Context & Problem

Most shipping notes (DDT) still arrive as PDFs or scans, in inconsistent formats and layouts. Manual entry into ERP/WMS causes delays in goods receipt, higher error rates, and bottlenecks during production peaks.

• Multiple formats, languages, and layouts from suppliers
• Frequent mismatches between orders and deliveries
• Slow ERP/WMS updates and downstream delays
• Overloaded admin teams and rising operational costs

The KAPTO Solution

KAPTO deploys proprietary AI Agents that understand any delivery note format, extract key data, match to open POs and goods receipts, and flag discrepancies, without templates or brittle rules.

1. Read any delivery note (PDF, image, scan, email attachment)
2. Extract key fields: PO number, supplier, item codes, quantities, dates
3. Match to open POs / GRNs
4. Route only exceptions to operators (HITL when strictly necessary)

Differentiators: template‑free extraction, adaptive learning, exception handling & escalation, cloud or on‑prem deployment.

Outcomes & KPIs

• +80% productivity in document handling
• 99.5% field extraction accuracy (including poor quality scans and handwriting)
• Near real‑time ERP/WMS updates (SAP, Oracle, Dynamics, AS/400, IBM i)
• Processing time reduced from hours to minutes

ROI & Business Case

Example calculation:

• Volume: 500,000 DDT/year
• Automation rate: 85%
• Payback ≈ 7 months

Implementation & Decision Workflow

• Assessment: readiness check to avoid digitizing inefficient workflows
• Go‑live: 4–6 weeks
• Integration: API, SFTP, email ingestion
• Systems: ERP (SAP, Oracle, Dynamics, AS/400, IBM i) and WMS
• Deployment: Cloud or On‑Premises depending on compliance and IT strategy

Best‑Practice Rollout

• Involve supply chain & IT stakeholders from the start
• Pilot with top 10 suppliers to validate variability handling
• Establish governance for exception handling and the feedback loop
• Plan change management to ensure adoption and trust in automation

Compliance & Localization

• EU GDPR compliant data handling and retention
• Process auditability and explainability for quality certifications
• Data residency options and on‑prem deployment for sensitive environments

Customer Insight

“Before KAPTO, we had a backlog of 1,200 DDTs per week. Now we process them all in 2 hours, no overtime.”said Head of Logistics Operations, EU manufacturer

FAQ

How can I automate DDT processing without templates?

Use template‑free AI Agents that understand document structure dynamically. KAPTO reads any layout, extracts fields, and matches to POs without pre‑defined rules.

Can AI handle handwritten or poor‑quality scans?

Yes. KAPTO’s extraction engine handles noisy scans and handwriting with high accuracy.

Does KAPTO integrate with legacy systems like AS/400?

Yes. We support integrations via secure file exchange and APIs for legacy and modern ERPs, plus WMS connectivity.

What happens when extraction fails or data is missing?

Exceptions are routed to an operator with full context; corrections improve future performance via the feedback loop.

Does KAPTO support 3‑way matching (PO–DDT–Invoice)?

Yes. Optional 3‑way matching enables automatic reconciliation across purchase orders, delivery notes, and invoices.

Glossary

• DDT: Documento di Trasporto (Shipping Note)
• OCR: Optical Character Recognition
• HITL: Human‑In‑The‑Loop
• Template‑free: extraction approach without predefined document layouts
• 3‑way matching: reconciliation of PO, DDT, and Invoice
• Extraction Schema: mapping fields from document to ERP/WMS

Call to Action

Book a 30‑minute walkthrough to see how KAPTO can process your supplier shipping notes end‑to‑end with minimal human intervention.

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