Delivery bill OCR: How to automate processing

With the use of advanced document AI and OCR technologyThe automatic recognition and digital archiving of delivery note data can optimize goods receipt. These methods, including Konfuzio's specialized delivery bill OCR, are essential and are becoming increasingly important in the API-based automation solution. The reason for this is clear: delivery bills are an indispensable and direct key in the world of trade and logistics.

Central role of delivery bills and their areas of application

These documents serve as silent witnesses in an extensive network of different industries. From the dynamic world of e-commerce to the precise manufacturing industry, delivery bills play a central role everywhere. The document enables accurate documentation and direct contact at goods receipt, both in retail and wholesale. They are essential for the accurate recording of freight in the logistics and for the accurate transmission of important products in the pharmaceutical industry and medical technology.

Delivery bills are therefore more than just simple documents.

They form an essential pillar for maintaining efficiency and transparency in the global supply chain and mark every step in the process. The transition from manual to digital, automatic and API-driven processes, such as the delivery bill OCR offered by Konfuzio, is a decisive step in this development.

Good to knowThis article also highlights the use of document AI and OCR technology in the context of SAP and other systems.

What is a delivery docket?

A delivery bill, also called delivery note or delivery docket, is a document issued when goods are transported from one place to another. It serves as proof that the goods were actually delivered and provides information about the nature and scope of the delivered goods. A delivery bill can also serve as an invoice if it contains the prices of the delivered goods.

In which business processes are delivery bills required?

Delivery note documents are commonly used in a number of business processes in companies, e.g:

  • Warehousing and inventory managementDelivery bills are used to track the movement of goods in and out of warehouses and update stock records accordingly.
  • Purchasing and supplier managementDelivery bills are used to confirm the receipt of orders from suppliers and to match them with the corresponding purchase orders.
  • Shipping and logisticsDelivery bills : Delivery bills are used to document the handover of goods from the sender to the carrier and to provide the recipient with proof of delivery.
  • Sales and customer serviceDelivery bills : Delivery bills are used to confirm that orders placed by customers have been fulfilled and to document the goods delivered.
  • Accounts payable and financeDelivery bills can be used to create invoices for delivered goods and services and to reconcile payments with the corresponding invoices.
  • Quality control and assuranceDelivery bills : Delivery bills can be used to document the inspection and testing of goods on receipt to ensure that they meet the required quality standards.

A delivery bill OCR scanner offers these advantages

Delivery bill scanners with Optical Character Recognition (OCR) technology are commonly used in business processes such as warehousing, inventory management, purchasing and supplier management, shipping and logistics, sales and customer service, accounts payable and finance, and quality control. With these scanners, companies can quickly and accurately capture the information on delivery bills, reducing the risk of errors and streamlining various business processes. Delivery bill scanners with OCR technology can extract text and data from delivery bills, making it easy to integrate the information into digital systems and workflows.

This saves time and improves the efficiency of various business processes that rely on delivery bills.

The use of AI offers these advantages

There are several ways in which companies can artificial intelligence (AI) to automate the processing of delivery bills:

  • Optical character recognition (OCR)Using OCR technology, text and data can be extracted from delivery note documents and converted into a digital format that can be easily processed by a computer.
  • Automation of data entryWith the help of AI, relevant information can be automatically extracted from delivery bills and inserted into the corresponding fields of a digital database or system.
  • Automation of work processesWith the help of AI, delivery bills can be automatically routed to the appropriate people or departments for review and approval, streamlining the processing of these documents.
  • Fraud detectionAI can be used to analyze delivery bills for patterns or anomalies that indicate fraudulent activity, enabling companies to prevent losses due to fraud.
  • Optimization of the supply chainAI can be used to analyze delivery note data and other supply chain data to optimize the flow of goods and increase efficiency.

Digitize delivery bills

What is meant by the Digitization of delivery bills? The digitization of delivery bills refers to the conversion of paper delivery bills into digital form. In principle, all documents can be digitized: purchase receipts, contracts, invoices, annual financial statements, personnel files and more.

What is the difference between digitized and structured delivery bills?

There is an important difference in how documents are stored and available in the company. Either they are only available in digital form or in structured form. You can also determine the degree of digitization of a company based on the proportion of structured data. Basically, the more data that is stored in structured form, the better!

