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Supplier Sales Order Integration in IFS Applications

Writer's picture: Lisa DiehlLisa Diehl
IFS Cloud offers seamless data flow between suppliers and procurement systems for exceptional efficiency and profitability.
IFS Cloud offers seamless data flow between suppliers and procurement systems for exceptional efficiency and profitability.

A seamless data flow between suppliers and procurement systems is crucial for operational efficiency and profitability in an integrated supply chain environment. The IFS Cloud enterprise resource planning (ERP) system enables organizations to streamline their procurement processes.


With IFS Cloud, suppliers can automatically submit their line details into the ERP system. This functionality lets them electronically submit supplier sales order lines through standard integration methods, like API. Automation methods automatically map sales orders to the corresponding purchase orders within IFS Cloud.


Let’s dive into the technical aspects of this enhancement and explore how this new functionality works within the IFS ecosystem, focusing on the automatic process of Sales Order Line Details Submission to Purchase Order.


Simplified workflows, increased efficiency

The Supplier Sales Order Submission to Purchase Order integration simplifies workflows, enabling businesses to handle supplier orders efficiently. Automation minimizes human errors, speeds up procurement cycles, and ensures accuracy in purchasing and project activities. This solution offers substantial benefits for companies looking to scale and streamline operations and enhances the overall supply chain.


Why Automate?

This specification aims to automate the integration of supplier sales order line details data into the IFS Cloud system. This process automatically matches Sales Order information to corresponding purchase orders. 


This process has been manual for many organizations, requiring staff to input and validate individual order details. As businesses grow and their operations become more complex, this manual process can become a bottleneck, leading to delays, errors, and missed opportunities.


The business requirement, therefore, is to allow suppliers to submit their sales order line details via an API integration. This automation adds the requested supplier sales order line details to the defined Project Activity and transfers these details into an already created and connected Purchase Order, ensuring there is no need for manual input or verification.


API Integration For Supplier Sales Orders

To facilitate the automated submission process, an Integrated Purchase Order (PO) Lines Tab is created in the Purchase Order screen. This tab is the main entry point for the supplier’s sales order lines.


Here’s how the process works:

  1. Supplier Submission via API: Suppliers send their supplier sales order line data, which includes key details. The data goes through several validation checks, including Supplier Validation and Purchase Order Validation. Then the sales order line data is inserted directly into the Integrated PO Lines Tab of the corresponding purchase order.

  2. Validation Process: If any validation fails (e.g., incorrect part number, quantity issues), the system triggers an email notification to the supplier, rejecting the order and outlining the reasons for rejection.


Integrated PO Lines

Automating supplier sales order line details is further enhanced with a custom menu item, “Process Integrated PO Lines.”


This custom menu automates key steps:

  1. Data Transfer of Integrated PO lines: Once the supplier provides the PO number, the system identifies the Project Activity associated with the PO from the PO header. The relevant integrated PO lines are then inserted into either the Miscellaneous Parts or Miscellaneous No Parts section within the Demand tab of the project activity, depending on the part's availability and validity.

  2. Project Supply Request Creation: The system creates a Project Supply Request based on the selected supply options for the project’s miscellaneous demand. When the “Create Project Supply Request” button is clicked, it triggers the creation of a Purchase Requisition.

  3. Purchase Requisition to Purchase Order: Once the purchase requisition is generated, it is released, and the system begins a process to convert the requisition into a valid purchase order. This involves inserting the integrated PO lines into the correct sections of the Purchase Order:

    1. Requisition Release: The requisition is released and ready to transfer integrated PO lines into a purchase order.

    2. Requisition to Order: The lines are successfully transferred to the Purchase Order, specifically into the Part Order Line and No Part Order Line tabs.


Benefits of the Automation

By automating the entire sales order submission and conversion process, businesses can: 

  • Reduce errors: Automation minimizes the risk of manual errors in data entry and validation.

  • Process faster: The entire process from sales order submission to purchase order creation is streamlined, reducing delays and improving efficiency.

  • Increase supplier collaboration: Suppliers can seamlessly submit their sales order data through API, fostering smoother communication and collaboration.

  • Improve project management: The automated integration ensures project activities are accurately tracked with up-to-date material supply data.


Automating the process to convert supplier sales order line details into purchase orders is a game-changer for businesses looking to streamline procurement workflows. 

By leveraging API integrations, validating order details, and automatically updating purchase orders, businesses can reduce manual effort, enhance data accuracy, and improve overall operational efficiency. 


These processes improve procurement speed and ensure the right materials are delivered at the right time, aligning with project needs and timelines.


Contact ESS to Automate Supplier Sales Order Submission to Purchase Order

If your business is ready to put the power of IFS Cloud’s supplier sales order submission process to work for your business, Enterprise Software Solutions, Inc., is here to help. We’re your one-stop-shop for IFS Cloud licensing, implementation, customization and support solution.


Our proprietary API integrations allow you to connect to any third-party software platform and integrate data into the IFS Cloud platform. For a demonstration of the possibilities, contact us at 913-308-8936.

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