Appliance Service & Field Technician Management System For Power Point Domestic Appliance Specialist
1. Application Overview The Automated Order-to-CSV System is designed to automate the processing of customer orders received in PDF format. The system captures incoming order documents, extracts the required order information, matches customer article codes with internal product barcodes, generates a standardized CSV file, and transfers the completed file to the client’s sFTP server for further processing in SAP. The application reduces manual order processing and provides a consistent end-to-end process from receiving a customer order to generating and delivering an SAP-ready CSV file. 2. Customer Order Processing Customer order PDFs are received through a designated Teams or SharePoint folder. When a new order document is uploaded, the automated workflow is triggered. Before processing, the system validates the incoming file and filters duplicate or test files to prevent unnecessary processing. 3. Order Data Extraction The system uses OpenAI to read and process the uploaded order PDFs and extract the required information in a structured format. The extracted information includes: Customer Name Order Number Order Date Item / Article Code Item Description Quantity The system is designed to process both single-page and multi-page PDFs and accommodate different customer order layouts. 4. Data Cleaning and Standardization Once the order information has been extracted, the system cleans and standardizes the data before further processing. Quantities are converted into a consistent numeric format, unnecessary spaces are removed, dates and other values are formatted consistently, and text is maintained in UTF-8 format. This ensures that the extracted information is suitable for subsequent processing and CSV generation. 5. Article Code and Barcode Mapping The customer article codes extracted from the order are cross-referenced with a master Excel mapping file. The mapping file contains customer-specific item codes together with their corresponding internal barcodes and product descriptions. The system primarily performs exact matching while also normalizing item codes by removing differences such as spaces, dashes, and leading zeros. If an item cannot be matched with an internal barcode, it can be marked as UNMAPPED. The remaining valid items can continue through the process instead of stopping the complete order. Unmatched items can then be reviewed separately. 6. CSV Generation After the order information has been extracted, cleaned, and mapped, the system automatically generates a CSV file according to the client’s required format. The CSV includes the following information: Customer Order Number Item Code Quantity Barcode Description Non-item information such as document headers, notes, delivery charges, and lines without valid item codes is excluded from the final output. The generated CSV is validated against the client-provided samples and SAP-ready requirements before being transferred further. 7. Automated sFTP Upload Once the CSV file has been successfully generated and validated, it is automatically uploaded to the client’s designated sFTP server. The system checks whether the file transfer is successful and includes retry handling in case of transfer failure. Failure notifications through email or Teams can also be configured where required. 8. Exception Handling The system includes exception-handling mechanisms to ensure that individual processing issues do not unnecessarily stop the entire workflow. If document parsing fails, the system can retry the process and flag the affected file if repeated attempts are unsuccessful. Similarly, unmatched article codes can be marked as UNMAPPED or skipped while valid order lines continue through CSV generation. 9. Quality Control and Production Support During live operation, incoming order files are reviewed to monitor the accuracy of data extraction and article-code matching. If new order layouts are received, the parsing instructions can be adjusted accordingly. Mapping logic can also be updated when previously unmapped item codes are identified. After successful testing and stabilization, the workflow is finalized for production, documented, and handed over for ongoing use. Overall Application Workflow The workflow begins when a customer order PDF is uploaded to the designated Teams or SharePoint folder. The system automatically reads the document and extracts the required customer, order, and item information. The extracted data is then cleaned and standardized, after which the customer article codes are matched with internal product barcodes using the master Excel mapping file. Once the required information has been validated and mapped, the system converts the order lines into the client’s required SAP-ready CSV format. Any unmatched items or processing exceptions are appropriately flagged without unnecessarily stopping the remaining valid order data. The finalized CSV file is then automatically uploaded to the client’s sFTP server. Customer Order PDF → Data Extraction → Data Standardization → Article Code & Barcode Mapping → CSV Generation → Validation → sFTP Upload → SAP Processing
Project Summary
