How Ordinon handles order data
Source documents, order revisions and decisions stay connected throughout the workflow.
Receive
Source document
Prepare
Extracted fields
Review
Matched records & revisions
Approve
Saved order version
Export
Approved CSV
What data Ordinon uses
| Information | Purpose in the workflow | Important boundary |
|---|---|---|
| Source files | Read the customer’s purchase order and support side-by-side review. | Only upload content your organization is authorized to process. |
| Prepared order fields | Capture buyer, delivery details and order lines for checking. | Extracted values may need correction before approval. |
| Reference records | Resolve customers, products, units and delivery addresses. | The customer defines the authoritative records and mapping. |
| Revisions & activity | Keep order changes, approval and export activity connected. | Approval applies to a saved version of the order. |
| Account & connection data | Authorize workspace access and support configured catalog access. | Credentials must be protected and limited to the agreed scope. |
Document processing
Document extraction uses OpenAI’s API when configured for the workspace service. The document content needed for extraction is sent to that provider. The processing arrangement and any additional providers are covered in the customer agreement.
Access and approval
Requests for order records, sources and exports require authentication and authorization for the workspace. Approval records the saved order version and the person who approved it.
ERP connections
The workspace owner configures and tests the HTTPS API connection, then starts product catalog syncs when needed. Customer and delivery-address records are managed in the workspace or imported by CSV.
Approved orders are available as CSV exports containing the fixed values saved at approval. Direct ERP order submission is outside this workflow and must be separately configured and validated against the customer’s system.
Retention and deletion
Workspace retention and deletion arrangements are agreed before customer order processing begins. For a data request, contact us using the account or company details needed to identify your workspace.
[email protected]Agree data handling before processing orders
Confirm the processing scope before customer documents enter the workflow. Document the decisions so the order team and the workspace owner know what applies.
- Document types and the information they may contain.
- Authorized users and the owner of reference data.
- Extraction providers and required processing agreements.
- Retention, deletion and the ERP handoff procedure.