iDocuments Sales Order Automation User Guide

First published on: 09/08/2025/9:19 am

Overview

Introduction

iDocuments Sales gives you an easy-to-use cloud-based solution for automating sales order processes. You'll have an individual account you must log into with a username and password.

Logging in

iDocuments is accessible via a standard internet browser. 

For the V6 Beta, this would be using the following URLs (adding the '2' to the current production URL):

• https://production2.idocuments.io or https://productionuk2.idocuments.io

Enter your email as the username and the password credentials provided, then click Sign in.

If MFA is enabled, then the authentication code would also be required.

Home Screen

Menu

There's an expandable menu on the left to change company and/or navigate through pages: 

• Company — Top right dropdown list for choosing companies 
• Recent — Recent pages the user has visited in the system 
• Favourites — User-defined favourite pages in the system 
• License information — License summary and other configuration options
  • Available only to system administrators

Dashboard

Each user has a customised, company-dependent dashboard with these fields: 

• Advanced search — A powerful search to find documents from unique identifiers
• Task summary — Graphical summary of all outstanding tasks plus integration failures
• Split of tasks by document type — All outstanding tasks awaiting action with clickable links to select as shortcuts
• Key performance indicator — KPI summaries
• System alerts — User-specific or general system alerts will appear in the top right.
• Open transactions — Defaults to current user transactions
  • Multiple document types in one list
  • User-definable selections and filters

iDocuments Sales Order Automation

Process overview

The Sales Order Automation process consists of these steps:

Step 1: Capture 

• The customer emails the order as a PDF attachment to the nominated mailbox
• All documents must be in PDF format, with one order per PDF
• There may be multiple PDFs per email
• Non-PDF documents won't be captured
• Text within the email body won't be extracted
• The document may be landscape or portrait

Step 2: The order is reviewed using the Sales Order form and submitted for posting.

Note: Depending on your company’s iDocuments configuration, approval may be required, or the workflow can be configured for ‘No Approval’.

Sales order automation functions

You can implement these functions as detailed in the table below. Access to these forms is controlled by the user’s role, which is controlled by iDocuments configuration System Admin > Page Rights.

Edit sales orders

Draft sales orders in iDocuments are captured and created automatically from incoming PDF purchase order scans.

A customer is identified in the capture process by one of these methods:

• BP code
• BP name
• VAT number
• Company registered number
• Tel 1
• Tel 2
• Fax
• Email
• A free text unique field
• Business partner contacts (There may be more than one contact per customer)

All active customers will be available for selection within iDocuments.  For an individual customer, you can train the document to look for a specific identifier.

Sales Order Processing

Processing sales orders

Sales order processors will see all new scans on their 'Pending Task' list.

Sales order scans with an 'OCR Scan' status are listed for selection.

Selecting a scan will open the Edit Sales Order form. The scanned order is shown alongside the order's auto-populated data. Before submission, you can manually enter by exception any fields that haven't been captured.

Sales order header

• Customer — The customer populated from the order will synchronise with the customer list. The rules for the customer will auto-populate the header fields, such as tax rate, currency rate, and terms.
• Delivery date — When a delivery date can't be extracted from the scanned image, the delivery date will automatically be set to 2 calendar days from the document date.

Sales order lines

The iDocuments Capture Application will extract data from the sales order header and lines and insert it into the edit sales order form fields.

• Lines — The system will automatically create an auto-populated line for each line in the sales order with item details, value, quantity, and any analysis set up for the Group/customer selected. Tax and totals are automatically calculated on the line.
• An item will be identified by the item number from the scanned image, business partner code lookup, item description, or history.

Sales order list view

The list view presents summary details of each sales order in list form with a Smart Search and list filter options.

Choose a sales order to drill down to header and line details. You'll see these tabs for each order:

• Document — Line details of the sales order
• Comments — Displays notes relating to the approval process, such as rejection reasons
• Attachments – Any associated documents additional to the main sales order PDF
• Workflow – Details of the approvers required based on the group workflow
• Related documents – should there be any sales documents e.g. quotations that are assigned to this order
• History — Audit of the approval/rejection steps with date and time stamp; creator

ERP Integration

After approval, any documents that fail to post will appear as a failed document on users' dashboards, pending tasks.

Failed transactions will also be highlighted in red within the sales order listing pages ('View All Sales Orders') with any message shown in the edit screen.

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