Retarus EDI Cloud Services: Digitize order forms and automate processing

Man­u­al­ly enter­ing orders in an ERP sys­tem is exceed­ing­ly time con­sum­ing and prone to errors. With Retarus Cloud EDI Ser­vices, you can auto­mate many of the­se order process­es. Even forms that have been filled out by hand present no prob­lem — regard­less of whether they are received as a fax or email attach­ment.

The challenge

Whole­saler deliv­ery process­es are most­ly dig­i­tized nowa­days — from online order forms to ware­house plan­ning and logis­tics, right through to billing by means of an ERP sys­tem. Com­mu­ni­ca­tion with sup­pli­ers and man­u­fac­tur­ers is also usu­al­ly com­plete­ly auto­mat­ed using elec­tron­ic data inter­change (EDI). Although dig­i­ti­za­tion has advanced great­ly on the whole­saler side, this is not nec­es­sar­i­ly the case for their cus­tomers. Par­tic­u­lar­ly in the order­ing process, there is inevitably some unwant­ed media and inte­gra­tion dis­rup­tion. Many retail­ers sim­ply do not have the tech­ni­cal capa­bil­i­ty and finan­cial means to trans­mit data in a struc­tured way. As a result, they use tem­plate-based paper order forms or unstruc­tured elec­tron­ic forms. Whole­salers receive the­se via fax, email or by post.

The background

Enter­ing orders man­u­al­ly in an ERP sys­tem is always time-con­sum­ing for employ­ees. Fur­ther­more, this process is extreme­ly prone to errors and auto­mat­ed con­tent checks are sel­dom car­ried out. This is not mere­ly both­er­some for cus­tomers — a bad expe­ri­ence can neg­a­tive­ly impact their rela­tion­ship with sup­pli­ers over the long term. The result­ing queries and cor­rec­tions com­pli­cate the order process even more, result­ing in cus­tomer ser­vice that is extreme­ly cost­ly.

The solution

Retarus EDI Cloud Ser­vices can facil­i­tate the automa­tion of man­u­al order process­es to a sig­nif­i­cant extent. Even forms that are filled out by hand pose no bar­ri­er — regard­less of whether they are sent by fax or scanned and attached to an email. Retarus Ser­vices can inte­grate the­se orders effi­cient­ly and with trans­ac­tion secu­ri­ty in a company’s dig­i­tal infra­struc­ture.

Customer benefits

  • Dig­i­ti­za­tion of all order process­es
  • Sup­ports inte­gra­tion into the customer’s exist­ing infra­struc­ture
  • Seam­less inte­gra­tion of all com­mu­ni­ca­tion chan­nels
  • Con­nec­tion using stan­dard inter­faces
  • Man­u­al pro­cess­ing is kept to a min­i­mum

Did you know?

The Retarus Enter­prise Admin­is­tra­tion Ser­vices Por­tal (EAS) pro­vides you with all the infor­ma­tion you need about the sta­tus, qual­i­ty, and scope of incom­ing doc­u­ments, help­ing you keep an eye on every sin­gle doc­u­ment.

Use case

For com­pa­nies to receive orders by fax, Retarus can either assign a new fax num­ber or use an exist­ing con­nec­tion and for­ward to the cloud infra­struc­ture. Once the Retarus data cen­ter receives the order, a pow­er­ful auto­mat­ic text recog­ni­tion read­er (OCR engine) reads the form, cap­tur­ing not only the plain text, but also the lay­out of the form and oth­er ele­ments of the doc­u­ment. Thanks to the wholesaler’s cat­a­log data and mas­ter data, which is stored in the sys­tem and con­tin­u­ous­ly syn­chro­nized through EDI, order infor­ma­tion can be checked for con­tent and assigned. Retarus then for­wards all of the val­i­dat­ed data in the required for­mat togeth­er with the orig­i­nal doc­u­ment to the ERP sys­tem. Retarus Cloud Ser­vices sup­port all com­mon inter­faces and file for­mats. Even native PDF doc­u­ments or orders that are scanned and trans­mit­ted as email attach­ments are processed by the Retarus Ser­vices.

If cer­tain details on an order can­not be read by the OCR because the hand­writ­ing is illeg­i­ble, the cor­re­spond­ing EDI doc­u­ments are flagged as blocked, which instant­ly makes it vis­i­ble in the ERP sys­tem that man­u­al pro­cess­ing is nec­es­sary. At the same time, the respon­si­ble cus­tomer ser­vice employ­ee is for­ward­ed the orig­i­nal order form in which all unread­able text and areas requir­ing ver­i­fi­ca­tion are clear­ly marked. This makes man­u­al post-pro­cess­ing much more effi­cient for cus­tomer ser­vice agents, as only erro­neous infor­ma­tion needs to be rechecked. With the help of Retarus EDI Cloud Ser­vices, this type of dig­i­ti­za­tion allows com­pa­nies to accel­er­ate the entire order process, improve reli­a­bil­i­ty and sub­stan­tial­ly low­er costs by reduc­ing staff effort.

Down­load use case as pdf

Other scenarios

Integrating barcodes

With Retarus Cloud Fax Ser­vices, whole­salers can also add recip­i­entspeci­fic bar­codes to their order forms. Com­bined with an OCR engine, this serves as an addi­tion­al way to ful­ly auto­mate the assign­ment of doc­u­ments.

Long-term archiving

Legal and indus­try-speci­fic reg­u­la­tions require com­pa­nies to archive their cor­re­spon­dence for many years. Retarus Cloud Fax Ser­vices make it pos­si­ble to archive all incom­ing orig­i­nal doc­u­ments as PDF files over the long term.

Faxing in All IP environments

Retarus Cloud Fax Ser­vices enable you to send and receive fax­es reli­ably, even in the dig­i­tal All IP era. Com­pa­nies can con­tin­ue to reli­ably send fax­es with their exist­ing mail clients and busi­ness appli­ca­tions, with­out the need for addi­tion­al soft­ware or hard­ware.

We are here for you!

Do you have ques­tions about Retarus, our prod­ucts and ser­vices, or wish to receive fur­ther infor­ma­tion? Your per­son­al sales rep­re­sen­ta­tive will assist you with any inquiries. Please con­tact us!


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