Ordyse Help

Everything you need to work with Ordyse, set it up and keep it running. Ask the assistant, search for a term above or pick where you want to start.

How Ordyse works

Ordyse reads the documents in your ERP and the emails in your shared mailbox. From these it builds processes that show where sales orders, invoices and payments are stuck. The apps turn this into work lists with a ready suggestion for each case. Your team approves, Ordyse carries it out.

Popular topics

• Approve or undo a suggestion
• Read the process map
• Work on exceptions
• Connect SAP S/4HANA
• Confirm the field mapping
• Connect Business Central
• Renew an expired client secret
• Understand an error message
• Who can see and approve what
• Keyboard shortcuts

Sign in

With your business email address you open all guides for setup, usage and maintenance, plus the Ordyse assistant.

What Ordyse does for you

Ordyse shows where money is tied up in sales, purchasing and receivables, and takes the next step as soon as your team agrees.

Three areas

Three principles

• Every number has a source document. Behind every value are sales orders, invoices or emails you can open.
• Nothing happens without approval. Emails and postings only go out once an authorized person approves. After that you have 6 seconds to undo.
• No evaluation of individuals. Ordyse analyzes processes, customers, suppliers and teams, never individual employees. More under Data protection and works council.

Setup at a glance

In this order, Ordyse is ready in a few days. Each step shows who takes care of it.

1. Set up sign-inIT App registration in Microsoft Entra ID with app roles. Guide
2. Assign rolesIT Business team Assign people or groups to the Ordyse roles. Roles and permissions
3. Connect the mailboxIT Shared mailbox of sales and purchasing. Microsoft 365 or IMAP
4. Connect the ERPIT Business Central, SAP S/4HANA, SAP ECC or Finance & Operations. Other systems: Odoo, weclapp, Xentral, DATEV, Salesforce, HubSpot, ServiceNow, Jira, Zendesk, Shopify, Fabric, data warehouse and any REST API
5. Confirm the field mappingBusiness team SAP only. Guide
6. Enable appsBusiness team under “All apps”. Apps at a glance
7. Review the first syncBusiness team Ordyse Go through processes and work lists together.

Requirements

• A current browser: Edge, Chrome, Firefox or Safari.
• Microsoft 365 with Entra ID for sign-in and mailbox, or alternatively a mailbox with IMAP and SMTP.
• An ERP with access for Ordyse: Business Central (online), SAP S/4HANA, SAP ECC 6.0 or Dynamics 365 Finance & Operations.
• A person with admin rights in Entra ID and in the ERP for the setup.

Plan and contract

You pay for the platform and the apps you use, matched to the size of your company. Read-only users cost nothing. You can add apps at any time and remove them as of the first of a month.

Prices

With the annual plan, all monthly prices are 15% lower. The process analysis is a one-time €4,900. Larger than the Group plan? Then we will make you an offer.

All prices plus VAT. If the platform and booked apps together exceed the Complete bundle price of your plan, we automatically bill the Complete bundle. If you book a plan within 60 days after the process analysis, we credit its full price against the following monthly fees.

What counts

• Item: a sales order, a purchase order or a complaint, with all related documents. The plan is based on the average of the last three months.
• Active user: anyone who edits, creates, changes or approves something at least once in the month. Read-only users, such as management in the cockpit, and the works council don’t count.
• Plan change: if you are above your plan two months in a row, we announce the change one month in advance. If you are below it, you can move to the smaller plan as of the first of the next month.
• Usage visible at any time: under “Administration” › “Team and roles”, management and admins see how many people have actively worked this month.

Term and cancellation

• Monthly plan: no fixed term, can be canceled up to the last day of a month, effective at the end of the following month.
• Annual plan: twelve months, after which the contract continues as a monthly plan unless you book a new annual plan.
• Price guarantee: fixed for 24 months, after that at most one adjustment per year of up to 5%, announced two months in advance.

Process assessment and results guarantee

• Price: a one-time €4,900, fully credited if you book a plan within 60 days.
• Results guarantee: if the final report does not show at least €25,000 of stuck cash, documented case by case, we refund the full price. What we guarantee is the amount we find, not how your team acts on it.
• Requirements: processes to be assessed defined in writing up front, access and at least six months of data provided within ten business days, a contact person named.
• Refund: on request within 30 days after the closing presentation, capped at €4,900.

Add and remove apps

Under “All apps”, users with the Management or Admin role turn apps on or off. Apps you add are billed pro rata from the day they are enabled. On the monthly plan, a removed app ends as of the first of the next month, on the annual plan at the end of the term. The data is kept until the contract ends.

