Use Case · Manufacturing & Operations

Order Management

Order management is the process of efficiently tracking and fulfilling sales orders. It covers the full cycle of people, processes, and suppliers needed to create a positive customer experience — from the point of receiving an order right through to delivery.

Managers, accountants, administration, and production control (QA) are all involved in the order management process. A well-implemented Order Management system delivers improved sales visibility, better customer relations, and efficient order processing with minimal delays.

What is an Order Management Workflow?

DexFLOW manages paperless workflow tasks and processes for order management, providing instant retrieval of any document — worksheets, price lists, paper descriptions, invoices, or prepayment invoices.

How It Works

Order documents can be entered via email capture, fax, file pickup, mail scanning by EDS staff, or via the DexFLOW Office plugin. Each order is indexed and routed based on configured business rules specific to your company's requirements.

Use Case: New Print Order

  1. A new order for offset printing is received by the company.
  2. The manager fills out the order form and sends it to the workflow. Previous orders can be used as templates.
  3. The order is automatically processed — worksheets and price sheets are generated and appended.
  4. Accountants review and approve price sheets, creating invoices as necessary. QA validates the order. Rejected orders are returned to managers for adjustment.
  5. Worksheets go to Production Planning for scheduling. Accepted orders move to Production and are archived on completion.
  6. Administrators can view active and archived orders and generate reports at any time.
  7. Role-based security ensures users only see information relevant to their access level at every step.

Key Terminology

  • Parcel – holds one or many order documents with indexing values throughout the workflow.
  • Commit – the final archive step, storing completed orders in the preferred format.
  • OCR – reads and indexes order documents automatically.
  • Workflow Map – a graphical visual of the entire order processing flow.
  • ECM – Electronic Content Management throughout the order lifecycle.

The Challenge

Complex multi-department order processing with approvals, QA validation, production scheduling, and full document traceability.

The Solution

DexFLOW automates the entire order lifecycle — from capture and indexing through multi-department routing, approval, production, and archiving.

Results

Faster order turnaround, fewer errors, better visibility across departments, and instant access to order history for managers and administrators.