Soluzione realizzata da Data Proget
Settore: Multisettore
Requiremenrt
The client, operating across multiple regions in Italy with numerous retail locations, needed a solution to automatically capture, read, and archive delivery notes starting from scanned documents.
In addition, once invoices were received, the system had to match each delivery note to its corresponding invoice, verify amounts, total costs, and payment methods, and flag any discrepancies.
Implementation
Each document is archived in the ARXivar Document & Workflow Platform, with key metadata automatically captured, such as DDT number, supplier, and any related purchase orders.
For selected suppliers, an AI-based recognition system has been implemented: it identifies the supplier and applies the most appropriate data extraction model, ensuring the correct information is captured and stored in ARXivar.
When invoices are received through ARXivar Invoice, they are automatically archived in the platform. Data is extracted directly from the invoice XML file and forwarded to the ERP system.
Within the ERP, the data is normalized according to existing master records. A matching process then compares delivery notes and invoices to validate pricing, totals, and payment terms.
The outcome of this validation is sent back via Web API and used to update document profiles in ARXivar.
This update triggers a workflow that evaluates the results:
- If everything is correct, the system generates a file enabling automatic posting in the accounting system.
- If discrepancies are found, the invoice is classified based on the type of issue detected.
At the same time, a dedicated procedure ensures continuous synchronization between the accounting system and ARXivar.
Results
By automating the management of delivery notes and invoices, the solution allows the client to efficiently handle the high volume of documents processed every day.
Key benefits include:
- Eliminating manual data entry for delivery notes
- Automatically matching delivery notes with invoices
- Reducing repetitive tasks and administrative workload
- Enabling faster intervention in case of discrepancies, with clear error and inconsistency reporting
Data Proget
Data Proget is an IT company and an ARXivar Silver Partner, known for delivering high-quality software solutions combined with expert consulting services, with the goal of helping organizations continuously improve the efficiency and effectiveness of their processes.
Over time, the company has developed strong expertise in the following areas:
- Document management;
- Business process management (Business Process Management – BPM);
- Digital archiving and compliance;
- AI-driven process management
offering advanced solutions for electronic document management, workflow automation, and process management.
Thanks to its extensive experience and well-established technological know-how, Data Proget positions itself as a reliable and strategic partner for companies looking to improve internal organization, optimize processes, and unlock new efficiency opportunities through advanced digital solutions.
- Call Now 335-1218162
