Business need and fit
Suppliers send procurement records as PDFs, scans, spreadsheets and multipage attachments. Staff must locate item descriptions, specifications, quantities and prices, then enter or compare them with order records. Different layouts, partial deliveries and alternative item names make this work more involved.
ASWORK develops document workflows that combine text recognition, information extraction and business rules. The result is a reviewable entry draft and discrepancy list with evidence from the original file. This scope suits recurring document processes with defined fields and accessible order or item master data.
From a delivery note to a reviewed record
For a delivery note against a partially fulfilled purchase order, the proposed workflow maintains the relationship between the source document and the business record.
- Upload the note, associate its purchase order and extract the supplier, reference and item lines.
- Match item codes, aliases and specifications, flagging ambiguous matches.
- Compare the current delivery, accumulated receipts and ordered quantities, showing missing fields and rule exceptions.
- Let staff check or correct the data against the source before approved records are submitted.
Key fields can link to their original document locations so reviewers can inspect the relevant evidence directly.
Development and integration scope
- File processing for agreed formats, scan conditions and table structures.
- Extraction of header fields, line items, units and dates under business templates.
- Item mapping, quantity relationships, amount checks and required-field validation.
- A review workspace with correction history, approval status and export options.
Interfaces can connect order lookups and record submission to procurement, warehouse or ERP systems. Duplicate uploads, batch relationships, unit conversion and retries need to follow the existing business rules.
Project scope and handover
The initial scope can cover one document type and a representative supplier group. Deliverables include the processing service, review workspace, field and rule configuration, interfaces, agreed source code and deployment materials.
Evaluation uses actual files, including poor scans, multipage tables and exceptional records. Field extraction, item matching and discrepancy detection are assessed separately. Operational comparisons can track review time, corrections and exception handling per document. A recognition confidence score does not replace business approval.
What to prepare
Provide redacted order and delivery-note samples, item dictionaries, unit rules, previous discrepancies and interface documentation. Explain partial delivery, returns, free items and quantity tolerances, as well as which fields require approval before submission.
Template expansion, historical data cleanup and third-party recognition charges are scoped where relevant. The supported document set is confirmed through sample evaluation and the acceptance list.
Frequently asked questions
Can scans and phone photos be processed?
Actual samples should be assessed. Blur, glare, obstruction, tilt and handwriting affect readable information. The scope needs accepted input conditions and a review path for unreadable content.
Can the application write directly to an ERP system?
That depends on the ERP interfaces, permissions and approval process. A common workflow prepares a draft, submits it after confirmation and records both submission results and duplicate checks.
What happens when a supplier changes its template?
The new layout is checked against the agreed field and format coverage. Some changes can be configured; new structures or business rules may require additional adaptation and regression checks.