--- title: "Nhập đơn hàng email vào SAP Business One tự động | BOTS4.me" url: https://bots4.me/vi/import-email-orders-into-sap-business-one/ canonical: https://bots4.me/vi/import-email-orders-into-sap-business-one/ language: vi updated: 2026-11-01 --- # Nhập đơn hàng email vào SAP Business One tự động | BOTS4.me Tự động nhập đơn hàng, báo giá từ email PDF, Excel vào SAP Business One qua Service Layer. Tạo đơn hàng, báo giá và khớp mã sản phẩm. First month free. # How to Import Email Orders and RFQs into SAP Business One Written by [Adam Petras](https://bots4.me/about-us/), Founder & CEO, TreeLab OÜ · Published 2026-10-29 · Updated 2026-10-29 From emailed PDF, Excel and scanned orders to SAP Business One documents — without retyping If your sales team spends the morning copying emailed purchase orders and price requests into SAP Business One, this guide is for you. **Mail2ERP** reads each email and its attachments, finds the business partner and the items in your company database, and creates a sales quotation for a price request or a sales order for a firm order — through SAP Business One's own Service Layer, with the prices SAP Business One gives that customer. You start in Demo Mode, and the first month is a free Discovery month. ## 🎯 "Half Our Sales Desk Is Data Entry" SAP Business One companies are typically distributors, wholesalers and manufacturers with a steady flow of B2B orders. Most of those orders still arrive by email, and the gap between the inbox and the sales document is closed by people: - **Formats without end:** PDFs from the customer's ERP, Excel sheets with custom columns, scanned forms, item lists typed into the email body, in several languages. - **Codes that don't match:** the customer writes their own part number or a barcode, and someone looks up your ItemCode by hand. - **RFQs and orders mixed:** every email first needs a decision — sales quotation or sales order — before anyone starts typing. - **Slow answers:** price requests answered the next day lose to faster competitors, and orders received late in the day ship a day later. At volume this becomes a team. One Mail2ERP customer, IMP Kontakt, handles thousands of emailed orders and RFQs a month without retyping them. 🤖 The bot for this job Mail2ERP - Import Emails Into ERP with AI First month free · No card needed [🚀 Start your free Discovery month](https://bots4.me/bots/) [Mail2ERP product page](https://bots4.me/product/mail2erp/) ## 🔍 What SAP Business One Users Usually Try First ### Manual entry with copy and paste The default. It is accurate when people have time and error-prone when they don't, and it scales only by hiring. ### Add-ons and partner-built imports Partners can build imports for a customer's file format. They work for the layouts they were built for. Each new customer layout, column change or language is a new project, and the import still cannot tell a price request from an order. ### Template OCR and parsing services Document parsers can pull fields out of a PDF, but you still have to map the result to business partners and ItemCodes, decide the document type and send it into SAP Business One. We compare that approach in [Parseur, Docparser or Nanonets vs Mail2ERP](https://bots4.me/email-order-parsers-vs-erp-automation/). ### ⚠️ The real requirement Read **any layout, any language, no templates**; classify RFQ vs order; match the customer's codes to your items; let SAP Business One price the lines; respect your approval procedures; and never create the same document twice. ## ⚙️ How Mail2ERP Works with SAP Business One 📧 Customer email arrives → 🤖 Mail2ERP reads and matches → 💾 Sales quotation or sales order via Service Layer → ✅ Email filed to PROCESSED ### Which document it creates A **price request becomes a sales quotation**, valid for 30 days, and a **firm order becomes a sales order**. In SAP Business One an open sales order needs no separate confirmation, so it stands as created. The customer's PO number goes into the customer reference number (NumAtCard), the requested delivery date into the row delivery dates, and the contact person who sent the email is set on the document. ### Customers, contact persons and ship-to addresses The sender's email address must belong to a business partner — a customer or a lead — or to one of its contact persons. Inactive business partners are refused, and Mail2ERP never creates customers. When the email names a delivery address that matches one of the partner's ship-to addresses, that address is used; otherwise SAP Business One's default ship-to stays. ### Item matching: ItemCode, barcodes, catalog numbers - **ItemCode** — always. - **Barcodes** — the item's barcode and the additional barcodes of the item (switch **Barcodes**). - **Vendor codes** — the item's supplier catalog number and the BP catalog numbers of your suppliers (switch **Vendor Codes**). - **Customer references** — BP catalog numbers you keep for a customer, used only for that customer (switch **Customer References**). Inactive items and items that are not sales items are refused, and Mail2ERP never creates items. When Mail2ERP does not recognise a customer's own code but can suggest the product, it emails you one button: it saves the customer's code to that product in SAP Business One and imports the email again by itself. From then on the code is recognised automatically. ### Prices from SAP Business One Mail2ERP looks up the net price SAP Business One gives that customer for that item and quantity, and falls back to the item's default price list. When the price in the email matches the default price, no price is sent, so your price lists and special prices stay in force. SAP Business One applies its own taxes. The email price is used only when SAP Business One has no price. ### Notes, files and approval procedures - **Files:** the original attachments and the email text (as a text file) are attached to the document. This needs the attachments folder set up on your SAP Business One server; without it the files are skipped and the document is still created. - **Approvals:** when approval procedures apply to the BOTS4.me user, SAP Business One saves the document as a draft. Mail2ERP reports it as waiting for approval and never creates it twice. Leave the BOTS4.me user out of the procedures if you do not want this. - **Nothing deleted:** BOTS4.me never deletes documents in SAP Business One. ### Quotation to order, and duplicates With **RFQ Detection** on, a reply that quotes your quotation number and clearly orders it becomes a sales order copied from that quotation. If the customer changes quantities for specific lines, those quantities are used; otherwise the full quotation is ordered and a note for your team is attached. Every document carries Mail2ERP's marker at the start of the remarks (or in the field U_B4M_ID if you create it), so an interrupted run or a forwarded copy never creates a second document. ## 🛠️ Step-by-Step Setup - **Step 1 — Start your free Discovery month:** sign in at [bots4.me/bots](https://bots4.me/bots/), click **Start free Discovery month** on the Mail2ERP card and accept the Terms once. No card is needed. - **Step 2 — Connect your mailbox:** **Settings** → **Mail2ERP** → **Access Manager** → **Add Source**. Gmail and Microsoft 365 use Secure Quick Connect; other providers connect over IMAP. See [Getting Connected](https://bots4.me/guide-getting-connected/). Or forward orders to mail2erp@bots4.me without connecting a mailbox. - **Step 3 — Prepare a Service Layer user:** create a dedicated SAP Business One user for BOTS4.me (for example B4M_API) with a licence that allows Service Layer access, and give it business partners and items (read) and sales quotations and sales orders (create). - **Step 4 — Make the Service Layer reachable:** it runs on your SAP server, usually on port 50000, and must be reachable from the internet over https — usually through a reverse proxy or your hosting partner. Private network addresses cannot be used. - **Step 5 — Connect SAP Business One:** **Add Destination** → **SAP Business One**, then enter the Service Layer address, the company database (as on the login screen), the user and the password. The password is encrypted the moment you save it. If the server uses its own certificate, the check shows its SHA-256 fingerprint; compare it with your server's and paste it to confirm. - **Step 6 — Run in DEMO, then go LIVE:** Mail2ERP starts in Demo Mode and emails you what it would create. When the reports look right, set **Mode** to **LIVE** on the Control tab. SAP Business One 10.0 or newer is supported, on SQL Server or SAP HANA. SAP S/4HANA is a different product and is connected on request. ## 🧭 Your First Week in the Discovery Month - **Mode:** DEMO reads your emails and SAP Business One data and writes nothing; you get an email showing the quotation or order it would have created. LIVE becomes available after the first DEMO report email. - **Discovery switches:** switches with a **Discovery** tag are included in your free month and start switched off. On SAP Business One, **Barcodes**, **Vendor Codes**, **Customer References** and **RFQ Detection** all have data to work with — switch on the ones you use. - **Test order:** send an email from a contact of a customer business partner with two or three ItemCodes and quantities, then a second email that asks only for prices. The DEMO reports show a sales order and a sales quotation; the decisions also appear in the **Logs** tab and the _Mail2ERP/LOGS folder. - **Teach it:** drag an email into _Mail2ERP/QUOTATION or _Mail2ERP/ORDERS to retry it as that type, or into _Mail2ERP/SKIP to skip that kind of email in future. ### 📅 When the Discovery month ends When the month ends, Mail2ERP continues on the free plan by itself with a small monthly allowance: when it is used, new items wait until next month or until you choose a plan, and an item already started always finishes. Choose a plan to keep all features — see the plan table on the [Mail2ERP product page](https://bots4.me/product/mail2erp/). The free plan reads email text, PDF, CSV and HTML; scanned PDFs, images, Excel, Word and the Discovery switches need a plan. Nothing you imported is undone. ## 📅 Unclear Emails and Day-to-Day Operation Mail2ERP reads **PDF, Excel, Word, CSV, HTML, images and scanned documents with OCR — in any language**, with no templates, inside the operating hours you set. - **Imported:** the email moves to _Mail2ERP/PROCESSED and the document is in SAP Business One. - **Unclear:** the email stays in your INBOX, unread, with the reason in the log — for example a sender who is not a business partner, an unknown code, or an item that is not a sales item. Fix the cause and drag the email into _Mail2ERP/QUOTATION or _Mail2ERP/ORDERS to retry. - **Uncertain