Automating ERP Order Data Entry for an International Glass Manufacturer

An international glass manufacturer processed thousands of production orders each day using data from an FTP server and email inbox. SoftwareHut developed an unattended Python robot that verified the information and entered it into the enterprise resource planning (ERP) system, saving work equivalent to approximately two full-time employees annually.

The client was an international glass manufacturer processing thousands of customer orders each day.

Production details were uploaded to an FTP server, while the remaining order documentation was delivered by email. Both sources had to be combined before each order could be entered into the ERP system.

Employees manually downloaded data from the FTP server and email inbox, matched the relevant files, checked them for inconsistencies and entered the verified information into the ERP system.

Each order also had to be allocated according to a complex set of rules based on its parameters. Errors could delay production, cause financial losses and affect customer relationships.

The project focused on automating data collection, verification, order allocation and ERP data entry.

SoftwareHut developed an unattended robot using open-source Python scripts. The robot continuously monitored the FTP server and email inbox.

For each order, it:

1. collected production data and email documentation,
2. matched the related files,
3. checked the information for errors and inconsistencies,
4. applied a predefined decision tree,
5. entered the verified order data into the ERP system.

The decision tree reproduced the rules previously used by employees to allocate production orders.

The robot automated the processing and entry of production order data into the ERP system.

The automation saved work equivalent to approximately two full-time employees per year and reduced delays caused by manual processing and data-entry errors.