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Manufacturing document management with automated collection & validation
When procurement chases paperwork across 1000s of orders, hours vanish to follow-ups and missing or expired documents slip through - leaving goods sitting idle. Kavida’s agent requests, validates, and files every required document on time.
Why manual document management stalls procurement
Hours lost chasing paperwork
Procurement spends hours every week following up with suppliers for missing or incomplete documents.
Errors in validation
Manually checking each file for accuracy, expiry, and compliance leads to missed issues, only caught when goods arrive.
Goods delayed and idle
Without timely, validated documentation, goods can’t be cleared, creating dock holds, idle inventory, and delayed production.
Kavida reads each PO and line item, determines exactly which documents are required, collects them ahead of delivery and pushes validated files back to ERP.
Maps material/part/supplier attributes to requirements (CoC, MTR, RoHS/REACH, PPAP, FAI, MSDS, test reports).
Follows up with suppliers on your chosen cadence and milestones, considering partials, split shipments, and revised schedules.
The agent sends alerts to the relevant user if suppliers fail to send their documents by a specific due date,
Checks incoming documents for expiry, signatures, part/heat/lot, standards, quantities/UoM, and aligns against PO/GRN/invoice.
It flags mismatches with reason codes (price variance, quantity short/over, missing GRN, duplicate invoice) and routes alerts via Email or Teams/Slack to the relevant user.
Key capabilities that drive results
Automated supplier follow-ups
Agent dynamically maps document requirements for each order and automatically follows up with suppliers for missing files.
Manage by exception with alerts
Get real-time notifications for missing, expired, or invalid documents so teams only act on true issues.
Push validated docs to ERP
Approved and verified documents are instantly written back to ERP with full traceability and audit history.
What moves the needle for your business
On-time delivery performance
Early document validation ensures shipments and production stay on schedule, preventing last-minute delays and rework.
Lower inventory carrying costs
Fast document turnaround clears goods quickly through QA and receiving, freeing tied-up capital and floor space.
Consistent accountability
Standardised processes hold suppliers accountable and maintain compliance across plants, regions, and product lines.
Patti Humphreys
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