quantities** are never guessed: the line is skipped and you are asked to add it by hand. - **Waiting for approval:** drafts created under approval procedures are reported as waiting, so you know where to look. The platform is EU-hosted, built for GDPR and offers 2FA; reports, logs and mailbox folders come in 31 languages. The same SAP Business One connection serves the other BOTS4.me apps, such as AutoERP, which uses the user-defined field U_B4M_AUTOERP to know which sales orders it may deliver and invoice. ## ❓ Frequently Asked Questions ### Can SAP Business One import sales orders from email attachments? Not by itself. Mail2ERP adds that step: it reads the attachment, matches the business partner and items, and creates the sales order or sales quotation through the Service Layer. ### Do we need the Service Layer, or does it work with the DI API? Mail2ERP uses the Service Layer only, with a user and password, over https. It runs on SAP Business One 10.0 or newer, on SQL Server or SAP HANA. ### Will it use our special prices and price lists? Yes. Mail2ERP asks SAP Business One for the price it gives that customer and leaves the price out of the line when it matches the default price list, so your special prices and discounts apply. ### Our customers order with their own part numbers. Does that work? Yes, through BP catalog numbers. Switch on Customer References and Mail2ERP uses the catalog numbers you keep for that customer. When a code is new, the email you receive has a button that saves it to the right item for next time. ### What happens with our approval procedures? They keep working. If a procedure applies to the BOTS4.me user, SAP Business One saves a draft; Mail2ERP reports it as waiting for approval and never creates it a second time. ### Our server sits behind a firewall. Can we still connect? The Service Layer must be reachable over https from the internet, usually through a reverse proxy. If your firewall only lets in known addresses, ask support@bots4.me for the addresses of our servers. ### Can we test without risk? Yes. Demo Mode writes nothing to SAP Business One and emails you what it would have created. You can also connect a test company database first. ## 📚 Related Reading - **Features and plans:** [Mail2ERP product page](https://bots4.me/product/mail2erp/) and the [Mail2ERP guide](https://bots4.me/mail2erp-guide/). - **Comparing options:** [Parseur, Docparser or Nanonets vs Mail2ERP for ERP order entry](https://bots4.me/email-order-parsers-vs-erp-automation/). - **Other ERPs:** [Email orders into Business Central](https://bots4.me/import-email-orders-into-business-central/) and [Email orders into Zoho Inventory](https://bots4.me/import-email-orders-into-zoho-inventory/). - **A real example:** [Case study: IMP Kontakt](https://bots4.me/case-study-imp-kontakt/). - **Security:** how we protect your data — [Security](https://bots4.me/security/). ## 🔗 Sources and Further Reading Official documentation referenced in this guide. External links open in a new tab. - [SAP Help — Working with SAP Business One Service Layer (PDF)](https://help.sap.com/doc/fc2f5477516c404c8bf9ad1315a17238/10.0/en-US/Working_with_SAP_Business_One_Service_Layer.pdf) ## Give Your Sales Desk Its Mornings Back Connect your mailbox and the Service Layer, watch Mail2ERP work in Demo Mode, and go live only when you are confident. The first month is a free Discovery month, with no card needed. [🚀 Start your free Discovery month](https://bots4.me/bots/) [📖 Mail2ERP product page](https://bots4.me/product/mail2erp/) [💬 Talk to us](https://bots4.me/contact/) More than one process to automate, or an ERP that is not on our list? [We build it for you: book a free call →](https://bots4.me/custom-solutions/) ## Câu hỏi thường gặp ### Làm thế nào để Mail2ERP phân biệt được email báo giá (RFQ) và đơn hàng (PO) khi nhập vào SAP Business One? Mail2ERP sử dụng AI để phân loại tự động: email báo giá sẽ tạo chứng từ 'Sales Quotation' trong SAP, còn đơn hàng xác nhận sẽ tạo 'Sales Order'. Hệ thống dựa trên nội dung email và định dạng tài liệu để đưa ra quyết định chính xác mà không cần can thiệp thủ công. ### Mail2ERP có hỗ trợ các định dạng email không chuẩn như PDF, Excel hay email chỉ chứa văn bản? Có. Mail2ERP đọc được nhiều định dạng email khác nhau bao gồm PDF từ ERP khách hàng, tệp Excel có cột tùy chỉnh, bản scan, hoặc thậm chí danh sách mặt hàng được gõ trực tiếp trong nội dung email. Hệ thống xử lý nhiều ngôn ngữ mà không yêu cầu mẫu định sẵn. ### Khi nhập đơn hàng từ email vào SAP Business One bằng Mail2ERP, hệ thống có sử dụng giá của khách hàng cụ thể không? Có. Mail2ERP sử dụng chính giá do SAP Business One cung cấp cho từng khách hàng khi tạo chứng từ. Điều này đảm bảo tính chính xác về giá theo chính sách bán hàng của doanh nghiệp. ### Nếu khách hàng gửi mã sản phẩm không khớp với hệ thống SAP, Mail2ERP sẽ xử lý như thế nào? Mail2ERP có khả năng tự động tra cứu và khớp mã sản phẩm từ thông tin khách hàng (bao gồm mã của họ, barcode hoặc mô tả) với danh mục sản phẩm trong SAP Business One. Điều này giảm thiểu công việc tra cứu thủ công cho nhân viên. ### Mail2ERP có ngăn chặn việc tạo trùng chứng từ trong SAP Business One không? Có. Hệ thống được thiết kế để kiểm tra trùng lặp trước khi tạo chứng từ mới. Nếu phát hiện email hoặc tài liệu đã được xử lý trước đó, Mail2ERP sẽ bỏ qua để tránh tạo trùng lặp trong SAP Business One.