Why your ERP isn’t the problem: Manual order workflows are

You invested in an ERP to bring your inventory, purchasing, accounting, and customer data together. So why is your team still entering purchase orders, updating retailer portals, creating ASNs, and generating invoices manually?

It’s easy to blame the ERP. In most cases, though, the problem isn’t the software. It’s the manual work happening between your ERP and the retailers, marketplaces, warehouses, and trading partners you work with.

When those systems aren’t connected, your employees become the connection.

Where the process breaks down

Your ERP is designed to manage the core parts of your business, but it doesn’t automatically understand the requirements of every retailer or trading partner.

Without the right integrations, a purchase order may arrive through EDI or a retailer portal, only for someone to download it and enter it into the ERP. Once the order ships, another employee creates the ASN, adds tracking information, generates the invoice, and updates the retailer.

The ERP may work perfectly once the information reaches it. The slowdown comes from moving that information between systems.

Common signs of this problem include:

• Entering the same order information more than once
• Switching between several systems to process one order
• Struggling to manage higher order volumes
• Delayed invoices and shipment updates
• More data-entry errors, rejected documents, and chargebacks
• Adding staff simply to keep up with order administration

These issues don’t necessarily mean you’ve outgrown your ERP. They usually mean your order workflow has outgrown its manual processes.

What a connected workflow looks like

With an EDI integration, purchase orders can flow directly into your ERP without being entered by hand.

When the order is picked and shipped, the shipment details can be used to create and send the ASN. The same information then carries through to the invoice, reducing repeated work and the risk of errors.

Your team remains in control, but they no longer need to touch every order. Instead, they can focus on exceptions such as an inventory shortage, pricing discrepancy, or unusual retailer request.

Fix the workflow, not the ERP

Automating order processing doesn’t usually require replacing the systems you already use. It means connecting them so information can move automatically.

Whether you use NetSuite, Acumatica, Sage 100, Microsoft Dynamics 365 Business Central, SAP Business One, QuickBooks, or another ERP, the process begins by identifying where your team is manually downloading, entering, checking, or uploading information.

From there, an EDI integration can connect your ERP with retailers, marketplaces, 3PLs, and other trading partners. Each partner’s requirements are mapped and tested so purchase orders, ASNs, invoices, and shipment updates reach the right place in the correct format.

The result is faster order processing, fewer errors, and better retailer compliance. Accurate and timely documents can also help businesses reduce retail chargebacks and avoid costly deductions.

Get more from the ERP you already have

If your team is spending hours moving order information between systems, replacing your ERP may not solve the real problem. You could simply recreate the same manual workflow around a new platform.

eZCom helps businesses connect their ERPs with hundreds of retailers and trading partners through fully managed EDI. We handle the setup, testing, retailer requirements, and ongoing support, while your order information moves automatically.

Your ERP was built to run your business. Connecting it to the rest of your order process allows it to do exactly that.

FAQ

Why does order processing remain manual when we have an ERP?

ERPs manage inventory, purchasing, accounting, and other internal operations, but they don’t automatically connect with every retailer or trading partner. Without an integration, employees must move order information between systems manually.

Do I need to replace my ERP to automate order processing?

Usually not. An EDI integration can connect your existing ERP with retailers, marketplaces, 3PLs, and trading partners, allowing documents to move automatically between systems.

Which order documents can be automated?

Purchase orders, purchase order acknowledgements, advance shipping notices, invoices, inventory updates, and other business documents can all be exchanged automatically through EDI.

Can EDI integration help reduce chargebacks?

Yes. Automating document exchange reduces data-entry errors and helps ensure ASNs, invoices, and other required documents are accurate and sent on time. This can help prevent avoidable retailer chargebacks.

Which ERP systems can be integrated with EDI?

EDI can be integrated with systems including NetSuite, Acumatica, Sage 100, Microsoft Dynamics 365 Business Central, SAP Business One, QuickBooks, and many other ERP platforms.