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Document Completeness Checks & Exception Routing

Automate verification of incoming supply-chain documents and route missing or incorrect items into structured exception workflows.

CORE PROMISE
IntakeCheck completenessValidateException-routeTrack

(Fewer stalls, fewer follow-ups, faster processing)

Best For:
Supply chain ops
Inbound Logistics
Vendor Compliance
Warehouse Receiving
Procurement Ops

Common pain points we solve

A big percentage of supply-chain delays happen because documents are missing or wrong:

Delivery paperwork missing site/location references

Compliance certificates missing fields/expiry

Packing lists missing SKUs/quantities

Invoices missing PO numbers

ASNs don't match POs

Request missing attachments

Re-check repeatedly

Clarify values

Delay receiving, payment, or release to production

When docs are incomplete, teams do manual back-and-forth:

Where this fits

Ideal starting scope for a pilot implementation

Teams Involved

  • Receiving
  • Vendor compliance
  • Procurement ops
  • Inbound logistics
  • Accounts Payable (optional)

Channels

  • Email + attachments
  • PDF / Excel files
  • Shared inboxes
  • EDI exports (where applicable)

Ideal Pilot Scope

  • 2–3 document types causing most delays
  • 10–20 required fields per document type
  • 1 exception routing workflow (with owners + SLA)

Inputs & Outputs

What goes in and what comes out

Inputs

  • Documents

    ASN, packing list, invoice, compliance certs, shipping docs

  • Formats

    PDFs, scans/photos, Excel, portal exports

  • Reference sources

    PO master, vendor master, site master, item master (optional)

  • SOPs & escalation matrix

    Rules for ownership and handling exceptions

Outputs

  • Pass / Fail status with reason codes

  • Structured extracted fields (JSON / CSV)

    Match, deviation, or missing information

  • Exception case with:

    Missing fields checklist, Suggested follow-up template, Owner assignment + SLA timer

  • Dashboard & visibility

    Failure reasons, vendor performance, processing time

Document Types We Process (high ROI picks)

Pick based on your business, but these are common winners

ASN + Packing List Completeness

Reduces receiving delays

Invoice Completeness

Prevents payment delays

Compliance Certificates

Avoids vendor onboarding and release delays

Shipping Labels / BOL Equivalents

Improves inbound logistics coordination

Validation Rules

This is where your platform looks enterprise-grade

Completeness Examples

Packing list:

Must contain PO/ASN, vendor, site, SKU lines, quantities, shipment date

Invoice:

Must contain PO number, vendor, total, line items, tax breakdown (if required)

Compliance cert:

Must contain cert type, expiry date, lot/batch, issuer

Validation Examples

PO exists in master system
Vendor matches PO vendor
Site code valid
Quantity totals within tolerance
Expiry date not past allowed window
Format checks (dates, IDs, required patterns)

The Workflow

Step-by-step automation from intake to tracking

Step 1

Intake

Doc arrives from email, upload, shared drive, or portal export.

Step 2

Preprocess

Split pages, run quality checks, and handle scanned or photo-based documents.

Step 3

Extract

Pull key fields such as PO/ASN, vendor, site, SKUs, quantities, and dates.

Step 4

Check & Validate

Verify required fields exist and apply consistency rules like totals, format checks, and expiry dates.

Step 5

Exception Route

Create an exception case with reason codes and a missing items checklist.

Step 6

Publish

Mark document as "ready" and push structured data to downstream workflows.

Step 7

Track

Track reason trends, vendor patterns, backlog aging, and cycle time.

What ApexIQ Delivers

Doc set configuration

Selected doc types + field maps

Exception workflow

Reason codes, owner assignment, SLA tracking

Completeness + validation rules engine

Extraction pipeline

Robust to format variation

Structured outputs

JSON/CSV + mapping to your systems

Monitoring

Drift/layout-change detection and alerts

Dashboards

Failure reasons, vendor trends, backlog aging

Follow-up automation

Draft vendor email with missing items list

Integrations & Data Sources

We integrate based on your stack

Email

  • Outlook/Microsoft 365
  • Gmail/Google Workspace

Storage

  • SharePoint
  • Drive
  • S3 style repositiories

Systems of Record

  • ERP (SAP/Oracle)
  • WMS
  • Procurement Tools

Ticketing

  • Jira & Service now
  • Fresh desk/Zendesk
  • Internal

Data Validation

  • PO
  • Vendor /Site
  • Item master(API/Export)
Background Overlay

Accuracy & Safety Controls

Built-in safeguards and quality measures

Confidence scoring per field and per doc

Human review lane for ambiguous documents

Auto-pass only above threshold; otherwise route to review

Audit trail: original values + corrected values + reviewer + timestamp

Exception queue with reason-coded failure categories

No hidden failures: every "fail" creates a traceable case with next steps

Honest positioning

Target high straight-through processing for routine docs

Edge cases are controlled via exceptions.

Pilot Plan (2–4 Weeks)

A proven timeline to get you to production

W1Week 1

Define Doc Scope + Checklists

  • Choose 2–3 document types
  • Define required fields + tolerances
  • Collect sample documents across vendors/formats
W2Week 2

Build Extraction + Rules

  • Implement extraction + completeness checks
  • Add validation rules + exception reason codes
  • Build output schema + exception case format
W3Week 3

Shadow + Tune

  • Run parallel to current workflow
  • Identify top failure patterns (vendor formats, missing fields)
  • Tune extraction and checks
W4Week 4

Integrate + Rollout

  • Route exceptions into ticketing/workflow tool
  • Add optional follow-up automation templates
  • Deliver dashboards + runbooks

Pilot KPI Targets

90% docs auto-validated (“pass”) without manual review
Exception rate + top missing-field reasons
Cycle time reduction (time to “ready for receiving/payment”)
Reduction in manual follow-ups
Vendor performance insights (repeat offenders)
Backlog aging and SLA improvements

What We Need From You

Client checklist to kick off the pilot

1
150–300 sample docs per selected type (anonymized)
2
Required field checklists + tolerances
3
Reference data exports/API (PO/vendor/site/item) if available
4
Exception ownership rules + SLA expectations
5
Ticketing/workflow destination for exceptions
6
One ops owner + reviewer for weekly tuning

Want supply chain docs that don't stall operations?

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