Difinity Digital accelerated PO-to-Sales Order creation with intelligent document processing and RPA-driven automation.
The client spent considerable manual effort collecting, validating, and entering PO data into SAP. With missing details, inconsistent PO formats, and the need to continuously referring to historical orders, client faced frequent delays, errors, and repeated rework. Identifying customer codes and handling 100+ PO templates only made the process slower. Altogether, this manual workflow consumed 125 minutes per day, over 760 hours a year.
“We were managing POs from hundreds of customers, all with different structures and expectations. Manual entry into SAP was not scalable and often introduced errors. Difinity Digital transformed this workflow with an intelligent automation solution that understands our PO formats, extracts data accurately, and creates Sales Orders automatically. It has drastically reduced our processing time and improved reliability.”
The client recognized a strong need to bring consistency and intelligence into their PO workflow. Standardizing the process, reducing manual validation, improving accuracy, and accelerating turnaround times were top priorities. They wanted a system that could read more than 109 PO formats, identify customers directly from emails, determine purchase types, reference historical SAP data, and handle both contract and non-contract orders with ease. This opened the door for a fully automated, intelligent solution built to eliminate repetitive effort and support smarter decision-making.
The team faced a mix of operational and data hurdles that slowed every step of PO processing. With unstructured and inconsistent PO formats, operators had to rely heavily on SAP history to fill missing details. Multi-step validation rules, incomplete inputs, and language variations made accuracy difficult to maintain. These issues often stalled decisions and increased the risk of incorrect SAP entries, demanding a high level of precision that was difficult to achieve manually.
Difinity Digital implemented an intelligent automation ecosystem designed to function like a skilled SAP operator. The solution combines OCR and LLM technology to extract data from over 100 PO formats, rule-based logic to validate details and guide decisions, and RPA bots to interact directly with SAP. It automatically identifies customer codes and purchase types, fills in missing information using historical data, and executes both contract and non-contract workflows seamlessly. By mimicking human reasoning, but with higher consistency and speed, the automation delivers flawless Sales Order creation at scale.
“Our goal was to design an automation solution that fits naturally into the client’s SAP-driven workflow. By combining OCR intelligence with robust RPA logic, we ensured the bot thinks like a human operator, reading POs, pulling past entries, making decisions, and completing SAP entries without errors. This project shows how intelligent automation can transform core business operations.”
Manu George Michael, Director, Difinity Digital
–from Execution Team