FAX Order Processing (FAX-OCR Workbench)

Related Articles To conduct a cross-review of orders after they have been imported: Order Hub FAX mode (?mode=fax Use ). Manual data entry via face-to-face or telephone is Individual Order Entry EDI is EDI import See below. The overall sales process is Sales workflow Please refer to the following.

What you can do on this screen

The FAX Order Workbench is a screen that automatically reads FAX orders automatically imported from eFAX or FTP folders using OCR, visually verifies them, and then converts them into orders.

• The system automatically reads and displays the text from the fax.
• The reading results will have a confidence rating, so you only need to check the suspicious parts.
• Once you register the format for each business partner, it will be automatically read with high accuracy from the next time onwards.

High-reliability orders are automatically approved, so the person in charge only needs to focus on reviewing low-reliability orders.

Screen URL:/app/fax-ocr-quarantine

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Overall Flow

This is the process from receiving a fax to receiving an order.

FAX 受信 → 自動読取（OCR）→ 目視確認（赤だけ）→ 承認 → 受注取込

Steps	What to do	Time required
Automatic FAX Import	FAXes are automatically imported from eFAX or FTP folders, and OCR reading is performed.	Automatic (approximately 30 seconds)
View in List	The scanned orders will be displayed in a list. Only the rows marked Requires Visual Verification need to be viewed.	1-2 minutes
Compare with the original	Click on the row with the lowest confidence level and view and correct the original fax and the scanned result side by side	If necessary
Approval/Import	After "Approval → Confirmation," convert to an order using the "Import Order" button	10 seconds

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Scene 1: Fax from a regular client (automatic approval pattern)

Faxes from regular clients with registered templates are automatically approved with a trust level of 85% or higher. The person in charge only needs to quickly glance at the list.

Operating Procedure

1. Open the FAX Order Workbench.
2. Confirm that the number of items marked "Requires Checking" at the top of the screen is 0.
3. Select multiple "approved" orders using the checkboxes.
4. Convert in bulk using F5 (Order Import) or "Batch Approval".

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Scene 2: Low-reliability fax (matching pattern)

Items that the OCR may not be able to read are color-coded by their confidence level. Only the red rows need to be compared with the original fax document.

Three levels of confidence

Reliability	Color	Meaning	What to do
80% or higher	Green	High reading accuracy	Approve as is (automatic approval for 85% or higher)
60-79%	Yellow	Slightly unsure	Check against original fax just in case
Less than 60%	Red	Potentially inaccurate	Must verify and correct using the original fax

Operating Procedure

1. Click the row in the list whose status is Requires Visual Inspection.
2. The details screen opens (Left: Original fax image, Right: OCR reading result)
3. While looking at the original fax on the left, check the items marked in red on the right.
4. If there are any errors, click on the input field to correct them directly (an edit mark will appear where corrections have been made).
5. You can also add or delete detail lines (using the "+ Add Line" button).
6. After completing the revisions, save by clicking "Save Revised".
7. If the information is correct, press "Approve → Confirm".

Layout of the details screen

Area	Content
Left side (original fax image)	Displays the fax image. Zoom in/out, drag to move, and download as a PDF.
Right side (Header information)	Customer name, order date, desired delivery date, fax sender. Each item has a reliability mark.
Right side (details)	Item code, item name, quantity, unit price, amount. All can be edited, added, or deleted.
Right side (Notes)	Free-form input for correction notes or confirmations
Right side (Warning)	Automatic warning for low confidence levels, etc.
Flowchart	Step-by-step display of FAX reception → OCR reading → Confirmation (currently here) → Order conversion

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Scene 3: Fax from a first-time client (template setting)

First-time clients often have lower reliability because their forms (templates) haven't been registered. Registering a template just for the first time will allow for highly accurate automatic reading from then on.

