01
Inbox to ERP, line by line
Customer details, PO references and quantities get typed again while someone switches between the document and the order screen.
Order entry automation / MZ-002
Stop retyping orders into your systems.
Turn orders arriving through email, PDFs and documents into structured, validated data before they reach your ERP or order-management workflow.
MZ-002 / Example workflow
Order preparation
Purchase order
Customer email + PDF attachment
ManualZero
Managed order-data preparation
Extract
Customer · PO reference · items · quantities
Validate
Required fields · SKU mapping · units · addresses
Exception / approval review
Resolve mismatches and approve as required
Existing ERP
Reviewed order data via an agreed handoff
Example flow. Creating or releasing a live order requires an explicitly agreed approval process.
Purchase order → reviewed order data
Managed by ManualZero
The manual problem
Every order becomes another entry task.
The customer has already written the order. Your team opens the PDF, checks each line and enters the same information into the ERP.
02
Customer codes need checking
A buyer's product code may differ from your internal SKU. Units, pack sizes and delivery details need attention before the order is usable.
03
Repetition creates corrections
A missed line, transposed reference or wrong ship-to address turns routine entry into a second round of checking and repair.
What ManualZero can handle
Prepare order data before it moves.
Define the fields and checks around a recurring order format. ManualZero manages the workflow; your team sets the approval boundaries.
01
Purchase order intake
Bring together the email, PO attachment and customer reference. Keep the source document with the prepared data so a reviewer can check it.
02
Header and line-item extraction
Prepare agreed customer, delivery and item fields from suitable documents. Flag missing quantities or unclear lines instead of filling gaps with guesses.
03
Product and unit checks
Compare customer codes with an available, approved mapping. Route unknown SKUs, pack-size differences or unsupported units for review.
04
Address and reference formatting
Put shipping details and PO references into the format your destination expects. Conflicting or incomplete details remain exceptions.
05
Possible duplicate flags
Use agreed references, such as customer and PO number, to identify possible repeat submissions where the required records are accessible.
06
ERP-ready handoff
Prepare a reviewable record or import file. Writing to the ERP is scoped around available access, validation rules and your approval process.
Keep your software
Keep your ERP. Remove the retyping.
Your ERP remains the system of record for products, customers and orders. ManualZero can prepare the incoming information around it, using the data and access you approve.
Your existing stack
- Purchase orders
- Product records
- ERP
- Order management
The connection is part of the audit
The audit establishes whether the right endpoint, account permissions or import format is available. No specific ERP integration is assumed, and your team is not asked to build the connection.
Control points / human review
Keep order approval with your team.
Structured data is a preparation step. It does not mean a purchase order should automatically become a released sales order.
01
Product exceptions
Unmatched SKUs, ambiguous substitutions or unit differences can hold the affected record for someone who knows the catalog.
02
Order exceptions
Possible duplicate POs, conflicting delivery details or missing references need resolution before a handoff is approved.
03
Submission boundaries
Define who approves the prepared data and what can be written. Order release, pricing and credit decisions remain in your existing controls.
Before / with ManualZero
From repeated entry to a reviewable handoff.
Before
- Find the customer PO in the inbox
- Open the document beside the ERP
- Retype customer and delivery details
- Copy each item and quantity
- Check SKUs and correct formatting
- Review the manually entered order
With ManualZero
- Collect the PO and its source email
- Extract the agreed header and line fields
- Prepare data in the destination format
- Check available product mappings and rules
- Resolve exceptions and obtain approval
- Hand reviewed data to the existing ERP process
Illustrative workflow only. Automatic order submission is not the default.
Who this is for
For order desks working from customer POs.
For distributors and manufacturers whose customers still place B2B orders by email and document.
- Inside sales teams entering emailed purchase orders
- Distributors matching customer codes to internal SKUs
- Manufacturers preparing repeat orders from PDF documents
- Operations teams checking order data before ERP entry
A useful first scope
A repeatable document format and a defined approval process make a useful first scope. Start with one order stream before considering more complicated changes or cancellations.
Order entry automation / FAQ
Before you automate.
Does this automatically submit orders to our ERP?
Not by default. The first scope can stop at prepared data or a draft for review. Any write to the ERP, and any order creation or release, must have defined permissions, checks and approval rules.
What if our customers use different product codes?
We check whether an approved mapping between customer codes and your SKUs is available. Known mappings can support validation; unknown or ambiguous matches go to review. The workflow should not invent a product match.
Can it handle different PDF purchase order layouts?
Potentially, after sample-based assessment. We identify recurring layouts and the fields needed from each. Poor scans, irregular tables and incomplete documents may require manual handling.
Can it catch duplicate orders?
A workflow can flag possible duplicates using agreed identifiers if the necessary records are accessible. The audit defines those checks and how to distinguish a repeat submission from a legitimate revision. A flag is a review prompt, not proof of a duplicate.
What about price, stock and credit checks?
Those remain in your current order process unless separately scoped. They depend on accessible, authoritative records and your business rules. Preparing order data does not confirm price, availability or credit approval.
How do we start without a meeting?
Use the free workflow audit to describe where orders arrive, what gets retyped and where approval happens. We reply by email with a proposed map and the questions needed to assess a pilot. No call required.
Connected operational work
Related solutions.
One workflow / free audit
Map the order before the next re-entry.
Tell us how a customer PO becomes an order in your system. We'll identify the preparation steps, required checks and approval points.
Tell us
- How purchase orders arrive
- Which order fields get retyped
- Who approves data before it reaches the ERP
Get a free workflow audit
No call required. Reply by email.
Get a proposed automation map with the systems, checks and review points. If it looks like a fit, the next step is a fixed-scope pilot proposal.