processing of order confirmations

The processing of order confirmations is a time-consuming and manually intensive task for many companies. However, timely checking and processing of order confirmations can significantly optimise numerous subsequent processes. Learn how the intelligent automation of this task in SAP environments can contribute to a more efficient business process.

The challenges of manual processing of order confirmations

Manual processing of order confirmations brings with it a number of challenges that companies face:

  • Proneness to errors and loss of time: Manually transferring and checking delivery dates and quantities in order confirmation is prone to errors and requires a lot of time.
  • Lack of timeliness: Delays in data entry mean that scheduling cannot work with up-to-date data.
  • Lack of overview: Companies have difficulties keeping track of outstanding, received and recorded order confirmation.
  • Incomplete checking: Due to lack of time, not all aspects of the order confirmation (quantity, price, deadline) are always sufficiently checked.
  • Challenging archiving: Order confirmations often have to be archived in a time-consuming way without a direct link to order documents.

The solution: Intelligent automation in SAP

Digital solutions can help companies accelerate and automate their processes. Our SAP-based solutions help to optimise the procure-to-pay (P2P) process and significantly increase efficiency.

Multiple input channels: Order confirmations reach companies today in a variety of ways, be it as paper, email attachments or (EDI) data streams. Our solution offers suitable tools to capture order confirmation data from different channels and prepare it for further processing.

Intelligent document recognition: Document recognition plays a central role in fast and efficient processing. Our intelligent document recognition combines different strategies such as master data comparison, keywords and learning modules to ensure high recognition quality.

Automated data extraction: Relevant information such as orderer, supplier, order confirmation date, delivery date, total value, currency and item data are automatically extracted from order confirmation documents and compared with SAP master data.

Simple deviation detection: After document recognition, the data in the order confirmation cockpit is compared with the order data. Deviations in price, quantity and date are displayed via traffic light functions, enabling efficient processing.

Efficient order confirmation processing: Employees have immediate access to all information relevant to the verification in the verification workstation. Data can be corrected or supplemented before it is automatically transferred to SAP.

Audit-compliant archiving: All processed order confirmations, comments and e-mails are securely stored in the SAP archive system.

Conclusion: Optimised order confirmation processing for efficient processes

Intelligent processing of order confirmations in SAP offers companies the opportunity to improve their P2P process, increase accuracy and save time. Thanks to automated data extraction, intelligent matching and clear variance detection, companies can ensure smooth operations in the procurement process. Working with digital solutions like ours enables companies to reap the benefits of automation and successfully overcome the challenges of order confirmation processing.

order confirmations

In today’s business world, where efficiency and accuracy are crucial, order confirmations play an indispensable role. These documents not only act as the legal basis for business transactions, but also serve as a means of communication between suppliers and customers. In this blog post, we will go into more detail about the importance of order confirmations and how automating them can contribute to a smoother business process.

What are order confirmations?

An order confirmation is a written acknowledgement from a supplier of receipt and acceptance of a customer order. It contains details such as the products or services ordered, quantities, prices, delivery dates and other relevant information. Order confirmations are used to avoid misunderstandings between the parties and to ensure that both sides have the same expectations for the business transaction.

The importance of automating order confirmations

Manually managing order confirmations can be time-consuming, error-prone and inefficient. Here are some reasons why automating this process makes sense:

  • Time saving: Manually creating and reviewing order confirmations can take a lot of time. By automating this process, companies can save time and focus on more important tasks.
  • Accuracy: Automated systems significantly reduce the risk of human error. This ensures that the information in order confirmations is correct and consistent.
  • Meeting deadlines: Automated systems can set reminders for important dates such as delivery dates and ensure that orders are confirmed on time.
  • Avoiding conflicts: Clear and unambiguous order confirmations can prevent misunderstandings between suppliers and customers, minimising potential conflicts.
  • Better communication: Automated systems enable seamless communication between the parties involved. Customers can check the status of their orders and suppliers can provide updates on processing status.

Steps to automate order confirmations

Automating order confirmations requires careful planning and implementation. Here are some steps that companies should consider:

  • Analysis: Assess the current order confirmation process and identify bottlenecks or inefficient steps.
  • Software selection: Select a suitable software solution to automate order confirmations. The solution should integrate seamlessly with existing systems.
  • Configuration: Customisation of the software to the company’s specific requirements, including the definition of workflows and notifications.
  • Training: Training staff on the new automated platform to ensure it can be used effectively.
  • Monitoring and adjustment: Regularly reviewing the automated processes and adjusting them as needed to ensure they are working optimally.


Order confirmation automation offers significant benefits to businesses by saving time, ensuring accuracy and improving communication with suppliers and customers. Companies that rely on automation can achieve smoother business operations and focus on strategic growth initiatives.