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ImplementationClient: Fertilizer and Agricultural Chemicals Manufacturer
Industry: Manufacturing, Agricultural Chemicals
Geography: India and UAE
The Challenge: The client’s orders were logged in a legacy ERP system with no dedicated order management interface, which introduced human errors, inconsistencies, and delays in order processing and stock tracking. The ERP was open to every user, increasing error risk further. Their decision to integrate Salesforce with the legacy ERP raised concerns around mismatched data structures and user adoption.
What Was Needed: A dedicated Salesforce order management interface integrated with the existing ERP through APIs, automating approvals, keeping product stock data synchronized across both systems, and backed by training to drive user adoption.
Technology Enablement: Salesforce implementation with API-based ERP integration, automated account creation, order-based and conditional auto-approvals, product data synchronization, sandbox testing, staged migration, and Lightning user training.
Business Outcomes: Streamlined order management, real-time inventory visibility, lower administrative cost, stronger credit controls, faster invoicing, and mobile access for field teams.
Measurable Impact: Approved orders now move to the ERP automatically, product stock stays accurate across both systems, and redundant account creation has been eliminated for administrative teams.
The Challenge
No Dedicated Order Management Interface, and a Legacy ERP to Integrate with
The client logged all orders through a legacy ERP system. With no dedicated interface for order management, the process invited human error and delays in both order handling and product stock tracking.
The existing ERP was accessible to every user, which left it exposed to mistakes. Business-critical approvals, stock tracking, and order processing all needed a stronger technology foundation.
The client had decided to implement Salesforce and connect it to their legacy ERP through API integration. This decision brought its own set of risks that only a Salesforce partner could solve.
Integrating a legacy ERP would involve reconciling different data structures and communication protocols, with compatibility issues and delays a real possibility.
Product data accuracy was critical. Any inaccuracy migrating product data from ERP to Salesforce could cause order errors and inventory mismanagement. And moving users to a new interface with order-based and conditional auto-approvals made adoption a challenge in itself.
Why change now: Six production facilities and a wide distributor network meant order and stock errors compounded quickly across geographies.
Business Objective
The client focused on a core set of objectives:
- Introduce a dedicated interface for order management and approvals
- Integrate the legacy ERP with Salesforce without compatibility issues
- Keep product and stock data accurate across both systems at all times
- Automate order approvals against credit age and credit limits
- Drive user adoption of the new interface through training and support
The Solution
Connecting Salesforce and the Legacy ERP Through API Integration
Achieva‘s Salesforce experts analyzed the business challenges and associated requirements, concluding that Salesforce needed to be implemented and integrated with the client’s existing ERP through an API integration solution to streamline order management and stock tracking.
The ERP was integrated with Salesforce so that new accounts were created automatically after formal processing, removing duplicated effort. That credit-based account data also made it possible to validate orders against accounts carrying large overdue balances.
A Salesforce-powered order management solution was implemented. This made sales order creation straightforward and allowed multiple products to be added based on location, warehouse, and stock availability. Orders route through approvals once created and are submitted to the ERP once approved, with tailored auto-approval where credit age and limit conditions are already met.
Product data updates in the ERP now synchronize automatically with Salesforce, keeping available, reserved, and booked stock consistent across both systems.
Rigorous testing was done during and after integration, with customizations reviewed and tested in a Salesforce sandbox before deployment. Data validation and cleansing protected accuracy during product data synchronization, and a staged migration with regular checkpoints kept the rollout controlled.
Comprehensive training and support brought users up to speed on the new Lightning interface.
Key Services Provided and What They Enabled
- ERP-to-Salesforce account integration
Created new accounts in Salesforce automatically after formal processing, which eliminated duplicated effort.
- Salesforce order management solution
Enabled sales order creation with products added by location, warehouse, and stock availability.
- Order-based and conditional approvals
Routed orders for approval and auto-approved them where credit age and limit conditions were met.
- Product data synchronization
Kept available, reserved, and booked stock consistent between the ERP and Salesforce in real time.
- Integration testing and sandbox review
Validated customizations and integrations in a sandbox environment before production deployment.
- Data validation and cleansing
Protected data accuracy during product synchronization, reducing the risk of discrepancies.
- Staged migration and rollback plan
Rolled out in stages with checkpoints, so issues could be identified and addressed immediately.
- Lightning training and change management
Trained users on the new interface, supporting adoption after go-live.
Business Impact
The Salesforce implementation boosted operational efficiency and decision-making, streamlining order management, reducing stockout risk, improving resource allocation, and freeing administrative teams for strategic work.
Order management improved markedly through order-based approvals and easier sales order creation, which tightened the approval process and made order processing more efficient.
Real-time updates gave teams accurate tracking of available, reserved, and booked stock, and with it far better inventory visibility to support decisions.
Automated account creation removed redundant work and lightened the load on administrative teams, while credit-based order validation prevented orders against accounts with large overdue balances, improving financial control.
Smooth flow of data between Salesforce and the ERP moved approved orders across automatically, accelerating invoicing and fulfillment. The solution’s responsive design let teams work from their mobile devices while in the field, and the Lightning Experience interface helped end users navigate faster.
The Bottom Line
The client removed the manual and structural bottlenecks in order and inventory management by integrating Salesforce with its existing ERP.
The organization can now:
- Create and approve sales orders through one dedicated interface
- Track available, reserved, and booked stock accurately in real time
- Validate orders against credit data before they reach the ERP
- Move approved orders to the ERP automatically for faster invoicing
- Work from anywhere, on a platform ready to scale further