Type
Sales Order Automation
Industry
Manufacturing & Industrial Operations
Tech Stack
Microsoft Power Automate, AI Builder Form Processing, Microsoft Dynamics 365 Business Central, SharePoint
About the Client
A global industrial equipment manufacturer was handling incoming purchase orders through email, with PDF attachments requiring manual review, customer verification, product checks, and sales order creation in Microsoft Dynamics 365 Business Central. The process involved more than transferring information between systems: duplicate orders, customer identity mismatches, and missing catalogue items could introduce operational errors if they were not identified before execution. SigiloTech designed a structured automation workflow to extract purchase order data, validate it against existing business records and rules, create eligible sales orders, record activity, and route exceptions to the people responsible for resolving them.
The Operational Challenge
Incoming purchase orders required people to inspect PDF documents, cross-reference customer information, verify requested products, and manually create ERP records. A dependable solution needed to detect potential duplicates, match customers using VAT numbers, identify products missing from the catalogue, handle order details dynamically, and prevent unresolved exceptions from moving silently into the sales order process.
The Automation Solution
SigiloTech designed a Power Automate cloud flow triggered by qualifying emails with PDF attachments. AI Builder Form Processing extracted purchase order information, validation steps checked existing sales orders, customer VAT numbers, and catalogue items, and approved transactions were created in Dynamics 365 Business Central. Purchase orders were logged in SharePoint, exceptions generated actionable notifications, and assigned salespeople received order details and direct ERP links after successful creation.
Our Approach
We turn complex business requirements into practical digital solutions through a structured, outcome-focused approach
Capture
Monitor a designated inbox for qualifying emails and PDF purchase order attachments. Use Power Automate to initiate the workflow and AI Builder Form Processing to extract relevant document information into structured data.
Validate
Check extracted information against business rules and existing Business Central records. Identify potential duplicate orders, match customers using VAT numbers, verify requested products against the catalogue, and handle delivery dates, salesperson assignments, and order line items dynamically. Route exceptions for review instead of proceeding with unresolved issues.
Execute
Create the sales order in Microsoft Dynamics 365 Business Central only after the required validations pass. Record the extracted purchase order in SharePoint and notify the assigned salesperson with the order details and a direct link to the ERP record.
Configure & Improve
Use environment and company variables to reduce dependence on hardcoded configuration. Establish a more maintainable foundation that can be configured for additional companies, environments, and document types as business requirements evolve.
Results
Reduced Manual Intervention. Eligible purchase orders can move through document extraction, validation, and sales order creation without requiring every step to be performed manually. Transactions that fail the required checks are routed for human attention.
Stronger Transaction Validation. Duplicate order checks, VAT-based customer matching, and catalogue verification help identify common data and business-rule exceptions before sales order creation.
Clearer Exception Handling. Notifications identify processing issues and make unresolved exceptions more visible to the people responsible for reviewing them, rather than allowing the workflow to proceed silently.
Improved Operational Traceability. Purchase orders are logged in SharePoint, while successful processing triggers salesperson notifications containing order details and direct links to Microsoft Dynamics 365 Business Central.
More Configurable Automation. Environment and company variables reduce reliance on hardcoded values and support configuration across additional companies, environments, and document types without requiring the entire workflow to be rebuilt.