The processing of documents is a central component of every supply chain. However, the increasing complexity of international processes means that manual processing is not only inefficient, but also prone to errors. Companies are faced with the challenge of processing large volumes of data from a wide variety of documents quickly and accurately. Delays or a lack of transparency can not only disrupt operational processes, but also jeopardize the trust of customers and partners and thus the company’s own competitiveness. In our Q&A, Jörn von der Fecht, Chief Digital Officer at SupplyX, explains how Artificial Intelligence (AI) opens up new possibilities in this important area.
What role does AI-supported document processing play in modern logistics? How does AI differ from conventional automation tools?
Jörn von der Fecht: AI-supported document processing means that modern algorithms are used to analyze, understand and process content from documents. In contrast to traditional tools that are based on fixed rules, Artificial Intelligence can react flexibly to new information, recognize patterns and continue to learn. That way it is enabled to not only recognize complex and unstructured documents such as freight documents, customs forms or master bills of lading (MBLs), but also to process them efficiently and assign them to a corresponding process.
It also eliminates the need to define rules in advance for every possible deviation. Thus, automated processing increases efficiency and creates a reliable basis for services such as Active Order Management by making relevant data available at an early stage.
Jörn von der Fecht, Chief Digital Officer at SupplyX
How does AI improve efficiency in document processing, especially in the logistics environment?
Jörn von der Fecht: The use of Artificial Intelligence offers specific advantages. Firstly, processing time is significantly reduced as manual checks and data entry are no longer necessary. Information is automatically extracted from documents within seconds – a process that previously took minutes or even hours. Secondly, AI minimizes human error as standardized algorithms deliver consistent results. And thirdly, AI enables a high scalability: while manual processes quickly reach their limits with large volumes of data, AI systems can easily cope with increasing requirements. This leads to a considerable acceleration and simplification of all processes in the logistics environment
What is a pre-alert splitter? Which technologies are used?
Jörn von der Fecht: At SupplyX, we use various technologies to optimize document processing, for example the Classifier, the Splitter and the Extractor. The Classifier specializes in automatically categorizing documents. For example, the tool recognizes whether the document is an invoice, a consignment note or a customs document and forwards it to the correct extractor. The pre-alert splitter breaks down large documents, in which different document types have been combined, into their individual components in order to then forward the content to the appropriate extractor. The extractor, for example the MBL-extractor, then processes the specified document and provides information such as container numbers or arrival data digitally, thereby enriching existing data.
These technologies work together to make document processing faster, more accurate and more reliable. The data generated can then be used directly for advanced reporting in order to gain valuable insights into delivery times, volume analysis and other key metrics. With the help of our digital platform, we are able to categorize and extract information from transport documents. This enables us to quickly generate a new level of information that can otherwise only be created through many manual steps
What does a typical workflow with AI look like? How are the tools mentioned used in practice?
Jörn von der Fecht: A typical workflow begins with the receipt of documents that are captured digitally – for example by email, upload or scanner. Our classifier then automatically categorizes the documents in order to assign them directly to the relevant processes. If we receive a document that combines different document types, the splitter categorizes the individual pages and forwards them to the extractor provided for this purpose. The extractor uses AI to recognize the relevant information in a document and makes it available in digital form, for example as JSON / XML, for further processing
If a predefined threshold value is not met during the extraction of information, the case is forwarded to an employee to verify the result of the extraction (human-in-the-loop, HITL for short). The result of this check is then fed back into the algorithm. Depending on the application, the data is afterwards transferred to an ERP or TMS system, for example. This automated process ensures virtually error-free document processing.
What challenges does AI solve in document processing?
Jörn von der Fecht: A major challenge is to make non-digital information, as for example contained in documents such as packing lists or BLs, available digitally – especially in the case of international documents, which are often unstructured or inconsistent. Here, the Classifier and Extractor, among other tools, ensure a precise and automated categorization and data extraction. Time pressure is also a constant issue, particularly in global supply chains. Automatic document processing therefore ensures that important information is provided quickly. AI also reduces human error, which can always happen with manual input. Overall, the use of AI creates greater reliability and accuracy.
How do customers benefit from these technologies and how does SupplyX support their implementation?
Jörn von der Fecht: The rapid automated processing of information from documents provides our customers with information that was previously only accessible with a great deal of manual effort. The high level of accuracy of the AI-supported systems helps to avoid delays or additional costs. The newly created transparency also supports customers in gaining early access to information that has a significant impact on their supply chain. This certainly increases planning reliability.
SupplyX initiates its entry into AI-supported document processing with a needs analysis: this step allows us to first identify the processes that are particularly time-consuming or error-prone. We then set up a pilot phase during which our AI tools are trained on specific documents and the processing is then tested thoroughly. Following successful testing, the solutions can be integrated into the existing systems and extended to other processes.
Mr. von der Fecht, thank you very much for the interview.
Further Q&As on the subject of logistics and Supply Chain Management
- What advantages does the China – Europe rail link offer for the transportation of goods?
- How does Supply Chain Visibility contribute to the optimization of logistics processes?
- How does the Booking Control Tower help to secure transportation?
- How do Bypass Solutions contribute to improved supply chain performance?
- Q&A: What role does document management play in supply chain optimization?
- How can companies benefit from Order Transparency?
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