1. Application Overview The Automated Order-to-CSV System is designed to automate the processing of customer orders received in PDF format. The system captures incoming order documents, extracts the required order information, matches customer article codes with internal product barcodes, generates a standardized CSV file, and transfers the completed file to the client’s sFTP server for further processing in SAP. The application reduces manual order processing and provides a consistent end-to-end process from receiving a customer order to generating and delivering an SAP-ready CSV file. 2. Customer Order Processing Customer order PDFs are received through a designated Teams or SharePoint folder. When a new order document is uploaded, the automated workflow is triggered. Before processing, the system validates the incoming file and filters duplicate or test files to prevent unnecessary processing. 3. Order Data Extraction The system uses OpenAI to read and process the uploaded order PDFs and extract the required information in a structured format. The extracted information includes: Customer Name Order Number Order Date Item / Article Code Item Description Quantity The system is designed to process both single-page and multi-page PDFs and accommodate different customer order layouts. 4. Data Cleaning and Standardization Once the order information has been extracted, the system cleans and standardizes the data before further processing. Quantities are converted into a consistent numeric format, unnecessary spaces are removed, dates and other values are formatted consistently, and text is maintained in UTF-8 format. This ensures that the extracted information is suitable for subsequent processing and CSV generation. 5. Article Code and Barcode Mapping The customer article codes extracted from the order are cross-referenced with a master Excel mapping file. The mapping file contains customer-specific item codes together with their corresponding internal barcodes and product descriptions. The system primarily performs exact matching while also normalizing item codes by removing differences such as spaces, dashes, and leading zeros. If an item cannot be matched with an internal barcode, it can be marked as UNMAPPED. The remaining valid items can continue through the process instead of stopping the complete order. Unmatched items can then be reviewed separately. 6. CSV Generation After the order information has been extracted, cleaned, and mapped, the system automatically generates a CSV file according to the client’s required format. The CSV includes the following information: Customer Order Number Item Code Quantity Barcode Description Non-item information such as document headers, notes, delivery charges, and lines without valid item codes is excluded from the final output. The generated CSV is validated against the client-provided samples and SAP-ready requirements before being transferred further. 7. Automated sFTP Upload Once the CSV file has been successfully generated and validated, it is automatically uploaded to the client’s designated sFTP server. The system checks whether the file transfer is successful and includes retry handling in case of transfer failure. Failure notifications through email or Teams can also be configured where required. 8. Exception Handling The system includes exception-handling mechanisms to ensure that individual processing issues do not unnecessarily stop the entire workflow. If document parsing fails, the system can retry the process and flag the affected file if repeated attempts are unsuccessful. Similarly, unmatched article codes can be marked as UNMAPPED or skipped while valid order lines continue through CSV generation. 9. Quality Control and Production Support During live operation, incoming order files are reviewed to monitor the accuracy of data extraction and article-code matching. If new order layouts are received, the parsing instructions can be adjusted accordingly. Mapping logic can also be updated when previously unmapped item codes are identified. After successful testing and stabilization, the workflow is finalized for production, documented, and handed over for ongoing use. Overall Application Workflow The workflow begins when a customer order PDF is uploaded to the designated Teams or SharePoint folder. The system automatically reads the document and extracts the required customer, order, and item information. The extracted data is then cleaned and standardized, after which the customer article codes are matched with internal product barcodes using the master Excel mapping file. Once the required information has been validated and mapped, the system converts the order lines into the client’s required SAP-ready CSV format. Any unmatched items or processing exceptions are appropriately flagged without unnecessarily stopping the remaining valid order data. The finalized CSV file is then automatically uploaded to the client’s sFTP server. Customer Order PDF → Data Extraction → Data Standardization → Article Code & Barcode Mapping → CSV Generation → Validation → sFTP Upload → SAP Processing
Location: Gloucester, Gloucestershire, England
Industry: Home Appliance Repair & Maintenance / Appliance Sales & Installation / Field Service Management
Challenge and Requirements
1.
Solution Delivered
CodeScale delivered a powerapps solution using PowerApps, PowerAutomate, SharePoint for Home Appliance Repair & Maintenance / Appliance Sales & Installation / Field Service Management.
Technology Used
- PowerApps
- PowerAutomate
- SharePoint
Business Outcome and Impact
The system captures incoming order documents, extracts the required order information, matches customer article codes with internal product barcodes, generates a standardized CSV file, and transfers the completed file to the client’s sFTP server for further processing in SAP. The application reduces manual order processing and provides a consistent end-to-end process from receiving a customer order to generating and delivering an SAP-ready CSV file. 2.
Project Screenshots
