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AI automation of the incoming order process

Customer:Tyczka Energy GmbH
Industry:Energy

Together with P&M, Tyczka Energy automated the processing of incoming customer emails using an AI-based solution - from data recognition to SAP integration. The system analyzes unstructured content such as order quantities or PDF attachments, extracts relevant information and automatically transfers it to the ERP system. This reduces manual effort and significantly speeds up processes.

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Efficiency & time saving

AI automation significantly reduces manual effort. Employees can concentrate on value-adding tasks, while routine processes run faster and error-free.

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Intelligent automation

With OCR (Optical Character Recognition) and NLP (Natural Language Processing), incoming emails and attachments are automatically analyzed, relevant information is extracted and translated into structured data records.

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Seamless system integration

The solution automatically transfers prepared data as XML files directly into the SAP system. Workflows orchestrate the entire process - without manual intervention.

Tyzcka-Case-1 (1)

Challenges

From mailbox to smart process chain

Before the implementation, employees processed hundreds of emails manually every day. The aim was to automate these processes and process data in a secure, structured and efficient manner.

  • Unstructured customer inquiries with PDF attachments
  • Time-consuming, error-prone manual data transfer to the SAP system
  • Lack of standardization in the collection of customer data
  • High personnel costs in daily processing
Implementation

The solution was implemented in several steps

Together with Tyczka Energy, P&M developed a modular AI solution that analyzes, structures and automatically transfers unstructured content to the SAP system.

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Classification with GPT Vision

Incoming emails and attachments are automatically analyzed and classified using GPT Vision in order to precisely identify and process their content and purpose.
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Data analysis with GPT Vision

Email attachments and texts are analyzed using GPT Vision to automatically recognize, interpret and extract relevant information in documents and images.
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Data preparation and transformation

The AI translates unstructured content into structured data records, which are automatically converted into XML files.

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SAP integration

The generated XML files are transferred directly to the SAP system, allowing the data to be processed automatically.

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Workflow orchestration

An intelligent workflow controls the entire process chain so that emails are processed without manual intervention.

Result

Efficiency booster: AI takes over your email processing

The AI solution from P&M saves Tyczka Energy valuable time every day. Email inquiries are checked automatically, relevant data is extracted without errors and transferred directly to the SAP system. Manual effort is reduced to a minimum - and the team can concentrate on tasks that really create value.

  • Minimization of transmission errors: Automated processes avoid typing errors and data loss.

  • Several hundred emails per month processed automatically: The system runs stably and scales with increasing volume.

  • Significant time savings: Two employees gain several hours a day for strategic tasks.
Tyzcka-Case-2