders, accurate updates to their core systems with integrated Order Responses and flawless Accounts Payable processes with electronic Invoices.

Joris-Jan Kraak, Product owner of Purchasing systems with PicNic: “With real-time monitoring and 24/7 support, B2BE will help us immensely in having a robust and user-friendly EDI process.”

B2BE will be working with Picnic Technologies to onboard existing and new suppliers to the B2BE EDI network, where trading partners can connect in their own file formats with the B2BE EDI network doing the heavy lifting. In addition, Picnic will ensure full control and monitoring of message exchange through the online portal which provides a real-time overview of the message status with their suppliers.

Over the coming months, Picnic and B2BE will be working with suppliers to complete the onboarding process aimed at delivering greater supply chain efficiency and ultimately great service for their customers.

Jos Wellema (GM BeNeLux, B2BE): “In these challenging times, B2BE is honoured to support Picnic in their time-sensitive Order to Cash processes.”

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B2BE Covid-19 Update

B2BE

The health and safety of our clients, suppliers, and personnel is paramount to us. We are acutely aware of the ongoing and evolving situation regarding Covid-19 and we are continuously monitoring updates from the various global health departments where B2BE provides services and employs personnel.

We trust you appreciate that our organisation will be cooperating with all advice issued by the authorities in the interest of ensuring the safety of our valued clients and personnel.

We are pleased to advise that our dedicated workforce has the capability to work from home (WFH) allowing the continuation of our services to our clients and have already implemented many of our WFH policies and processes. In-fact B2BE has been able to, in general terms, keep our current services and service levels in these uncertain times based on our pre-existing planning and WFH policies.

B2BE has been in business for over 20 years and through careful financial planning, we would like to assure clients that as an organisation we are able to weather the current environmental factors and will be ready to help support and grow your businesses again when we have globally weathered the impact of the Covid-19 pandemic.

Support

You will be able to contact your B2BE support personnel via normal email methods. However, incoming support calls may need to be adjusted to facilitate WFH capabilities for each team member.

We suggest that if you need to contact B2BE support that this is done via email to ensure you receive the support you need at this time.

Project Delivery

The B2BE project and delivery teams continue to support current and future project requirements under the B2BE WFH arrangements. This may mean however there is some impact on current project delivery. However, we are committed to delivering our clients current and future project requirements where possible and are working to ensure our clients’ projects can be delivered in a timely manner under current circumstances.

Please contact your project or consulting representative or account manager to discuss any changes that may occur in the delivery of your projects due to the current evolving situation so we can work with your organisation to ensure we can maintain a close to normal service.

Sales and Account Management

B2BE sales and account management teams will also be available via email and telephone and can be contacted in the event your organisation needs to discuss any current or future requirements.

Sales and account management teams, based on current government health advice, will not be able to visit your premises as usual. However, they remain at your disposal while WFH.

We believe it is important to take reasonable steps to protect our clients and personnel as well as to prevent the unnecessary spread of the virus in our community.

As we implement further contingencies to combat this pandemic, our focus remains on the needs of our clients.

We are grateful for your understanding and ongoing support as we are committed to ensuring our services continue with as little disruption as possible.

Yours sincerely

Joe Ch’ng
CEO

How Businesses Can Use Document Digitisation to Improve Sustainability

Why should businesses aim to be more sustainable?

Did you know that more than 70% of today’s businesses would fail within three weeks if they suffered a loss of paper-based records?

We should all be aware of the huge role that paper usage has on the environment. Once paper is used and no longer needed it is sent to a landfill or incinerated by reducing the amount of paper we use as a business we help to reduce carbon emissions and waste.

A large reduction in waste would mean less pollution which would be made through fewer deliveries and less packaging which results in a more efficient procurement process. The cost of sending invoices can then be cut by upwards of 40-80%, this makes a significant saving!

At B2BE we are excited to move towards a more sustainable way of working, the content below shows how we plan to make more sustainable ventures within our industry.

Why do we automate documents?

  • Automating allows manual touchpoints that means you can deliver invoices by mail
  • The average document is printed five times. This can be reduced significantly through automation as they can be displayed, viewed and recorded digitally.
  • When documents are lost, it can cost between $350 to $700 and it can also help reduce the over-reliance of paper.
  • Reduces carbon footprint and operating costs by reducing these labour and paper-intensive functions.

Benefits of being sustainable

  • Reduction in routing and circulation costs for invoice approval.
  • Reduces errors and exceptions, whilst increasing the capture of trade discounts due to faster processing and approval.
  • Produces a diverse source of innovation and economic opportunity.
  • It establishes a robust reliable data gathering system that engages multiple levels of information technology.
  • Delivering 100% of your invoices to customers electronically.
  • Increase in compliance with audit requirements.
  • Improve relations with suppliers with highly efficient processes.

Reducing c02 emissions

  • According to NASA the latest measurement of c02 was 413 ppm, you can visit the NASA website looking at the global climate and see how significantly this has changed between 2002 -2016 alone. To control this, more sustainable options must be adopted.
  • Increased paper usage and waste contribute highly to co2 emissions.
  • Minimise the amount of waste sent to landfill, by considering the environmental performance of the supplier, as both the product and packaging materials should be minimized to prevent waste as much as possible.

Environmental saving made over the past 12 months, as of Feb. 2020

  • 90, 216, 167 documents are no longer printed – these are anything from e-catalogs to invoices, etc.  
  • 238, 172 reductions in co2/kg emissions.
  • 10, 826 trees saved throughout the last twelve months through digitising documents.

This can all be seen in real-time via our home page also showing the companies, trading relationships, and countries served.

Why we offer a sustainable solution

  • We offer a multitude of digital solutions that reduce the need for manual processing, which include procurement, e-invoicing, document distributions, and accounts payable automation. You can read further into this on our Digitisation Product Page.
  • Produces efficiency gains and saves money, producing fewer errors, and creates an overall operational improvement.
  • Through new sustainable suppliers can be connected to meaning connecting to companies that share our values.
  • In 2018 only 20% of sustainability professionals believe their companies’ efforts to integrate sustainability processes in their supply chains to be effective. We firmly believe integrating sustainability within all our products and solutions and that digitisation will be more efficient for B2Be as a company and all our suppliers and clients alike.

Learn more