Role
Automate order entry.
Order entry starts in the mailbox, before it reaches the ERP: a purchase order as a PDF, a spreadsheet, an email with lines in the body. Someone reads it, finds the customer, checks the item and types the order. An AI coworker takes that reading and preparation. It enters the agreed fields in Abacus, Opacc, Bexio or SAP Business One. Anything that is not clear stays visible and waits for a person.
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What the AI coworker takes on in this role.
Read the mailbox
It reads the agreed mailbox and the attachments you allow for order entry. Line, quantity, unit, requested date and order reference come from email, PDF and spreadsheet. A scan it cannot read stays open with the file. It does not add a line that is not on the document.
Match customer and item
The reference decides which customer and which item are meant. An uncertain match is not posted quietly onto an existing order. It stays open, with the original beside it. The coworker creates master data only when you explicitly want that. Otherwise it shows which customer or which item was not found.
Check required fields
Required fields are checked against the rule you set for an order. A missing commission, delivery address or unit holds the case. The order is not treated as complete with an empty required field. Your team sees which field is missing and which document the rest came from.
Flag duplicates
The same order can come back as a reply, a second attachment or a forward. The coworker compares reference, sender and lines and marks the possible duplicate. It does not create a second order while that question is open. A person decides whether it is the same order.
Prepare the order
Checked details become an order prepared in your ERP, the way a clerk enters it today. Source and open points stay on the case. The ERP remains the system of record. There is no second order list beside Abacus, Opacc, Bexio or SAP Business One.
Hand it to a person
When the case is complete and unambiguous, the order is ready for the next agreed approval. When something is open, it goes to the responsible person with the document and the missing fields. That person decides. The coworker does not guess, and it does not confirm the order to the customer.
Inside the ERP you already run
Order entry means bringing the document to the screen where your team types the order today. In Abacus, Opacc, Bexio and SAP Business One those are the fields you name: customer, line, quantity, date, reference. Access is settled as an existing interface, a file or a tightly bounded pass through the screens. Permissions, login and two-factor authentication, where it exists, are checked one by one. There is no promise for every screen. If the entry work sits in Microsoft Dynamics or WinOffice, access is settled the same way. If orders already arrive as clean data, we say so before a process is built for them.
Data handling
The agreed mailbox, order PDFs, spreadsheets and the order fields in the ERP are in scope. The Robotjoy runtime is isolated for each company and operated in Switzerland. For order entry we record which data moves where. Your data stays exportable. External services are named in that data flow.
Clear boundaries
Price, availability and a binding reply to the customer follow your approval rules. The coworker may prepare an order. It may not send that order as a commitment unless you release that step. Unclear quantities, missing items and conflicting references stay put until a clerk decides.
Questions from the work
Short answers.
Can it enter orders from email and PDF?
Yes, in the agreed mailbox. It reads line, quantity, unit, date and reference and prepares the order in the ERP. It does not add a line that is not on the document.
What happens with an unclear reference?
The case stays open, with the original beside it. An uncertain match is not posted quietly onto an existing order. A clerk decides.
What if the same order arrives a second time?
It compares reference, sender and lines and marks the possible duplicate. It does not create a second order while that question is open.
Do we have to replace the ERP for order entry?
No. Abacus, Opacc, Bexio or SAP Business One stays the system of record. The coworker writes into the fields your team types today. Access is settled against permissions and allowed steps.
Does it confirm the order to the customer?
No, unless you release that. It prepares the order. Price, availability and the binding reply stay with your team.