In the Create Sales Orders - Automatic Extraction app, the system extracts data (such as the delivery address and product description) from your uploaded file. Usually, such data can't be directly used for sales order creation, because sales order data (such as the sold-to party, ship-to party, and product IDs in your system) do not exist in the original purchase order file. The system needs to match the extracted data to the various IDs in your system, either through master data determination or determination with reference to order creation history.
This blog describes how the system determines the sold-to party, ship-to party, and product with reference to order creation history.
Why Determination with Reference to Order Creation History
Traditional master data determination relies heavily on extracted data for a determination. Consider the diversity of purchase order files, where the text format and layout may vary with countries, industries, customers, and even personal habits. The data extraction service may misidentify or fail to identify certain texts. Also, it may be difficult to find exact matches in your system when the extracted data differ much from the data maintained in your system. When master data determination fails, users need to check the purchase order file and specify sales order request fields. Such manual efforts typically recur for similar purchase order files.
Determination with reference to order creation history is designed to enable the system to learn from the repeated user preferences. By anticipating the same field values in similar contexts, this determination strategy effectively supplements traditional master data determination and would reduce manual efforts.
How Determination with Reference to Order Creation History Works
1.Sold-to party and Ship-to party
When the sold-to party address can be extracted for a new sales order request, the system considers the latest three sales order requests that have the same extracted sold-to party address and company code as the new sales order request. If the three sales order requests have the same sold-to party (for example, sold-to party A) and are completed (that is, order created), the system proposes the sold-to party (for example, as sold-to party A) for the new sales order request.
The processing logic for the ship-to party is the same.
2.Product
When product data (including the extracted product, extracted product description, and extracted customer material) can be extracted for a new sales order request item, the system considers the latest three sales order request items that have the same extracted product data and company code as the new sales order request item. If the three sales order request items have the same product (for example, product A), and their corresponding sales order requests are completed (that is, order created). the system proposes the product (for example, as product A) for the new sales order request item.
Notes:
- When the status of a sales order request is completed, the sales order request has been converted to a sales order. The system treats such sales order requests as valid historical data.
- For the sold-to/ship-to party, valid historical data must have the same extracted address. The extracted address consists of an extracted name and an extracted full address. The extracted name (marked in red boxes) shows in the extracted address data area in the header data of the sales order request.
To view the extracted full address, you can choose the View File button in the app and find the information via extraction labels (marked in blue boxes).
For the product, valid historical data must have the same extracted product data (including the extracted product, extracted product description, and extracted customer material).
The determination works only when at least three valid historical records exist.
Let’s see some examples.
(In each example, the company codes of the sales order requests are the same.)
Example 1
Your system contains historical records as follows. When you upload a file that has the same extracted sold-to party address (consisting of the name “MNN Ltd” and the full address “No.19 Street AAA 30019, BBB City, USA”), does the determination work?
Sales Order Request | Status | Sales Order | Extracted Sold-to Party Name | Extracted Sold-to Party Full address | Sold-Party | Created on |
200021 | Completed | 30089 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10096 | 2024/01/20 |
200020 | Completed | 30087 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/19 |
200018 | Completed | 30082 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/18 |
200015 | Completed | 30077 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/17 |
No. The system considers the latest three records but they do not have the same sold-to party.
Sales Order Request | Status | Sales Order | Extracted Sold-to Party Name | Extracted Sold-to Party Full address | Sold-Party | Created on |
200021 | Completed | 30089 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10096 | 2024/01/20 |
200020 | Completed | 30087 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/19 |
200018 | Completed | 30082 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/18 |
Example 2
Your system contains historical records as follows. When you upload a file that has the same extracted sold-to party address (consisting of the name “MNN Ltd” and the full address “No.19 Street AAA 30019, BBB City, USA”), does the determination work?
Sales Order Request | Status | Sales Order | Extracted Sold-to Party Name | Extracted Sold-to Party Full address | Sold-Party | Created on |
200046 | In Process |
| MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/20 |
200043 | Completed | 30087 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/19 |
200040 | Completed | 30082 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/18 |
No. The system considers the latest three records but only two valid records exist (sales order request 200046 is not completed).
Example 3
Your system contains historical records as follows. When you upload a file that seems to have the same extracted sold-to party address, does the determination work?
Sales Order Request | Status | Sales Order | Extracted Sold-to Party Name | Extracted Sold-to Party Full address | Sold-Party | Created on |
200021 | Completed | 30089 | MNN LTD | No.19 Street AAA 30019, BBB City, | 10085 | 2024/01/20 |
200020 | Completed | 30087 | MNN Ltd | No.19, Street AAA 30019, BBB City, USA | 10085 | 2024/01/19 |
200018 | Completed | 30082 | MNN Ltd. | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/18 |
200015 | Completed | 30077 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/17 |
No. The extracted sold-to party address is not exactly the same for these sales order requests. The extracted name and full address are case-sensitive and should contain the same texts, including special characters (for example, comma).
Sales Order Request | Status | Sales Order | Extracted Sold-to Party Name | Extracted Sold-to Party Full address | Sold-Party | Created on |
200021 | Completed | 30089 | MNN LTD | No.19 Street AAA 30019, BBB City, ___ | 10085 | 2024/01/20 |
200020 | Completed | 30087 | MNN Ltd | No.19, Street AAA 30019, BBB City, USA | 10085 | 2024/01/19 |
200018 | Completed | 30082 | MNN Ltd. | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/18 |
200015 | Completed | 30077 | MNN Ltd | No.19 Street AAA 30019, BBB City, USA | 10085 | 2024/01/17 |
Summary
For the sold-to/ship-to party and product, determination with reference to order creation history (supposed to give the most accurate results) happens before determination from master data. As historical records grow, the chance of such determination should be higher. To check how these fields are determined, you can check the application log of the sales order request.
Related info
You can find series of blogs about this solution in below link.
The Link Collection for Create Sales Orders – Automatic Extraction | SAP Blogs
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