Process Details

Input: Supplier compliance documents (PDF, JPG, PNG formats). Supplier master data from ERP.
Output: Updated supplier records with compliance status Up-to-date repository of supplier compliance documents Alerts for expiring or missing certifications
System: ERP System (e.g., SAP, Oracle NetSuite) - for supplier master data SharePoint Email Client (e.g., Outlook, Gmail)

Supplier Compliance Certificate Verification and Expiry Tracking

Supply Chain

Use Case Overview

An AI agent that automates the collection, verification, and ongoing management of critical compliance documents from suppliers, such as ISO certifications, organic certifications, conflict mineral reports, or social responsibility audits. It ensures that all suppliers meet compliance standards and that certifications are always up-to-date

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:

Document IngestionThe AI agent ingests new or updated supplier compliance certificates submitted by suppliers via a designated Email Inbox or as part of an onboarding workflow.
Data ExtractionThe agent reads the document (e.g., an ISO 9001 certificate PDF) and extracts key information from the unstructured format, including the supplier's name, certificate type, certificate number, issuing body, and, most importantly, the certificate's expiry date.
Data Validation & VerificationThe agent validates the extracted data by matching the supplier name to a record in the ERP System. It can also perform basic validation on the certificate format or, in advanced cases, check the certificate number against the issuing body's public database via web automation.
System of Record UpdateUpon successful validation, the AI agent updates the supplier's master record in the ERP System with the certificate details and expiry date.
Proactive Expiry Monitoring & AlertingThe agent monitors the expiry dates in ERP for all managed documents. It automatically triggers reminder notifications via Email to both the internal procurement manager and the supplier 90, 60, and 30 days before a certificate expires, requesting an updated document.

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

Business Impact in Production

With Kognitos, enterprise are revolutionizing operations and saving millions. Join them on this game-changing journey.

The company’s centralized approach to railcar management enables it to meet the dynamic needs of the rail industry, providing reliable and cost-effective solutions to its customers.

If you grew up watching satellite TV, chances are that Dish Network made it possible. Headquartered in Englewood, Colorado, Dish Network is known for its satellite television, pay-per-view services, and

Century Supply Chain Solutions Case Study on Kognitos

Top consumer retailers like Amazon, Abecrombie and Fitch, and other major players rely on the work and technology of Century Supply Chain Solutions, a global logistics and supply chain service

Ready to Redefine Your Back Office?

By Industry: