Automate PDF/IMG Purchase Order to Acumatica ERP in 3 Easy Steps

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Workflow Name:

Automate Purchase Order to Acumatica ERP
Purpose:

Automate end-to-end PO flow for accuracy and faster fulfillment.
Benefit:

Cuts manual work, speeds order cycles,improves data accuracy
Who Uses It:

Procurement Managers, Finance Teams, ERP Admins, Supply Chain Analysts.
System Type:

ERP
On-Premise Supported:

Yes — IPSec tunnel for secure internal data transfer
Supported Protocols:

REST, HTTPS, SOAP, SFTP.
Industry:

Retail
Outcome:

90% faster; 100% accuracy
SKU: 124 Category: Tags: , , , , , Industry:

Description

Problem Before:

Manual PO entry caused data errors, duplicate records, and delayed approvals.
Solution Overview:

Automates PO creation and sync with Acumatica via REST APIs—validates, transforms, and uploads in real time.
Key Features:

Real-time PO sync, validation, error handling, audit trails, and dashboards for visibility.
Business Impact:

Cuts PO cycle time by 70%, improves accuracy by 95%, and eliminates most manual entry.
Productivity Gain:

Teams process 3× more POs, freeing time for analysis and planning.
Cost Savings:

Saves $50K–$100K annually; achieves ROI within 3–4 months.
Security & Compliance:

SOC 2, ISO 27001, and GDPR compliant for secure data handling.

Automate Purchase Order to Acumatica ERP Workflow

Streamline the entire Purchase Order to Acumatica ERP process by automating data extraction, validation, and synchronization—directly from PDFs or image-based documents. This no-code workflow leverages AI to read, interpret, and map purchase order data into Acumatica’s schema with near-perfect accuracy.

Intelligent Document Understanding

Using AI-powered document recognition, the system identifies key fields such as PO Number, Vendor, Item Codes, Quantity, and Amount from PDF, JPEG, or scanned purchase orders. It automatically validates and standardizes the data before pushing it into Acumatica ERP.

Watch Demo

Video Title:

Automate Unstructured Purchase Orders in Any Format (PDF/PNG/Docx) into Acumatica | eZintegrations™
Duration:

03:20
Video Description:

In this demo, we showcase how eZintegrations™ AI automates the entire Purchase Order processing workflow from reading unstructured PDF or PNG files in various formats…

Outcome & Benefits

Time Savings:

Reduces purchase order processing time by up to 70% through automated data flow between procurement systems and Acumatica ERP.
Cost Reduction:

Minimizes manual effort and data re-entry costs, resulting in 40?50% operational cost savings annually.
Accuracy:

Ensures 99% data accuracy by eliminating manual entry errors and automating order validation.
Productivity:

Enables teams to handle 3? more purchase orders without additional staffing by streamlining workflow execution.

Industry & Function

Function:

Supports Procurement, Finance, and Supply Chain functions through automated data exchange and approval workflows.
System Type:

ERP
Industry:

Retail

Functional Details

Use Case Type:

Automates PO creation and updates from procurement systems to Acumatica ERP, reducing manual effort and improving accuracy.
Source Object:

Purchase Orders, Vendor Details, Line Items
Target Object:

Acumatica PurchaseOrder and Vendor entities for real-time financial and inventory updates.
Scheduling:

Event-triggered or scheduled hourly sync based on business volume and operational SLAs.
Primary Users:

Procurement, Finance, Supply Chain Teams
KPI Improved:

95% accuracy, 70% faster processing, improved cash flow visibility.
AI/ML Step:

Optional AI-based anomaly detection for duplicate POs and predictive insights for supplier reliability.
Scalability Tier:

Enterprise-grade workflow supporting multi-tenant scalability and large transaction volumes.

Technical Details

Source Type:

API-based data ingestion from purchase order systems like Shopify or procurement tools using secure REST endpoints.
Source Name:

Purchase Order Management System or ERP connector initiating order data transfer.
API Endpoint URL:

https://api.acumatica.com/entity/Default/18.200.001/PurchaseOrder (example Acumatica REST endpoint for PO sync).
HTTP Method:

Uses POST for PO creation and PUT for updates to maintain synchronization between systems.
Auth Type:

OAuth 2.0 with token-based secure access.
Rate Limit:

100 requests per minute per client.
Pagination:

Cursor-based pagination for retrieving bulk PO data efficiently from source systems.
Schema/Objects:

PurchaseOrder, LineItems, Vendor, Status.
Transformation Ops:

Field mapping, currency conversion, and schema normalization for Acumatica API.
Error Handling:

Retry logic for transient errors, dead-letter queue, and alert notifications.
Orchestration Trigger:

Event-driven automation triggered by PO creation or approval events in the source system.
Batch Size:

Handles up to 500 records per batch to balance throughput and API stability.
Parallelism:

Supports up to 5 parallel threads for faster synchronization and reduced latency.
Target Type:

REST API integration into Acumatica ERP for real-time PO updates.
Target Name:

Acumatica ERP system as the centralized procurement and financial management destination.
Target Method:

POST method to create new purchase orders; PATCH for partial updates.
Ack Handling:

Acumatica returns a success code and PO ID for confirmation and reconciliation logging.
Throughput:

Processes up to 5,000 PO records per hour.
Latency:

3–5 seconds per transaction.
Logging/Monitoring:

Centralized dashboard with structured logs, audit trails, and alert monitoring.

Connectivity & Deployment

On-Premise Supported:

Yes — IPSec tunnel for secure internal data transfer
Supported Protocols:

REST, HTTPS, SOAP, SFTP.
Cloud Support:

Compatible with AWS, Azure, Google Cloud, and hybrid environments
Security & Compliance:

SOC 2, ISO 27001, and GDPR compliant for secure data handling.

FAQ

1. How does the Acumatica to Google Sheet integration work?

The integration connects Acumatica’s StockItem API with Google Sheets using eZintegrations™, automatically syncing inventory data in real time or on a schedule. Changes in Acumatica reflect instantly in Sheets, eliminating manual exports.

2. What kind of data is synced from Acumatica?

Stock item details such as SKU, description, quantity, warehouse, unit cost, and availability status are synced to Google Sheets for quick reporting and collaboration.

3. Can I customize which fields get synced?

Yes, field mapping is fully configurable. You can include or exclude fields like warehouse, item class, or pricing based on your business needs.

4. How often can the sync run?

You can schedule it for real-time, hourly, or daily updates depending on inventory movement frequency and reporting requirements.

5. Is the integration secure?

Yes, data is transferred securely via HTTPS with OAuth2 authentication. eZintegrations™ ensures audit logging, encryption, and compliance with enterprise-grade security standards.

6. What’s the main business benefit?

The integration reduces manual effort by 90%, ensures real-time visibility into stock levels, and enables faster decision-making across sales, procurement, and operations.

Case Study

Customer Name:

Global Retailer
Problem:

Manual purchase order entry caused delays, errors, and poor visibility into procurement and finance workflows.
Solution:

Automated real-time synchronization of purchase orders from external procurement systems to Acumatica ERP.
ROI:

4 FTEs redeployed; 3?month payback
Industry:

Retail
Outcome:

90% faster; 100% accuracy

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