Automation Platform for extracting customer orders

Business Problem

The customer’s order management teams relied heavily on manual retrieval of purchase orders (POs) from multiple trade-market portals across different countries and business regions.

Each market required:

separate credentials
manual downloads
validation activities
SAP formatting
EDI submission processing

The fragmented approach introduced operational inefficiencies, delays, and security concerns across regional order processing operations.

Key Business Challenges

Delays in customer order processing and submission

High dependency on manual operations across multiple portals

Error-prone data handling and duplicate processing risks

Credential management and security concerns

Increased operational overhead during regional scaling

Limited auditability and tracking of PO processing activities

Technology Challenges

Multiple portal integrations with varying authentication mechanisms

Complex file transformation requirements into canonical SAP formats

Need for secure credential handling and RBAC controls

Regional process variations across countries

Requirement for scalable automation without impacting downstream EDI systems

Arohak’s Solution

Arohak designed and developed a centralized automation platform engineered to replace manual order extraction and submission activities across multiple trade-market ecosystems.

The platform was implemented across six countries and integrated with SAP and EDI submission workflows to improve operational efficiency, visibility, and scalability.

Key Components of Arohak’s solution included:

Automated portal login and PO extraction using secure service account mechanisms
Intelligent workflow orchestration for retrieval, validation, and submission activities
Automated EDI submission workflows integrated with downstream systems
Centralized dashboarding for operational monitoring and execution tracking
Role-Based Access Control (RBAC) for secure credential and workflow management
Scheduler-driven workflows for customer and country-specific processing
Metadata and processing audit storage using Amazon RDS/PostgreSQL

Value-Added Innovations Delivered

Centralized Automation Framework – Eliminated repetitive manual retrieval processes across multiple countries
Full Execution Traceability – Improved audit readiness and operational visibility
Intelligent Error Handling – Reduced failed submissions and duplicate processing risks
Secure Credential Management – Improved security posture through RBAC-based controls
Reusable Integration Framework – Enabled scalability for onboarding additional countries and workflows
Future-State Integration Readiness – Established foundation for ServiceNow CSM claims process integration opportunities

Results Delivered

The platform significantly improved order processing efficiency, operational visibility, and scalability while reducing manual intervention and security risks across global trade-market operations.

Business Impact

Successfully implemented across 6 countries

Significant reduction in manual PO retrieval and processing effort

Improved order submission turnaround time across regional operations

Reduced duplicate processing and manual handling errors

Centralized visibility across customer order processing activities

Enhanced security posture through centralized credential governance

Improved scalability for onboarding new regional workflows and integrations

Established automation foundation for future ServiceNow CSM integration initiatives