Document intake
Turn delivery-note PDFs into ERP-ready data with human review
A PDF is a convenient common entry point for suppliers, but the document alone is not an approved ERP record. The useful gain is to move people from repetitive re-entry toward checking the fields that matter.
Define the fields and the source first
Start with the minimum fields needed for the existing import path: document number and date, purchase order, item code and quantity. Record where each proposed value came from in the PDF. This makes a reviewer able to compare the proposal with its source instead of accepting an opaque table.
Supplier formats vary. A field can be absent, ambiguous or inconsistent with an order. Treat these as review cases rather than silently filling a value from a guess.
Keep confidence and provenance visible
The Inbound AI Handler use case presents extracted values with confidence and source context. Low-confidence fields and mismatches need a clear status so the reviewer knows what requires attention. A proposed value remains proposed until a person resolves it.
The interface should preserve the document and the review decision in the same context. That lets the team explain why a row was corrected or held back without turning the PDF into an untraceable input.
Export only after a deliberate check
A reviewable CSV can match the import format of the ERP already in use. The export is a preparation step: it does not imply that the ERP accepted the data, that the delivery was approved or that stock was updated.
Choose a small group of real document shapes and compare the output with the original PDFs before considering a wider rollout. The check should include missing pages, repeated item lines, units and purchase-order references.
Measure the work that changed
The relevant question is not whether a document was processed automatically. It is whether people spend less time copying stable fields and more time resolving genuine exceptions with evidence.
Before committing to an estimate, clarify the source documents, review responsibility and ERP import contract. Those details determine the useful first version and the limits that must be stated.
Checks for a first document sample
- Are document number, date, order, item and quantity available?
- Can a reviewer find the source of every proposed value?
- How are uncertain or conflicting fields held for review?
- Does the CSV match the existing ERP import contract?