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
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
Inside the flow
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.
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.
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.
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.
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.
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.
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.
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.
Turn emailed purchase orders into routed SAP Business One orders without manual keying — and keep the team informed.
01
Emailed purchase orders become SAP B1 orders without manual keying.
02
OpenAI reads the email and attachments accurately.
03
Orders are split across the right warehouses.
04
A Teams alert confirms each order.
05
Programmatic extraction and matching cut mistakes.
06
Handle more emailed POs without more staff.
01
Emailed purchase orders become SAP B1 orders without manual keying.
02
OpenAI reads the email and attachments accurately.
03
Orders are split across the right warehouses.
04
A Teams alert confirms each order.
05
Programmatic extraction and matching cut mistakes.
06
Handle more emailed POs without more staff.
Keep exploring
Every repetitive process between your ERP, CRM, and business apps has a template. Find yours, customize it, and go live today.
Customize the flow
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.
Questions & answers
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