Operating Procedure

1. Open the details screen for orders without a registered template (low reliability).
2. Click the "Template Settings" button on the details screen.
3. The Template Builder screen will open in a new tab (the FAX image URL will be automatically provided).
4. Specify the fax format (position of item name and quantity) in the template builder and register it.
5. After registration is complete, subsequent faxes from the same business partner will be automatically read with high accuracy.

Screen URL (Template Builder):/app/fax-template-builder

Differences depending on whether a template is used or not

Situation	Reliability Indicator	Response
Template available (Regular clients)	Over 80% approval rate	Automatic approval. Just a quick check.
No template available (New client)	Likely to be less than 60%	Register a template only the first time (approx. 5 minutes)

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Screen Configuration

Summary bar (top)

This is a summary bar that allows you to see the overall status of fax orders at a glance.

Item	Meaning
To be confirmed	The number of orders that have not yet been visually checked. Processing is complete when the number reaches 0.
Line Item	Total of line items for all orders
Approved	Number of approved orders awaiting import
Return	Number of returned orders
Order Converted	Number of items converted to orders

Filter bar

Item	Description
Status	Filter by: Requires visual inspection / Approved / Returned / Order converted
Business Partners	Search by business partner name (real-time filtering as you type)
Confidence Level	Low confidence level only / Filter by medium or lower
Item	Search by Item Code

Data Table (Center)

Column name	How to read
Status	Requires visual inspection / Approved / Returned / Order converted
Confidence Level	Percentage display + Color coding (Green/Yellow/Red)
FAX Intake Number	FAX-XXXX-XXXXX Format management number
Client	Order source read from fax
Order Date	Order date as written on the fax
Item Code/Item Name	Ordered Items (Multiple items are displayed together)
Quantity	Order quantity. Low confidence levels are highlighted in yellow.
Quantitative Confidence	Quantitative reading confidence (per item)
Unit Price / Total Amount	Unit price of each item and total amount of the entire order
Scheduled Shipment	Desired delivery date as indicated on the fax

Function keys (bottom)

Keys	Functions
F3	Verify original document (open details screen)
F5	Import Orders (Convert selected orders into orders)
F7	Delete (Delete selected order)
F8	Reset filter
F11	Refresh list to the latest version

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Operating Procedure

1. Upload fax (manual import)

In addition to automatic eFAX/FTP import, you can also manually upload fax images.

1. Click the "FAX Upload" button at the top of the screen.
2. Select a fax image file (PNG, JPEG, TIFF, PDF).
3. Click "Execute OCR processing"
4. The OCR process will be executed, and the details screen will open automatically upon completion.

2. Batch Order Import

1. Check the boxes next to the desired orders in the list (you can also select all by checking the boxes in the header).
2. Press the F5 key or click "Bulk Approval".
3. Select "Yes" in the confirmation dialog.
4. The selected orders will be converted into orders in bulk.

3. Bulk Delete

1. Check any unnecessary orders (e.g., misdirected faxes).
2. Click the F7 key or the "Delete" button on the details screen.
3. Select "Yes" in the confirmation dialog.

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Integration with Order Hub

Orders converted using the FAX Order Workbench are also integrated into the Order Hub. You can view all your orders—EC (Rakuten, Amazon, Yahoo!), EDI, and FAX—on a single screen.

• Selecting the "FAX Import" tab in the Order Hub will filter and display only orders received via fax.
• The "All" tab allows you to view orders across all routes.

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Tips for Use

• Only look at the red rows: Rows with a confidence level of less than 60% are highlighted in the list. You only need to compare these rows with the original fax.
• Fast operation with function keys: F3 for original document verification, F5 for order import, F7 for deletion. Major operations can be completed using only the keyboard.
• Revision History: The revised content will be reflected directly in the order. The original readings will also be recorded.
• Templates are for one time only: You only need to register the form for each client the first time. From the second time onwards, it will be automatically read with high accuracy.
• Esc key: The details screen can be closed by pressing the Esc key or clicking outside the screen.
• Demo Mode: URL?demo=1 By adding this option, you can check the screen's behavior with sample data.