Invoicing and availability

The monthly plan is invoiced monthly in advance, the annual plan yearly in advance, payable within 14 days. Ordyse is available 99.5% of the time on a monthly average; announced maintenance windows are outside business hours. The terms and conditions at ordyse.com/agb.html are binding.

Data protection and works council

Ordyse analyzes processes, not people. The rules for this are built in and cannot be turned off.

• Pseudonyms: analyses and the log show pseudonyms instead of names.
• Teams, not individuals: analyses go down to team level. Teams with fewer than five cases are grouped together.
• No metrics on individuals: there is no analysis by employee, not even through Ask.
• Names in emails are masked in the display wherever they are not needed for the work.
• Human approval: no external step without approval by an authorized person.
• Language model: Mistral in the EU, without training on your data. For the field mapping, only field names and short codes are sent to the model.

Documents

On the “Privacy” page in the portal you find the template works agreement, the data protection impact assessment, the technical and organizational measures, the classification under the EU AI Act and an information sheet for employees. It also shows what is stored about employees and what a team analysis looks like.

Frequently asked questions

Short answers to the questions that come up most often day to day.

Support

The Ordyse assistant answers most questions right away. For anything that needs a look at your system or contract, the Ordyse team is there for you.

How a support request works

1. Submit a requestwith “Contact support” here or in the assistant. Your conversation with the assistant can be included, so you don’t have to explain anything twice.
2. Confirmation with a numberYou immediately get an email with your request number, for example ORD-2610-0042.
3. Reply by emailwithin one business day, on the same day for “Urgent, operations affected”. To add anything, simply reply to that email.

What helps us

You can also reach us at service@ordyse.com. Please include:

• the affected connection or app,
• date and time,
• the exact message,
• a screenshot that shows no credentials.

Glossary

The terms used in Ordyse and in this help center. Underlined terms in the text explain themselves when you hover over them.

Activity

A step in the process, for example “Invoice received”. A box on the map.

App

A work list for one topic, such as invoice verification. Works on the same process data and prepares a suggestion for each item.

Approval

Consent by an authorized person to a suggestion. Only then does Ordyse send or post, with 6 seconds to undo.

Block

Payment block on a supplier invoice because of a price or quantity deviation.

Bulk approval

Approve several similar items at once.

Case

One run through a process, for example a sales order or a purchase order.

Company

Your separate data set in Ordyse, with its own database.

Confidence

How sure Ordyse is about a suggestion: from 90% “very confident”, from 75% “confident”, below that “please review”.

Connection

Ordyse’s access to the mailbox or ERP, with credentials stored encrypted.

Demo mode

Operating mode in which approvals are only logged. Nothing is sent or posted.

Early payment discount

A deduction for paying within a deadline. Invoice verification shows invoices whose discount deadline ends soon.

Exception

A sales order that doesn’t go through because of price, item, date, credit limit or missing details.

Field mapping

A one-time definition of which field and which code in your SAP system means what. The AI suggests, your team confirms.

Follow-up

Set a case aside until a date.

History

All steps of a case or item with time and source.

Item

An entry in an app’s work list, such as a blocked invoice.

Transitions (slider)

Map slider that hides rare paths, formerly “Level of detail”. All the way to the right, it shows every path.

Median

The middle value: half the cases are faster, half are slower. Not skewed by outliers.

OCEL 2.0

Open standard for object-centric process data. Ordyse imports and exports in it.

Ordyse package for SAP

Optional read-only extension for SAP that delivers exact timestamps and supplier confirmations.

p90

9 out of 10 cases are faster than this value.

Pattern

A root cause that repeats across many cases, such as a price missing in the ERP. See Recurring root causes.

Process

A flow such as “Sales: Order to cash”, assembled from the documents in the ERP and mailbox.

Process map

Picture of a process: steps as boxes, transitions as arrows with frequency or duration.

Query

Email to a customer, supplier or credit management. The item then waits for a reply.

Suggestion

A ready-prepared next step, as option A (recommended) and, where available, option B.

Sync

Ordyse fetches new emails and documents from the mailbox and ERP, every 5 minutes or with “Sync now”.

Target flow

The intended path through a process. Steps marked “optional” may be missing.

Task in the ERP

Result of an approval when the ERP doesn’t accept changes from outside. Ordyse shows what to post.

Throughput time

Time from the first to the last step of a case, given as the median.

Time window

How far back Ordyse syncs documents in SAP, 60 days by default.

Variant

A specific sequence of steps. Cases with the same sequence belong to the same variant.

XES

Widely used file format for event logs from process mining tools.