Unstructured data

Unstructured data is, for example, images, documents or objects from which the data cannot be read easily. Programs cannot access this data to enable an application based on it. A classic example is scanned documents that are stored but cannot be read by other systems or machines. Reason: The structure is always different.

Structured data

In contrast, structured data is available in a standardized form. They are stored in databases so that database queries or applications based on them can be performed.

Structured data offers these advantages

  • The delivery address, for example, no longer has to be typed in manually, but the content is automatically generated from the IDP Software recognized and stored in a database. This way, other workflows can automatically access this address.
  • Employees save time when processing delivery bills. The user does not have to enter the address.
  • Checking and matching to the order can be automated by the automatically recognized structured information.
  • Data structuring can also better ensure that delivery bills are up-to-date and not duplicated.

What is the difference between ERP and DMS systems?

Although DMS systems store documents in a database, the data stored within the document can at best be retrieved using the search function. DMS systems therefore often offer only unstructured data. ERP systems, on the other hand, can be understood as a database for structured information.

IDP Software uses the latest technologies, for example, to automatically find the case-relevant information in delivery bills, store it in a structured way and thus enable further processing in the business context. IDP Software is a link between the DMS system and the ERP system and uses the latest building blocks from Natural Language Understanding, Machine Learning, Text Mining and AI. This reduces costs, increases quality and speed, and prepares a better basis for decision-making.

Efficiently automate delivery bills with AI models and OCR

Increase your organization's effectiveness with Optical Character Recognition (OCR) and data extraction for delivery bills. Process delivery bills securely and automatically.

How is a delivery bill processed automatically?

  1. Upload delivery bills

    The first step is to submit the delivery bill to our API. Usually this is done via mobile app, email, FTP or web application.

  2. Image to text using OCR

    Once an image or PDF is received, our engine converts it into a TXT file. In this step, all the text is extracted from the document, but not yet structured.

  3. Parse structured data as JSON

    The delivery bill parser takes the TXT obtained from the OCR and, using machine learning, converts it into structured JSON to. The JSON is then returned as output from the API. From here, the delivery bill can be easily processed in your database. Whether you are processing delivery bills for international shipping, managing large construction and industrial projects, or compliance controls, Konfuzio is here to help. 

The delivery bill OCR recognizes these fields

The information that a delivery bill must contain depends on the particular company and the type of goods delivered. However, some common fields of information that may be included in a delivery bill are as follows

  • Information about the senderThis may include the sender's name, address and contact details.
  • Information about the recipientThis can contain the name, address and contact details of the recipient.
  • Date of deliveryThe date on which the goods were delivered.
  • Description of the goodsA detailed description of the goods delivered, including quantity, size, weight and other relevant details.
  • Type of deliveryThe method by which the goods were delivered (e.g. by truck, by air, by ship, etc.).
  • Tracking numberA unique identifier that can be used to track the movement of goods.
  • SignatureA signature of the consignee or a representative of the consignee confirming receipt of the goods.
  • Additional notesAny additional notes or comments on the delivery, such as special instructions or problems encountered during the delivery process.

Documents AI can in principle extract all data fields from a delivery bill. To give you an idea, we list some examples:

  • Receipt date
  • Delivery note number
  • Name and address of the buyer
  • Name, address and contact address of the seller
  • Buyer's order number (PO#)
  • Order date
  • Delivery date
  • Description and code of the goods
  • Quantity ordered and delivered
  • Posting line details
  • Reordered goods
  • Comments or special features
  • And many more fields

The extracted data fields can be customized for each customer. Additional fields can be extracted on request. You can find a detailed presentation on the page of the Software easybill. In addition, duplicates can be automatically detected and Delivery bill automatically rotated be

This must be observed when processing delivery bills automatically

Information from delivery bills can be relevant in diverse processes and workflows. To enable a high level of automation, users often ask themselves the following questions:

Can the document AI recognize different languages?

Yes, the AI can recognize different languages and offer them automatically.

Can delivery bills with different formats be recognized?

Yes, PDF scans are particularly suitable.

Can multiple formats be processed?

Yes, the document AI can handle different layouts.

Christopher Klee Avatar

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