Seamless Sales Order Sync: Integrating SAP with Salesforce

Overview

About the Client

The client is a leading manufacturer specializing in the production of high-quality manhole covers. They offer a wide range of customized solutions designed to meet the unique needs of various industries. With a focus on precision, they provide products that are built to withstand the demands of both urban infrastructure and industrial applications. They used Salesforce for the entire Sales Process and SAP for Order Management.

The challenge       

• The client was working with two separate systems—Salesforce for the sales process and SAP for Order management, leading to a fragmented process with no integration between the two.
• Records were created in Salesforce, but the fulfillment process was carried out in SAP. This resulted in the need for repeated manual entry of data across both systems, increasing the risk of errors and reduce efficiency.
• While orders were finalized in Salesforce, the fulfillment process was managed separately in SAP, causing delays and inefficiencies in completing orders and tracking their status.
• The lack of automation and system integration meant that the client faced frequent manual interventions, leading to a higher likelihood of mistakes and slower response times in fulfilling customer orders.

Our Solution 

• We have designed a solution to integrate Salesforce and SAP to create order in SAP from the salesforce in the real-time.
• Once the sales process is completed in Salesforce, the integration process automatically creates the corresponding sales order in SAP, eliminating manual data entry and ensuring real-time synchronization between the systems.
• The SAP sales order number is then stored within the related opportunity in Salesforce, providing visibility into the fulfillment process and making it easier to track the order’s status.
• The exceptions were handled by storing the errors in the relevant fields, and as a fail-safe, a button is provided to allow users to retry the sales order creation directly from the record.

Technology & tools used

The integration of SAP and Salesforce was designed to automatically create orders in SAP using the standard integration in Salesforce, ensuring data synchronization between both systems. Named and external credentials were used to ensure secure authentication and access control.

The Blueflame Labs customized Salesforce to meet the client’s specific needs, ensuring scalability and efficiency.

Results

The Impact and outcome            

• Improved Efficiency: The automation of the data transfer between Salesforce and SAP eliminates the need for manual data entry, drastically reducing time spent on repetitive tasks and improving overall workflow efficiency.
• Faster Order Fulfillment: The seamless transfer of orders from Salesforce to SAP allows for quicker fulfillment processing, thus improving response times to customers.
• Better Tracking and Visibility: By storing SAP sales order number automatically in Salesforce, it allowed easier tracking of orders and providing the sales team with visibility into the fulfillment process, which enhances customer service and transparency.
• Simple and Efficient System Connectivity: The integration was built with simplicity in mind, ensuring that the connection between SAP and Salesforce is easy to maintain and manage. This reduced the complexity of the systems while enhancing their functionality, making the entire process more streamlined.
• Improved Compliance and Reporting: The automation ensures that records are consistent and accurate across both systems, which helps in maintaining compliance and makes reporting more straightforward.