Automating order processing in Exact Globe

Order processing in Exact Globe today

At many companies running on Exact Globe, the order flow still comes in largely by hand. A customer sends a purchase order as a PDF attachment, or lists the requested items loosely in the body of an email. Someone in the back office opens the mail, reads the order, looks up the right customer account and types in a sales order line by line in Exact Globe.

It works, but it costs time and it scales poorly. On a busy Monday morning the orders pile up while your team looks up item codes, checks prices and re-types data. Every manual hand-off is also a place where an error can slip in: a wrong quantity, an outdated price, an item that is no longer available.

The result is familiar. The lead time from order to confirmation grows, the back office is stuck with repetitive data entry, and the people who know the work never get to the orders that truly need attention. Automating order processing in Exact Globe therefore does not start with a new system. It starts with taking the re-typing away.

What an AI coworker takes over

An AI coworker picks up the order flow at the point where it arrives today: the inbox. It reads the incoming customer order, whether it sits in a PDF, an Excel attachment or simply in the body of the email, and pulls out the relevant data. It then checks that data and books the sales order straight into Exact Globe.

In concrete terms, the AI coworker takes over these steps:

• Reading the customer order from email, PDF or attachment, whatever layout the customer uses
• Recognising the right customer account in Exact Globe and linking it
• Translating item descriptions and customer item numbers into your own item codes
• Capturing quantities, units and the requested delivery date
• Creating and booking the sales order line by line in Exact Globe
• Flagging anything uncertain and routing it to a person

The upshot is that automating sales orders in Exact no longer means someone types all day. The standard orders, usually the bulk of them, flow through on their own. Your team keeps time for the customer and for the orders that genuinely call for a decision.

How the Exact Globe connection works

The connection with Exact Globe is native. The AI coworker books the sales order the same way a user would, through the regular route Exact provides for it. There is no separate intermediate layer or shadow administration where orders land somewhere else first and only then get pushed into Exact.

That brings a practical benefit finance and IT appreciate: the audit trail stays intact. A booked order shows up in Exact Globe as if a colleague entered it, with the same checks, the same numbering and the same log entries. You do not have to learn to manage a new system, and your reporting keeps adding up.

So for order entry in Exact Globe, it makes no difference whether a person or the AI coworker booked the order. The data sits in the same place, in the same format, ready for logistics and invoicing.

Price and terms validation

Booking an order well is more than re-typing quantities. The price has to be right, the agreed terms have to be applied, and the order has to fall within the arrangements made with that customer. The AI coworker checks this against the data already held in Exact Globe.

Among other things, it looks at:

• The applicable price agreement or volume scale for that specific customer
• Discounts and terms tied to the customer or item group
• Minimum order quantities and packaging units
• Whether the ordered item is still active and available

If the price on the customer's purchase order differs from what Exact Globe holds, the AI coworker does not quietly book the order at the wrong amount. It signals the difference and puts it forward. That is how you automate the customer order in Exact Globe without handing over control.

Exceptions and oversight by your team

Not every order is standard. An unknown customer, an item that cannot be matched, a price that does not add up or an unclear delivery request: these are exactly the cases a person should look at. The AI coworker is built for that. Whatever it cannot establish with certainty, it does not book, but stages for your team.

The employee then sees at a glance what the AI coworker read, what it proposes and where the doubt lies. With a few clicks the order is still booked correctly or corrected. The human stays in the loop at the moments that matter, not on every line.

The nice part is that this reinforces itself. The more often your team confirms a certain type of exception, the better the AI coworker learns which cases are safe to handle on its own from then on. The line between automatic and manual slowly shifts the right way, without giving up any control.

In practice: an AI coworker at a technical wholesaler

Take a technical wholesaler running on Exact Globe. The back office received dozens of orders a day by email, often as PDFs carrying the customer's own item numbers. Each order had to be looked up by hand, translated into the company's own codes and keyed in. At peak times processing fell behind and the phone kept ringing.

Since the AI coworker took over the order flow, standard orders are read, checked and booked into Exact Globe automatically. Average processing time runs at around 27 seconds per order. The back office now deals with the exceptions and with the customer, not with re-typing.

The effect is not only in the time saved. Because every order runs through the same checks, there are fewer corrections after the fact and the order confirmation goes out faster. The wholesaler can handle a higher order volume without expanding the back office.

Getting started

Automating order processing in Exact Globe does not have to be a large-scale project. It starts by looking at your own order flow: how many orders come in, in which forms, and what share of them is actually standard. Often the bulk turns out to be a good fit for an AI coworker, while your team keeps its attention on the rest.

Want to know what this would yield for your order process in Exact Globe? Plan a Quick Scan. We look at your current flow together and show how quickly an AI coworker can join in, so you can plan your go-live with confidence.