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Protecting the Data of Your Most Valuable Resource

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Automated Sales Order Processing Solutions

Data Capture Solutions can help you handle your sales order processing quickly and accurately through a single managed stream regardless of whether they arrive by web, fax, post, mobile phone or email.

DCS's automation solutions are closely integrated with your CRM and sales processing systems. Manageable workflows are created so the whole system can be monitored live through real-time tracking dashboards. Your whole automated sales order process will be visible to you!

See below for the features and applications in a DCS automated sales order processing solution...


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Benefits of DCS Sales Order Processing Solutions and Automation


Speeds Up Revenue Cycle


Collects Disparate Processes


Retains Customers


Lowers the Cost of Processing

How does a DCS automated sales order processing solution work? Order data (such as part numbers) are extracted and validated from all purchase orders in all incoming channels. These are then processed according to your business rules.

Business-defining benefits:

  •  Automation of many procedures lowers the cost of order processing.

  • As most of the manual processes are taken care of by automated work-flows, processing times decrease, speeding up your revenue cycle.

  • Shorter and more responsive time-scales improves customer satisfaction, providing more potential for repeat business.

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Practical Applications

Multi-Channel Sales Order Capture

Traditionally most orders have been placed by post, fax or in person, but buying patterns have changed with the emergence of digital media channels. Manually consolidating order information from various channels can be time-consuming and costly. 

DCS’s sales order solutions centralise the collection of orders from multiple channels and at the same time provides distributed access to order information. This enables your staff to turn around customer orders faster, improve customer relations and generate cross selling opportunities. You will also have a centralised view to monitor performance of different business units.

Error-free and Auditable Sales Order Processing

Order data is automatically extracted, validated and then processed according to your internal rules. Clean data is seamlessly integrated with your enterprise resource planning (ERP), CRM and sales processing systems.

Digital order documents can be shared between multiple offices without any delays, loss or postage costs, reducing per order processing costs significantly.

With MS Visio functionality, you can easily create and manage workflow processes, approvals, escalations, exceptions, returns and communication processes automatically.


Internal Purchase Order Tracking and Customer Facing Portals

  • Visibility of the complete sales process - DCS provides dashboards to monitor complete order statuses. Orders can be tracked from the moment they arrive through to fulfilment.
  • Real time tracking of orders - Customers can check the status of their orders using a simple browser-based application, which helps reduce inbound customer query volumes. Customers can also track orders, view stock levels, handle returns and check order document information via a customer portal providing real-time data on the status of current orders.
  • Promote better customer relations and cross-selling - With a streamlined sales order process, customers receive better service, smaller customer service teams are required for customer retention. Also,additional purchases can be added to ongoing orders.

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Sales Order Processing Software, Products and Services

DCS is not just about providing one solution. No matter where you start in your business transformation journeys, we have several solution options that can enhance your sales order processing timelines. 

Intelligent Capture

Kofax Capture accelerates order entry by capturing all types of paper and electronic documents and forms:

With Paper – Captures paper order information and transforms them into accurate and actionable information for your databases and spreadsheets.

With Fax – Automates receipt and import of faxed documents and convert them to images for extraction of important data.

With Emails – Captures order information from the body of the email as well as attachments and classify orders on the basis of extracted order information.

With Web forms and other electronic formats – Captures relevant information from online order forms and shopping carts to automatically update backend systems.

Data Management

Filestore's automated sales order classification modules separate orders on the basis of:

  • Departmental coding
  • Geography / sales area
  • Order number
  • Order volume
  • Line items

You can also validate sales orders against purchase order information or other existing customer records.

Auto Workflows

Filestore BPM automates your sales order processes so that product configurations, credit applications, approvals and other stages can be automated, tracked and escalated quickly when exceptions or bottlenecks occur.
Automated communication and integration between other backend systems is easy via SQL, XML, websave services and a range of other methods. 

Quality Assurance Workflows

Mailmanager allows you to route order information directly into your CRM or ERP systems, eliminating any intermediate manual steps. By adding a digital mailroom to your sales order processing workflow, you can leverage the following processes:

  • Update order completion status or delivery status in the accounts payable system and initiate the payment collection process.

  • Route order information or create new sales orders in ERP, CRM or other back end systems.

  • Automatically identify exceptions and redirect them to specialist teams.

  Accurate information reduces errors or mistakes in the order fulfilment process, making sure the last steps don't let you down.

Systems We Integrate With

Integration-Sage-1 (1)
Integration - SAP

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Additional Resources for Sales Order Processing


Laithwaites (Direct Wines) Case Study

With help from DCS, Laithwaites modifiy their incoming mail orders process to meet fluctuating demands and reduce costs.
View the Case Study

Times are changing fast, and with these changes, business managers are realising that they can no longer afford to stay with historical filing systems as their competitors embrace the future. Research has shown that electronic document management frees time, frees office space and increases an organisation’s efficiency – when it’s implemented properly.

 >> Read the Cost Justifying Document Management White Paper

Handling invoices efficiently and accurately is key to the smooth running of the Council and providing Hackney Council residents with a safe and stable environment to live. How could the Council achieve excellence in the accounts payable department without increasing the cost of operations?

>> Read the Hackney Borough Council Case Study

The DCS automated invoice processing solution allows you to capture both paper and electronic invoices. Capturing invoices as they arrive in your business can help you achieve complete end-to-end automation. Take a look at our full brochure for details.

>> Read the DCS Automated Invoice Processing Brochure

Cheques Processing Brochure

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