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Order ManagementFulfilmentAI
Intelligent Email PO Parsing & Multi-Warehouse Split Routing — Emailed Orders into SAP Business One
appse ai reads incoming purchase-order emails, uses AI to extract the order detail, matches products and the customer in SAP Business One, creates the sales order and delivery note, splits fulfilment across warehouses, and posts a Microsoft Teams alert — turning an email into a routed ERP order automatically.
Apps used in this template
About this template
What this workflow does
Purchase orders still arrive by email as PDFs and free text, and turning each one into an ERP order — then deciding which warehouse ships it — is slow, manual work. This template automates it end to end. appse ai reads the PO email and its attachments, uses AI to extract the order detail, matches products and the customer in SAP Business One, creates the sales order and delivery note, splits fulfilment across the right warehouses, and posts a Microsoft Teams alert so the team knows the order is in.
Key benefits
- Email PO to ERP — Purchase-order emails become SAP Business One sales orders automatically.
- AI extraction — OpenAI reads the email and attachments to pull the order detail.
- Multi-warehouse routing — Fulfilment is split across the right warehouses.
- Team visibility — A Microsoft Teams alert confirms each new order.
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Apps & Integrations
This workflow connects Gmail for purchase-order intake, OpenAI for order extraction, Airtable for the product lookup, SAP Business One for customer, item, sales order and delivery note handling, and Microsoft Teams for the alert.
Inside the flow
How the template works
appse ai monitors Gmail for unread purchase-order emails and retrieves the message and attachments. OpenAI extracts the order detail (order number, customer, items). appse ai matches the products against Airtable and SAP Business One, looks up the customer as a business partner, creates the SAP Business One sales order and delivery note, splits fulfilment across warehouses, and sends a Microsoft Teams alert.
Monitor Gmail for purchase-order emails
appse ai watches the monitored Gmail inbox for unread purchase-order emails and retrieves the message along with its attachments — so PO PDFs and free-text orders are captured without manual triage or forwarding.
Extract the order detail with OpenAI
OpenAI reads the email body and the attachments and extracts the structured order detail — order number, customer, and line items with quantities — regardless of how the customer formatted the PO.
Match products against Airtable and SAP Business One
appse ai resolves each extracted line to a real product, checking the Airtable product reference and searching the SAP Business One item master so the order is built against valid item codes.
Look up the customer as a business partner
appse ai looks up the customer in SAP Business One as a business partner, confirming the account exists and is correctly identified before any order is created.
Create the sales order and delivery note
appse ai creates the SAP Business One sales order and the delivery note with the matched customer, items, and quantities — no re-keying, no copy-paste from the email.
Split fulfilment across warehouses
Fulfilment of the order is split and routed across the appropriate warehouses as the SAP Business One records are created, so each line ships from the right location.
Post a Microsoft Teams alert
appse ai sends a Microsoft Teams notification confirming the new order and its routing, so sales and warehouse teams know the order is in without checking the ERP.
Business Benefits
Turn emailed purchase orders into routed SAP Business One orders without manual keying — and keep the team informed.
01
Automate PO email intake
Emailed purchase orders become SAP B1 orders without manual keying.
02
Extract with AI
OpenAI reads the email and attachments accurately.
03
Route fulfilment intelligently
Orders are split across the right warehouses.
04
Keep teams informed
A Teams alert confirms each order.
05
Reduce errors
Programmatic extraction and matching cut mistakes.
06
Scale order intake
Handle more emailed POs without more staff.
01
Automate PO email intake
Emailed purchase orders become SAP B1 orders without manual keying.
02
Extract with AI
OpenAI reads the email and attachments accurately.
03
Route fulfilment intelligently
Orders are split across the right warehouses.
04
Keep teams informed
A Teams alert confirms each order.
05
Reduce errors
Programmatic extraction and matching cut mistakes.
06
Scale order intake
Handle more emailed POs without more staff.
Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
How does email PO parsing work?
appse ai reads the purchase-order email and attachments, uses OpenAI to extract the order detail, and creates the SAP Business One sales order automatically.
Does it handle attachments?
What is multi-warehouse split routing?
Which systems does it connect?
How long does it take to go live?
Why businesses love appse ai
Discover how appse ai has helped businesses automate processes and achieve growth through our users' success stories.
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
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