Facility and customer identification

RPA uses AI to identify the M3 codes that are required to create a customer order.

Using purchase orders received from customers, RPA identifies the M3 codes that are required to create a customer order. These documents contain customer and address details but do not contain the M3 codes themselves.

After RPA extracts the document data, RPA submits the address details to an AI model. The model compares these details against a trained reference dataset. This dataset contains historical records and their corresponding M3 codes.

RPA performs two identifications for each record:

  • Facility and division identification
  • Customer code and address ID identification

Facility and division identification

RPA submits the supplier or vendor addresses extracted from OCR to identify the facility on the puchase order.

These details are submitted as a single address:

  • Company name
  • Street
  • City
  • State or province
  • Postal code
  • Country

The AI model compares the supplier or vendor address against warehouse addresses in the reference dataset. After the warehouse is identified, RPA determines the facility and division that are mapped to that warehouse in M3.

RPA returns the facility, division, and warehouse as a set. If the AI model cannot match the address, RPA sends the record to the Review Center.

See Review Center overview.

Note: The warehouse value is identified but is not used during customer order creation. The warehouse is determined by the settings that are defined in M3.

Customer code and address ID identification

RPA submits these details from the document:

  • Customer name
  • Customer address
  • Delivery address
  • Customer phone number
  • Delivery phone number
  • Email address

Some purchase orders contain only some of these details. RPA submits the available details for matching.

RPA uses the customer address and delivery address to identify the customer code and address ID. The customer address is used to identify the customer code, while the delivery address is used to identify the address ID. If the customer address is unavailable, RPA can use the delivery address to identify both values.

This table shows the identification results and the action that RPA performs:

Available address information Identified values RPA action
Customer address and delivery address Customer code and address ID RPA uses both values to create the customer order.
Customer address only Customer code RPA creates the customer order by using the identified customer code. The delivery address is set to the customer address.
Delivery address only Customer code and address ID RPA uses the delivery address to identify both values and creates the customer order.
Neither customer address nor delivery address can be identified None RPA sends the record to the Review Center.
Multiple customers match the available address information None RPA sends the record to the Review Center.

RPA also sends the record to the Review Center when RPA cannot identify the customer master record.

Match accuracy

The AI model calculates a confidence score for each match. RPA returns a value only when the score meets the required threshold. If the score does not meet the threshold, RPA treats the value as unidentified.

By default, the facility and division identification threshold is 85%. The customer code and address ID identification threshold is 90%.

You can update these thresholds during model training to meet your business requirements.

The model is retrained periodically with updated data. Retraining improves accuracy and adds coverage for new records.