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Process Details

  • Inputs: Bank statements, General ledger transaction data
  • Outputs: Bank reconciliation report, List of outstanding items and discrepancies, Suggested journal entries for bank fees/interest
  • Systems: ERP Systems (e.g., SAP S/4HANA, Oracle NetSuite, Microsoft Dynamics 365),Epicor,Truckmate

Bill of Lading (BOL) Verification and Compliance Audit

Logistics

Use Case Overview

An AI agent that automates the auditing and verification of Bills of Lading (BOLs). It intelligently extracts data from various BOL formats, validates it against purchase orders, sales orders, carrier agreements, and actual shipment details, identifies discrepancies, ensures compliance with shipping terms and regulatory requirements, and flags issues for resolution, thereby supporting accurate freight payment and claims processing.

Challenges

  • High potential for costly errors from manual data handling.
  • Significant time and resources are spent on repetitive, low-value work.
  • The manual process is difficult to scale without increasing headcount.
  • Process bottlenecks lead to delays and missed deadlines.

Solution

This use case solution follows these general steps at a high level:

  1. Data AcquisitionIt retrieves bank statements (Excel) and transaction data from the ERP System's General Ledger.
  2. Transaction MatchingApplies pre-defined rules to match bank transactions with GL entries based on amount, date, reference numbers, and descriptions.
  3. Exception Identification & Categorization Identifies and categorizes unmatched items, outstanding checks, deposits in transit, bank fees, and interest.
  4. Automated Journal Entry SuggestionFor identified bank fees or interest, the AI agent can suggest journal entries to be posted in the ERP System.
  5. Reporting & ReviewGenerates a reconciliation report highlighting matched items, outstanding items, and exceptions, then routes it for review and approval.

Primary Benefits

  • Increase EfficiencyDramatically reduce the time and manual effort required to complete the process.
  • Enhance AccuracyEliminate human error to ensure data integrity and reduce financial risk.
  • Empower EmployeesFree your team from monotonous tasks, allowing them to focus on strategic work that requires their expertise.
  • Improve ScalabilityHandle growing volumes of work without a proportional increase in operational costs.
  • Ensure TransparencyMaintain a complete, auditable trail of every action the AI agent takes, described in plain English.

Related Use Cases

FAQ

How are BOL documents ingested by the agent? +

The agent is designed to fit your existing workflow. It can ingest BOLs from multiple sources, including:
Email Ingestion: Automatically monitors a dedicated email inbox where carriers or forwarders send documents.
System Integration: Connecting to your TMS to retrieve BOLs as they are generated.
Scanned Documents: Processing BOLs scanned by your shipping or receiving departments uploaded at a shared drive or SharePoint.

How does the agent handle our hazardous materials (Hazmat) shipments? +

The agent has a specific ruleset for Hazmat compliance. It automatically scans the BOL to verify that mandatory elements are present and correctly formatted, including: Proper shipping name and UN/NA number. Hazard class and packing group. Emergency contact information. Presence of a signed shipper’s declaration.

How does the agent handle signatures and endorsements on the BOL? +

While the agent cannot verify the authenticity of a handwritten signature, it can perform a critical compliance check: verifying the presence or absence of a mark in the required signature and date fields. A missing driver signature or consignee sign-off can invalidate the BOL as a legal document. The agent automatically flags any BOL where these required fields are blank, alerting your team to a critical documentation gap that could jeopardize a future claim.

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