Lumiya Sales Order Automation User Guide

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

Overview

Introduction

Lumiya 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

Lumiya Purchasing is accessible via a standard internet browser at the URL provided by your implementation consultant.

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

If MFA is enabled, the authentication code will 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 
• Favourites — User-defined favourite pages
• Licence information — Licence 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

Lumiya 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 (i.e., not in the PDF) won't be extracted
• The PDF 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 Lumiya 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, as configured in Lumiya: System Admin > Page Rights.

Importing sales orders

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

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

• Cusotomer code
• Customer name
• Tax number
• Customer address

All active customers will be available for selection within Lumiya.

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 Lumiya 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 — Notes relating to the approval process, such as rejection reasons
• Attachments – Associated documents additional to the main sales order PDF
• Workflow – Details of the approvers required based on the group workflow
• Related documents – Sales documents (e.g., quotations) 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 failed documents on users' dashboards, under pending tasks.

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

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