Order intake and approval
Capture, duplicate checks and independent commercial approval before release.
5 stages · 1 approval
Roles and responsibilities
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Step 1Capture source identity
Intake NumberChannelExternal Order IDStatusConflict
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Step 2Resolve the order snapshot
Order NumberChannelCustomerStatusReady
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Step 4Decide the exception
Review NumberOrderOrder RevisionReasonPrice Override
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Step 5Release eligible demand
Order NumberChannelCustomerStatusReady
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Capture source identity
Integration Operator configures intake to retain the channel, external order and event identities. The event and canonical order changes commit together. An unchanged duplicate resolves to its previous result. A changed payload under the same event identity enters a conflict queue with the original preserved.
Resolve the order snapshot
Order Desk checks the customer's address, exact SKU variants, quantity units, currency and price evidence. Missing or ambiguous fields keep the order in Draft with a visible reason. Source values remain accessible while a correction is prepared; an older revision cannot overwrite a newer accepted order.
Evaluate release policy
Order Desk reviews payment state and configured commercial checks. In-policy orders can become Ready only after all required machine checks have evidence. Unknown payment state, configured risk and price exceptions create a held order and a submitted review bound to the current revision.
Approval required
Decide the exception
Order Manager approves or rejects a different requester's OrderReviews against the displayed revision and reason. A rejection retains the hold and explanation. A changed quantity, price, discount or address supersedes any decision whose scope changed, even when the same reviewer remains assigned.
Release eligible demand
Once every required review is approved and all holds are resolved, eligible order lines become available to allocation. Integration Operator retains the applied intake result and reconciles the source acknowledgement. The order desk can explain the release state without assuming that stock has already been reserved.
Approvals and exception handling
1 approval required in this process
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Decide the exception
Order Manager signs · release eligible demand waits
OrderReviews, Orders - Server uniqueness applies to both channel plus external order and channel plus external event. A source retry must not produce another order.
- Approval authority is checked on the serverExcludes the requester, regardless of additional administrator or business roles.
- Upstream timestamps alone cannot resolve conflicting revisions. Where the provider lacks versions, reconcile its current object before applying an amendment.
- Channel tests include a lost response after commitAn unchanged duplicate, a conflicting duplicate, an old update and an approval against a stale revision.
When the process needs attention
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duplicate
Capture source identity
An unchanged duplicate resolves to its previous result.
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change
Evaluate release policy
Unknown payment state, configured risk and price exceptions create a held order and a submitted review bound to the current revision.
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reject
Decide the exception
Order Manager approves or rejects a different requester's OrderReviews against the displayed revision and reason.
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hold
Release eligible demand
Once every required review is approved and all holds are resolved, eligible order lines become available to allocation.
Before an order enters the queue
A channel connection needs an agreed external account identity, SKU and unit mappings, payment evidence and revision rules. This process begins with an authenticated delivery from that configured source. Manual orders use the same commercial checks and stable identities. A successful HTTP response from a channel is not evidence that the order has been accepted by every downstream system.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Capture source identity | IntakeEventsChannelsOrders | Apply once or isolate a conflicting delivery |
| 2 Resolve the order snapshot | OrdersOrderLinesProducts | Prepare a revisioned commercial snapshot |
| 3 Evaluate release policy | OrdersOrderReviewsPaymentEvents | Hold exceptions or release evidenced in-policy demand |
| 4 Decide the exception | OrderReviewsOrders | Approve or reject the exact reviewed scope |
| 5 Release eligible demand | OrdersIntakeEvents | Expose eligible open quantities to allocation |
Process reports
All reportsPrice Exceptions
Show discount and price overrides with requester, independent reviewer and frozen order revision.
Order Fill Rate
Compare accepted units with shipped units by order cohort, channel and SKU; show cancellations separately and never silently remove unmet demand.
Promise Reliability
Compare first accepted promise and latest agreed promise with evidenced delivery; retain revised commitments and exclude unconfirmed tracking outcomes from on-time claims.
Order Cycle Time
Measure source acceptance to release, dispatch and delivery separately, with holds and unresolved stages visible.
Backorder Age
Show uncovered quantities, first unresolved date, next review date and supply evidence by owner.
Channel Reconciliation
Show missing orders, conflicting identities and unresolved external acknowledgements by channel and reconciliation window.
Stock Commitment Reconciliation
Compare active reservations and pending dispatch debits to authority snapshots, highlighting stale stock and unacknowledged movements.
Run by an agent
Agent support
The assistant cannot approve its requester's own commercial exception or refund, invent stock or provider evidence, assume customer consent, or treat a timeout as a failed payment. It cannot expand its permissions or treat a credit export as a confirmed accounting posting. Product substitutions, commercial exceptions and refunds retain their specified human decisions.
# Example after configuration
curl -fsSL https://www.erp.ai/skill.md
# Paste the output into your agent
order intake and approval · capture source identity on IntakeEvents, Channels, Orders
Integration Operator configures intake to retain the channel, external order and event identities.
order intake and approval · resolve the order snapshot on Orders, OrderLines, Products
Order Desk checks the customer's address, exact SKU variants, quantity units, currency and price evidence.
order intake and approval · evaluate release policy on Orders, OrderReviews, PaymentEvents
Order Desk reviews payment state and configured commercial checks.
order intake and approval · decide the exception on OrderReviews, Orders
approval · waiting for the order manager
# 1 more stage after approval: release eligible demand
Other processes
4 moreAllocation and backorders
Reservation, uncovered demand, customer promises and consented substitutions.
6 stages · 1 approval
Split fulfilment and tracking
Location-specific warehouse work with partial shipment and tracking reconciliation.
6 stages · 0 approvals
Order changes and cancellation
Revision-bound changes that respect accepted warehouse work and customer commitments.
6 stages · 1 approval
Returns and refunds
Independent return, inspection and refund decisions with provider reconciliation.
6 stages · 2 approvals