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Quick commerce moves in minutes. Purchase order processing shouldn’t take days. A global FMCG company received POs from quick-commerce apps, e-commerce marketplaces, pharmacy chains and modern retailers, by API, email and PDF, each with its own format and rules. Teams were checking every line by hand before it could reach SAP. MXTechies built a Mendix middleware that reads, validates and routes every PO automatically. It is live today with nine major retail and quick-commerce customers.
Purchase order automation reads, checks and submits POs automatically, so people only handle exceptions. In this project, the solution automates purchase order processing between an FMCG company and its business customers. The Mendix app receives POs through customer APIs and as PDFs by email, extracts the data, validates it against customer-specific master data and rules, flags mismatches for correction or approval, and sends clean orders to SAP and OpenText. It also handles amendments, master data, notifications and end-to-end status tracking.
- Client
- A global FMCG company, India operations
- Live customers
- 9 leading quick-commerce, e-commerce, pharmacy and modern retail platforms
- Inputs
- Customer API integrations and PDF purchase orders by email
- Outputs
- Validated orders to SAP and OpenText
- Platform
- Mendix, with Java-based PDF extraction
- Delivered by
- MXTechies, Mendix Certified Partner and Siemens Certified Partner
The challenge
FMCG companies receive huge volumes of purchase orders from retailers, distributors, marketplaces and quick-commerce platforms. Processing them by hand was slow and risky:
- High manual effort: teams reviewed every PO, extracted the data and checked it against several master data sources.
- Frequent mismatches: wrong EANs, material codes, customer item IDs, quantities, prices, case sizes or delivery locations caused validation failures.
- Delays from errors: every mismatch meant investigation, emails, corrections and revalidation before the order could move.
- Customer-specific complexity: each customer used different PO formats, master data, rules and integration methods.
- Low visibility: tracking receipt, failures, corrections, amendments and SAP submission needed manual follow-up.
- Hard to scale: more orders meant more people, unless the repetitive checks were automated.
The solution
MXTechies built a centralised PO processing and validation middleware on Mendix. It sits between the FMCG company and its customers, taking POs in through APIs and email, extracting data from PDFs with Java-based processing, and validating everything against customer-specific master records and business rules. Clean orders flow on to SAP and OpenText.
Orders with problems go to a correction and approval queue instead of an inbox. Because rules are configurable per customer, new customers can be added without rebuilding the app.
Key features
01Multi-channel intake
- For the team
- POs arrive by customer API or as PDFs by email.
02PDF data extraction
- For the team
- Order details are read from PDFs automatically.
03Customer-specific validation
- For the team
- Each customer’s master data and rules are applied.
04Discrepancy handling
- For the team
- Mismatches are flagged for correction, approval, rejection or revalidation.
05SAP and OpenText integration
- For the team
- Validated orders move downstream automatically.
06PO amendments
- For the team
- Changes to existing orders are handled in the same flow.
07Master data management
- For the team
- Customer and material mappings are maintained in the app.
08Excel import and export
- For the team
- Bulk updates and reports in a familiar format.
09Scheduled processing and alerts
- For the team
- Orders are processed on schedule, with email notifications.
10End-to-end status tracking
- For the team
- Every PO’s journey is visible from receipt to SAP.
How it works
- ReceiveA PO arrives through a customer API or as a PDF by email.
- ExtractThe app reads order details from the PDF or payload.
- ValidateEANs, material codes, quantities, prices, case sizes and delivery locations are checked against that customer’s master data and rules.
- ResolveAny discrepancy is routed for correction, approval or rejection, then revalidated.
- SubmitClean orders are sent to SAP and OpenText.
- TrackThe team sees the status of every PO, including amendments, in one dashboard.
Learn how we connect Mendix to SAP and other systems on our Mendix integrations page, or see what’s possible with Mendix and AI.
Outcomes
- Live at scale: the platform runs today with nine major retail and quick-commerce customers.
- Less manual checking: repetitive extraction and validation are automated.
- Fewer errors reaching SAP: mismatches are caught before orders move downstream.
- One place for every customer: different formats and rules are handled in one configurable app.
- Full visibility: receipt, failures, corrections and submissions are tracked end to end.
- Ready to grow: more order volume doesn’t have to mean more people.
Why build this on Mendix
- Customer-specific rules in one app: each customer gets its own validation rules without a separate build.
- Strong integrations: customer APIs, email, SAP and OpenText connect through one Mendix middleware.
- Room to grow: new customers and formats are added by configuration.
Who this is for
FMCG, consumer goods and food companies that sell through quick-commerce apps, marketplaces and modern retail, and receive POs in many formats. It suits any order desk that spends its day copying PO data into SAP and chasing corrections.
Frequently asked questions
What is purchase order automation?
It is software that receives, reads, validates and submits purchase orders automatically, so people only handle the exceptions.
Can it read PDF purchase orders?
Yes. The app extracts order data from PDFs received by email using Java-based processing.
How does it handle different customer formats?
Each customer has its own configurable master data, validation rules and integration method inside the same app.
Does it connect to SAP?
Yes. Validated orders are transferred to downstream SAP and OpenText integrations.
How many customers is it live with?
Nine leading quick-commerce, e-commerce, pharmacy and modern retail platforms in India.
About MXTechies
MXTechies is a Mendix Certified Partner and Siemens Certified Partner with delivery teams in India, the USA and the UAE. We build enterprise apps on Mendix, the low-code platform from Siemens, for manufacturing, banking, real estate and retail. See more of our case studies.
Last updated October 2026
More orders, same team? Let’s automate the busywork.
Every PO, nine customer formats, one clean path to SAP.