How ABBYY AI Software Slashes Order Entry Time into NetSuite from 45 to 5 Minutes

For many NetSuite users, manually entering a customer purchase order into NetSuite is a time consuming and error prone task. Additionally, if your sales team is focused on manually entering the orders, this takes away from time they could be selling and managing relationships with customers.

 

Fortunately, ABBYY provided intelligent document processing (IDP) software that uses artificial intelligence (AI) to automatically extract information from customer purchase orders (POs) and feed it into platforms such as NetSuite. Formtran, an ABBYY partner that provides technical support and professional services for Vantage, FlexiCapture and FineReader Server, helps customers find success with document automation across industries and countries, with results that make an impact.

As an example, Gemlux is a NetSuite customer that manufactures high quality stainless steel marine hardware for the boating industry. Before the ABBYY IDP software was in place, Gemlux’s salespeople were spending up to 45 minutes to enter customer purchase orders that could run up to 10 pages long with hundreds of line items. After the ABBYY IDP solution was implemented, the time to process an order went down to five minutes.

How is this magic possible? To save 40 minutes of data entry time, Gemlux automated multiple pieces of the process. Let’s look at a few of the steps that now use ABBYY’s purpose-built AI software for processing without the need for human intervention:

1. Monitor incoming email boxes to find purchase orders and start processing
2. Cleanup incoming images
3. Find and extract fields and tables without human intervention
4. Format dates, part numbers, amounts, etc. to match NetSuite’s formatting requirements
5. Double check math in the tables for each line item and the total of all line items
6. Validate customer information, part numbers, etc. prior to sending to NetSuite

When reliant on manual entry, these steps are difficult and time-consuming to set up and maintain. Fortunately, ABBYY provides a pre-trained order processing solution. This solution can process orders right away but allows for easy changes if custom fields or rules are required. ABBYY resolves the complexity of configuration with a “no code” approach, which means that anyone who can use a spreadsheet can use ABBYY Vantage software. Just like a spreadsheet, you can point and click to add quantity times price to get the total in a line item.

ABBYY incorporates multiple AI tools into the pre-built order processing solution. One of the most important is machine learning (ML). This means that the software learns as more orders are processed. For example, if the AI Document model cannot find the purchase order number for a particular customer, a human operator can point and click to show where the field is. ABBYY’s Document AI model will learn from this, and remember for the next time an order is received from that customer.

When it comes to order entries, speed and accuracy are critical to any company. For Gemlux, the complexity of purchase orders makes automation imperative. Fortunately, ABBYY’s purpose-built AI solution for IDP makes it possible to automate order processing and get usable data into NetSuite.

 

Intelligent Automation Month

September 2024 is the second annual Intelligent Automation Month, featuring expert-led sessions exploring timely topics like responsibly navigating AI regulation, guiding automation initiatives with data-driven insights, and embracing the incoming wave of e-invoicing.

You can register and find more information for Intelligent Automation Month sessions here: https://www.abbyy.com/intelligent-automation-month/

About Formtran

Formtran provides software sales, technical support and professional services for all ABBYY products, including Vantage, FlexiCapture and FineReader Server. Formtran works with customers in multiple industries and countries.

Formtran and ABBYY have been working together since 2003 to automate document processing. You know your business, we help with the technology. Together we can save time, cut costs, and ensure accuracy. Explore more on the ABBYY Marketplace: https://www.abbyy.com/marketplace/contributors/var/formtran/

 

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