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Customer Success Story: QNIE Automates Purchase Order Capture and SAP Posting with SAP BTP Process Automation
Overview
DigiMed Technologies built a fully automated capture-to-posting process on SAP Business Technology Platform using SAP Build Process Automation. The solution removes manual entry from the routine path and keeps a person involved only where the extraction is uncertain or something has failed.
The Challenge:
The Solution:
Benefits Achieved:
Conclusion:
QNIE now runs purchase order processing as a fully automated flow on SAP BTP — captured from email, extracted across multiple templates, matched to the vendor, posted to SAP and filed to SharePoint, with people involved only where confidence is low or something has gone wrong. The result is faster order turnaround, fewer errors and a process that grows with volume rather than with headcount.
DigiMed Technologies built a fully automated capture-to-posting process on SAP Business Technology Platform using SAP Build Process Automation. The solution removes manual entry from the routine path and keeps a person involved only where the extraction is uncertain or something has failed.
The Challenge:
- Manual purchase order entry: Every inbound PO was transcribed into SAP by hand, consuming staff time on work that produced no decisions and could not scale with volume.
- Many document layouts, no common structure: Purchase orders arrived in several distinct templates, in both portrait and landscape orientation, as PDFs and as images — and a single email could carry multiple POs that each needed handling separately.
- Detail-heavy documents: Each PO carried both header data and a full set of line items — descriptions, quantities, prices, units of measure, delivery dates and barcodes — so the transcription burden and the opportunity for error grew with every line.
- Errors surfacing downstream: Keying mistakes were not caught at entry; they appeared later as posting failures, delivery discrepancies and reconciliation work.
The Solution:
- Email-triggered capture: A bot built on SAP Build Process Automation connects to the Microsoft Exchange mailbox and polls a predefined folder at set intervals, picking up each purchase order as it arrives and processing every attachment on an email individually.
- Multi-template extraction: The solution reads multiple predefined PO templates in PDF and image format and in either orientation, extracting header detail — PO number, vendor, expected delivery date, address, payment terms, branch code and total value — together with complete line-item detail covering description, quantity, unit price, net value, unit of measure, delivery date and barcode number.
- Vendor identification: The vendor reference on each document is matched against the SAP master so that orders post against the correct party without manual lookup.
- Confidence-based exception handling: Extractions meeting the confidence threshold post automatically. Anything below it is flagged and alerted to a named recipient for review, so the automation escalates rather than guesses.
- Automated posting to SAP: Validated header and line data is posted into SAP through a common integration API, completing the path from inbound email to posted purchase order without manual intervention.
- Automated filing to SharePoint: Processed source documents are archived to a SharePoint repository, giving business and audit users one searchable location that ties back to the posted SAP record.
- End-to-end error handling: Emails with no attachment, documents that cannot be read, extraction failures and API errors each raise an alert to a predefined address, and every document is moved to a processed or error folder so the state of the queue is always unambiguous.
Benefits Achieved:
- Above 99% extraction accuracy: Automated capture exceeds 99% accuracy on production documents, with lower-confidence cases routed to a person rather than posted blind.
- Manual keying removed: Staff no longer transcribe purchase orders into SAP; the routine path runs unattended from inbound email to posted order.
- Faster, more predictable processing: POs are collected and processed on a schedule rather than when someone reaches them, so turnaround no longer depends on workload peaks or who is at their desk.
- Fewer downstream corrections: Removing transcription eliminates a standing source of posting errors, delivery discrepancies and the reconciliation effort that follows them.
- Audit-ready filing: Every source PO is archived automatically in SharePoint and can be retrieved against the SAP order it created.
- Scales without headcount: Additional order volume is absorbed by the automation rather than by adding people.
Conclusion:
QNIE now runs purchase order processing as a fully automated flow on SAP BTP — captured from email, extracted across multiple templates, matched to the vendor, posted to SAP and filed to SharePoint, with people involved only where confidence is low or something has gone wrong. The result is faster order turnaround, fewer errors and a process that grows with volume rather than with headcount.
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+971 4570 8895
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Sales@dmtech.me
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