Universal intake · PO / SO / CoA / Invoice
AI document intake for supplier, customer and lab documents.
Drop in a document, review the extracted fields and confirm where it belongs.
One inbox, every format
PDF, image, EDI 850/856/810, XML, structured email — one intake with document classification on arrival.
Extract, Then Match
Extracted fields are matched to the open PO, SO, lot or invoice — no separate step for the clerk to key in a reference.
CoA → receiving inspection
CoA test results feed the receiving inspection record; specs are compared server-side and results are prepared for QC disposition.
What goes wrong today3 common problems
Every document type has its own inbox
PO acknowledgements, CoAs, invoices, packing lists — each channel has its own clerk, its own error rate, its own backlog.
CoAs Delay QC Release
Supplier CoAs arrive as PDFs that a QC analyst rekeys into the receiving inspection record. Release waits on typing.
Invoice matching is manual
3-way match (PO / receipt / invoice) is a spreadsheet reconciliation. Payment delays and duplicate payments follow.
Everything V5 does here5 capabilities
One inbox, every format
PDF, image, EDI 850/856/810, XML, structured email — one intake with document classification on arrival.
Extract, Then Match
Extracted fields are matched to the open PO, SO, lot or invoice — no separate step for the clerk to key in a reference.
CoA → receiving inspection
CoA test results feed the receiving inspection record; specs are compared server-side and results are prepared for QC disposition.
3-way invoice match
PO, receipt and invoice matched with tolerance rules; only exceptions route to AP for review.
Full Source Retention
Original document retained; every extracted field carries provenance to the source region for audit and dispute.
How it works, step by step5 steps
The universal intake goes live in four weeks with modest tuning.
- Channels Connected. Email intake, portal upload and EDI drop wired to the intake bus.
- Master Data Anchored. PO / SO / lot / supplier data anchored so matches can happen.
- Exception Routes Set. Exception type → owner routes defined.
- Straight-Through On. Auto-post enabled for clean documents; exceptions queued.
- Tune Thresholds. Auto-post rate reviewed monthly; thresholds tuned per document type.
What to look for when choosing
Universal intake succeeds when the extractor is layout-agnostic and the matcher is honest about exceptions. Criteria that separate the two.
Layout-Agnostic Extraction
Does it need a per-supplier template or does it learn on the first sample? Layout-agnostic; adapts on first sample.
Matching to Live Records
Does the extractor match against your live PO / SO / lot data, or leave matching to the clerk? Extraction and matching are one step.
Exception Routing
Are exceptions routed to the right team by exception type? Exception type drives routing.
Source Retention
Is the original document retained and linked to every extracted field? Source retained and linked field-level.
Multi-Lot / Multi-Line Handling
Are multi-lot CoAs and multi-line invoices split correctly? Split at ingestion, each line matched independently.
Straight-Through Processing Rate
What fraction of clean documents post without human touch?
V5 Compared with Other Approaches
Universal intake vs a data-entry team and vs template-OCR tools.
| capability | spreadsheet | legacy Qms | v5 |
|---|---|---|---|
| Layout independence | N/A | No (per-template) | Yes |
| Live matching | Manual | Separate step | Native |
| Exception routing | None | Single queue | By exception type |
| Source retention | Filed in email | Attached to record | Linked field-level |
| Multi-lot CoA | Manual split | Sometimes | Native split |
Regulations this supportsYour quality team stays responsible for compliance
Where regulations touch inbound-document handling.
21 CFR 211.84
CoA feeds receiving inspection with spec comparison at ingestion; QC has evidence to release without re-typing.
21 CFR 820.80
Receiving acceptance record built from CoA + inspection + PO with full source retention.
SOX §404
3-way match is systemic; overrides require attestation.
FSMA 204
Traceability records including lot-level documents are queryable and exportable.
Standards Referenced
- 21 CFR 211.84 (testing and approval of components)
- 21 CFR 820.80 (receiving, in-process and finished device acceptance)
- 21 CFR Part 11 (electronic records)
- FSMA 204 (traceability documents)
- SOX §404 (invoice controls, for public filers)
Common questions3 answers
- Does it work with supplier CoAs that change format every quarter?
- Yes — extraction is layout-agnostic. Once a new format arrives, the model adapts on the first sample; confidence scores drive whether the clerk reviews or the record posts directly.
- How is this different from RPA / template OCR?
- Template OCR breaks the moment a supplier tweaks a header. V5 uses layout-agnostic extraction and matches against your live PO/SO/lot data — the extractor doesn't need a per-supplier template.
- Does it handle multi-lot CoAs?
- Yes — a single CoA covering multiple lots is split and matched per lot, each with its own inspection record.