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Supplier Document Extraction &Completeness Checks

Automatically verify supplier documents are complete and compliant and extract key fields, so materials are not blocked at receiving and quality teams don't waste time chasing missing paperwork.

CORE PROMISE
IntakeExtractValidateException-routeApprove/ReleaseTrack

(Fewer holds, fewer delays)

Best For:
Supplier Quality (SQE)
Incoming Inspection
Procurement Ops
Compliance
Production Support

Common pain points we solve

Quality issues don’t arrive neatly. They come through:

Supplier documents arrive in mixed formats (COAs, test reports, compliance certs, PPAP, MSDS, packing lists)

Rejecting and requesting resubmissions via long email threads

Manual checking of required fields

Matching docs to part numbers, lots/batches, and POs

Production delays because materials are on hold waiting for paperwork

Docs are often incomplete or inconsistent

Where this fits

Ideal starting scope for a pilot implementation

Teams Involved

  • SQE (Supplier Quality Engineering)
  • Incoming Quality
  • Receiving
  • Procurement Ops
  • Compliance

Channels

  • Email attachments
  • Supplier portal uploads
  • Shared drives

Ideal Pilot Scope

  • 10–20 required fields per document type
  • 1 exception workflow: reject/hold → request fix → approve → release
  • 2 document types causing the most holds (ex: COA + compliance cert)

Inputs & Outputs

What goes in and what comes out

Inputs

  • Documents

    COA, test reports, compliance certs (RoHS/REACH), PPAP docs, MSDS, packing lists

  • Formats

    Scanned PDFs, digital PDFs, images, Excel

  • Optional reference sources:

    • Part master
    • Spec limits
    • Approved revision list
    • Supplier directory
    • PO / receiving data

Outputs

  • Structured extracted fields (JSON / CSV)

  • Pass / Fail compliance result with reason codes

  • Exception cases with missing-field checklist

  • Supplier follow-up email drafts (optional)

  • Approval / release record with audit trail

  • Dashboards:

    • Supplier doc quality trends
    • Holds avoided
    • Cycle timer

What we extract (Example Fields)

This is where your platform looks enterprise-grade

Identification

  • Part number & description
  • Lot / batch / heat number
  • Supplier name & supplier ID
  • PO / shipment reference

Quality & Compliance

  • Test results (key measurements)
  • Spec limits / acceptance thresholds
  • Document revision / version
  • Date of manufacture / test date
  • Signatures / stamps (where required)
  • Compliance flags (RoHS / REACH)

Validation Rules

This is where your platform looks enterprise-grade

Completeness Examples

  • • COA must contain:Part no, lot, test date, key measurements, pass/fail, signature
  • • Compliance cert must contain:Applicable standard, revision, supplier declaration, expiry (if any)

Validation Examples

  • Lot exists / matches receiving record (if reference data available)
  • Part matches PO / ASN
  • Measured values within spec range
  • Revision matches approved revision list
  • Dates valid (not expired, test date within allowed window)

The Workflow

Step-by-step automation from intake to tracking

Step 1

Intake

Supplier uploads or emails documents

Step 2

Preprocess

Handle scans/photos, split pages, quality checks

Step 3

Extract

Pull key fields: part number, lot/batch, supplier, spec values, dates, revision, and PO reference.

Step 4

Check & Validate

Verify required fields are present and apply tolerance checks (spec ranges), revision validity, expiry dates, and signatures.

Step 5

Exception Route

Create a case with missing items and reason codes and route to supplier or SQE owner.

Step 6

Approve / Release

Once valid, mark as "approved" and release material or workflow step.

Step 7

Track

Track supplier compliance performance, holds, cycle time, and repeat failures.

What ApexIQ Delivers

Doc Types + Field Maps

For selected supplier documents

Approval/Release Record

Audit-friendly outcome logging

Extraction Pipeline

Robust to layout variation

Optional Follow-up Automation

Supplier request templates + missing items list

Exception Workflow

Reason codes, ownership routing, SLA timers

Completeness + Validation Engine

With rule configuration

Dashboards

Doc quality by supplier, holds, cycle time, top failure reasons

Monitoring

Drift detection for new supplier formats

Integrations & Data Sources

We integrate based on your stack

Email

  • Outlook/Microsoft 365
  • Gmail/Google Workspace

Workflow/ticketing

  • Jira/ServiceNow
  • Internal QMS workflow

Systems of Record

  • ERP (PO/receiving), QMS
  • PLM (specs/revisions)

Storage

  • SharePoint/Drive/S3-style
  • Repositories

Reference Data

  • Part master, supplier master
  • Approved rev list

Accuracy & Safety Controls

Built-in safeguards and quality measures

Confidence scoring per field and document

Auto-approve only above threshold + passing validation

Human review lane for low confidence or borderline spec values

Strict rule gating (prevents wrong approvals)

Full audit trail: original doc, extracted fields, validations, reviewer actions

Supplier-facing clarity: exception case shows exact missing/failed items

Honest positioning

Reduces manual checking and supplier chasing dramatically.

Edge cases still go to review (controlled, not ignored).

Pilot Plan (2–4 Weeks)

A proven timeline to get you to production

W1Week 1

Scope & Checklists

  • Choose 2 doc types and required fields
  • Collect sample docs across top suppliers
  • Define what 'approved' means per plant/program
W2Week 2

Build Extraction & Validation

  • Implement preprocessing + extraction
  • Configure completeness + validation rules
  • Build exception cases + reason codes
W3Week 3

Shadow run + Tuning

  • Run parallel to current review process
  • Tune for supplier format differences
  • Improve false fails / false passes
W4Week 4

Integrate & Operationalize

  • Push outputs into QMS / ERP workflow
  • Add dashboards + runbooks
  • Expand to 1-2 more suppliers or doc types

Pilot KPI Targets

Reduction in "materials on hold due to docs"
Review time per document reduced
Supplier follow-up volume reduced
Cycle time to approval / release improved
Exception reasons distribution (what suppliers get wrong)
Accuracy of extracted key fields (part / lot / spec values)

What We Need From You

Client checklist to kick off the pilot

1
150–300 sample docs per doc type (anonymized)
2
150–300 sample docs per doc type (anonymized)
3
Spec limits / approved revisions data (if available)
4
Supplier list + mapping rules (optional but helpful)
5
Workflow destination (QMS / ticketing)
6
One SQE / quality owner + reviewer for weekly tuning

Want fewer receiving holds and faster supplier compliance without manual document chasing?

Book a consultation or request an assessment—we'll recommend the best first workflow to pilot.