The PDF upload function enables the automated reading of existing documents. The system extracts relevant data and automatically populates the corresponding fields, significantly reducing manual data entry efforts.

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Upload Process

The upload process consists of the following steps:

1

Open Document View

Navigate to the desired document type (e.g., dispatch notification or invoice) and click “Create.”

2

Select Upload Method

In the dropdown menu, choose between:

  • “Create Manually” for an empty input form
  • “Upload Document” for the PDF upload
3

Upload File

In the upload section, you have two options:

  • Drag & Drop the file into the designated area
  • Click “Upload File” to select a file from your computer

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Processing Additional Positions

The system automatically detects positions that are not part of the original order. These are displayed in a separate dialog, “Additional Items Detected.”

The following options are available:

  • “Keep All Items”: Retains all additional positions
  • “Discard All Items”: Removes all additional positions
  • Individual Selection: Use the dropdown menu in the “Action” column to selectively keep or discard specific positions

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Reviewing Extraction Results

After document extraction, the system displays an overview with color-coded markings:

  • Green: Successfully matched positions (corresponding between order and document)
  • Blue: Additional positions (e.g., free samples, unordered items)
  • Yellow: Missing positions (ordered items not found in the document)

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Processing Consolidated Shipments

For consolidated shipments (multiple orders in one document), the document must be uploaded separately for each included order.

Please follow these steps:

  1. Re-upload the document for each included order
  2. Select “Discard all items” for positions from other orders
  3. Keep only the positions belonging to the current order

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Data Verification and Finalization

After applying the extraction:

  1. Carefully review all pre-filled data
  2. Pay special attention to:
    • Shipped quantities
    • Delivery date (if not specified on documents)
  3. Complete missing mandatory fields (marked with *)
  4. Confirm by clicking “Send” after full verification

Use the automatic extraction as an aid, but always verify the data for accuracy before sending it to your trading partners.

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Next Steps

After a successful upload, you can:

  • Send the document to your trading partner
  • Generate follow-up documents such as invoices if needed
  • Track the document status in the overview

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