Which documents are a useful starting point?
Start with one frequent document type, a defined set of required fields and a known downstream process. Order confirmations, for example, can be checked for order numbers, delivery dates and line items. Avoid combining every document type and exception in an initial trial.
An example workflow
- 1
Assign incoming files to a document type and a specific business process.
- 2
Extract required fields and retain their locations in the original document for review.
- 3
Check results against mandatory fields, master data and business rules. Do not silently fill in missing values.
- 4
Route uncertain results to a responsible reviewer and record corrections and approvals.
- 5
Transfer approved data through an appropriate interface to SAP or another downstream workflow.
Questions to clarify before implementation
- Which document type and fields are in scope?
- May the sample documents be used for a trial, and who can access them?
- Which validation rules, master data and exceptions are known?
- Who resolves discrepancies, and where will that review happen?
- How will errors, acknowledgements and duplicate transfers be handled?
How to assess the result
Compare the proposed workflow with current processing. Measure correctly transferred fields, review time and the number of documents requiring fully manual handling. Extraction accuracy alone is insufficient if correcting the results remains cumbersome.
Limits and human responsibility
AI does not replace business review. Poor scans, unfamiliar layouts and missing information can produce errors. Integration depends on the document system, available SAP interfaces and access rights. Automatic posting is not an appropriate default for every process.
Frequently asked questions
Is this just optical character recognition?
OCR can be one component. A usable workflow also needs classification, business checks, approval and transfer into the destination system.
Must all documents have the same layout?
Not necessarily. Different layouts and exceptions need evaluation with appropriate examples. A narrow initial document type makes that assessment easier.
What does Collectum need for an initial assessment?
The current workflow, required fields, relevant systems and approved sample documents. Confidential documents should only be shared through an agreed secure channel.
How Collectum can help
We start by clarifying the current workflow, available information and system interfaces. An assessment can establish whether a focused prototype or another approach is appropriate.