Every material shipment arrives with an invoice, a delivery note and a declaration of conformity, the purchase order sits in Business Central, SAP Business One or NetSuite, and during an audit it turns out that the certificate in the SharePoint folder is assigned to the wrong batch. The solution recognises the documents, checks them against the ERP order and the validity of certificates, and only approved entries reach the books.
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For a manufacturer, a material shipment means not only an invoice and a delivery note but also conformity documents: a CE declaration, a material certificate to an EN standard, the manufacturer's test report. The purchasing department receives them by e-mail or with the shipment and saves them in a SharePoint folder by supplier, the purchase order sits in Business Central, SAP Business One or NetSuite, and accounting keys the invoice into the same ERP separately, without linking it to the certificate. When a customer or auditor asks you to prove which batch a product was made from and whether its certificate was valid, a search through folders begins. More often, an outdated or missing certificate is noticed only after the material has already been used.
We implement document recognition with an integration into Business Central, SAP Business One or NetSuite. Invoices, delivery notes and conformity documents from the mailbox or scanner enter a single flow. Recognition extracts invoice lines, quantities and prices, and from declarations and certificates it takes the material designation, the standard, the batch or heat number, the issue date and the validity. The solution then checks three things: whether the invoice and delivery note match the purchase order in the ERP, whether each order line that requires a certificate under your rules has one, and whether the certificate is assigned to exactly that batch and is valid. Missing, outdated or mismatched documents are flagged to the purchasing department with the specific line, so the supplier can be asked before the material enters production. Reconciled documents are prepared as a purchase invoice entry in the ERP with the status "awaiting approval" and with the certificates linked to the batch in the SharePoint library, and an accountant approves. Nothing reaches the books without approval. Documents are processed in MDP CLOUD's cloud in Lithuania (EU) or in your Microsoft 365 tenant, and each batch's document set is visible in a log for audit purposes.
Four steps from input to a record in your system, with human approval wherever there is risk.
The flow watches the purchasing and invoice mailboxes and the scanner folder. Each document is recognised by type (invoice, delivery note, declaration, certificate) and linked to the supplier and the purchase order in Business Central, SAP Business One or NetSuite.
Recognition extracts the invoice lines and certificate data. The solution matches the lines to the purchase order in the ERP, checks that the lines requiring a certificate under your rules have one, assigned to that batch and still valid, and records the batch number against the item.
Reconciled documents are prepared as a purchase invoice entry in Business Central, SAP Business One or NetSuite with the status "awaiting approval" and a link to the certificates in the SharePoint batch folder. The accountant reviews, corrects if needed and approves. Only approved entries reach the books.
Missing, outdated or wrongly assigned documents land in the purchasing department's list in Teams or by e-mail, with the ERP order line and the supplier for the enquiry. We maintain recognition for new suppliers and certificate formats.
Recognition for invoices, delivery notes, CE declarations and material certificates from the mailbox and scanner, tuned to your suppliers, with linking by the ERP purchase order.
A table agreed with the purchasing and quality departments: which materials need which documents, how validity is checked and how batches are assigned in the ERP.
Prepared purchase invoice entries in Business Central, SAP Business One or NetSuite with linked certificates, an approval step for the accountant and a gap list for the purchasing department.
Each batch's document set in SharePoint with traceability to the ERP entry for audits and customer enquiries, and our support for new formats.
Document recognition + a Business Central, SAP Business One or NetSuite purchasing integration through an API or import files, and a certificate library in SharePoint. We choose the integration method for your ERP version after a check. See the service page for details and limits.
We connect Business Central and SAP Business One through their APIs, NetSuite through its API or an import, depending on the version. We read purchase orders and create invoice entries only with the status "awaiting approval". We choose the integration method after a check, and we do not claim an official partnership with these vendors.
No, it checks documents, not material: whether the certificate exists, is valid, states the right standard and is assigned to that batch in the ERP. Physical conformity and incoming inspection are carried out by your quality department under its own procedures.
Yes, we often start by matching invoices and delivery notes to the purchase order in Business Central or SAP Business One, and add conformity document checks and the SharePoint batch library in a second stage, once the certificate rules have been agreed with your quality department.
Maintenance logs are kept in SharePoint or Excel, and Teltonika and PLC counters track operating hours, but nobody reads them until a machine stops.
Nonconformance reports arrive from Microsoft Forms, shift logs and e-mails, and the quality manager retypes them into Excel to see trends.
Customer orders arrive in Outlook as e-mails, PDFs and Excel attachments in different formats, and a sales rep retypes each one into Business…
An operator looks for the process sheet in a SharePoint folder by the machine, or asks the foreman, who gives the same answer for the tenth time…
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