Solutions · By industry
Orders, certificates and complaints handled with the rigour your products need.
Food and packaging producers receive orders from retail chains, certificates and specifications with every supplier lot, and complaints from customers. StencilFlow links certificates to the purchase order and lot, checks validity dates, spec limits and declarations, sends exceptions to QA and keeps a traceable record per lot.
What lands in the inbox
- Retail orders
- Certificates of analysis
- Complaint emails
- Weigh lists & CMRs
Read, checked against your data and handed off, with people deciding the exceptions.
The flow
From inbox to system, step by step
Every case follows the same visible path. Where a rule cannot decide, a person does.
- Mailbox
- Read
- Link to lot
- Check specs
- QA review
- ERP / QMS
Step by step
How it runs, step by step
A worked example with made-up names. Rules do the checking; people decide what the rules cannot.
- 1
Certificates arrive with the delivery
Each supplier lot comes with its own certificate of analysis, specification sheet or allergen declaration, often as a scan.
PDFCertificate of analysis, lot 24-118PDFSpecification sheetPDFAllergen declarationPDFOrganic certificateMeadowfield Dairy, delivery against PO 5530. Scans are read with AI.
- 2
Linked to the order and the lot
Each document is filed under the purchase order and lot number it belongs to.
PDFCertificate of analysisPDFSpecification sheetPDFAllergen declarationPO 5530 · lot 24-118
- Certificate of analysis
- Specification sheet
- Allergen declaration
- Waiting for: Organic certificate
- 3
Dates, limits and declarations checked
Your rules compare validity dates, spec limits and required declarations for every lot.
- Certificate valid on delivery datePass
- Measured values within spec limitsReview
- Allergen declaration presentPass
- Required certificates on fileReview
Human review - 4
Out of spec goes to QA
Expired or out-of-spec lots are held. QA sees the certificate beside the limit and decides.
Source
PDFCertificate of analysis, lot 24-118Read
- Lot24-118
- Moisture4.8 %
- Spec limitmax 4.5 %
Above spec limitRelease, hold or reject - 5
Released lots recorded and handed on
The decision and the lot data go to your ERP or quality system, with a traceable record per lot.
- Lot release in ERPStatus and certificate data
- Quality system recordOne record per lot
- Lot trace recordDocuments, checks and QA decision
Meadowfield Dairy, delivery against PO 5530. Scans are read with AI.
Before and after
Food & manufacturing, with and without StencilFlow
Today
- Order desks retype retailer orders
- Certificates checked by hand against batches
- Complaints copied into forms
With StencilFlow
- Retailer orders straight into the ERP
- Certificates linked to orders and lots, dates and limits checked
- Complaint forms filled and routed
Rules
Checks that run on every case
Your rules and reference data, applied the same way every time. Each outcome records which check passed or failed.
- Certificate valid and present per lot
- Measured values within spec limits
- Allergen declaration on file
Connects to
Hands off to the systems you run
- M3
- SAP
- Quality systems
Through an API, an import file or a mailbox. About actions and integrations
In practice
Every supplier invoice line checked against contract prices, surcharges and tiers before booking.
Related
Related solutions
Order intake
Orders from every customer, in every format, straight into your ERP.
ViewShipping & customs documents
Packing list, bill of lading, certificates and invoice: checked as one shipment.
ViewSupplier invoice control
Supplier invoices checked against the contract before anyone approves them.
View
Ready to look at your inbox?
Bring one process and a handful of real documents. We show you the path from inbox to decision, on your own data.