Sending a quality certificate: is it for this batch?

One shipment contains two batches

A customer receives the same product from two batches in one shipment, and both have approved certificates. The employee, though, picked the document from the previous delivery of that product, because with regular deliveries people go back to the last email or to a folder named after the product. The right choice needs to know what actually left the warehouse.

In a useful view, the employee opens the shipment and sees the IDs of both batches, with the right certificate next to each. They compare the marking in the document with the dispatch record, and the previous attachment matches neither of the batches sent. Next to it they have the recipient and the agreed place to deliver the documents, because the address from an earlier delivery may be wrong for the current order.

What certificate automation costs and when it pays back

The count covers the work around a case: searching, reading, writing and passing things on. What stays is the time to check the result, 15% of today's work in this scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a free test that takes 5 working days.

The scenario assumes 400 shipments a month with 8 minutes of finding and checking documents each. A batch mix-up costs more than that time, because it needs a correction at the customer's end.

How much can your current system prepare

Warehouse and quality systems often handle certificates of analysis matched to the customer and the batch. If your system already picks the right documents for a batch, the project focuses on handing them to customer service and recording the package that was sent. When the certificates sit in a separate repository, it has to be connected with the dispatch data. Matching a document by product, batch and customer can rest on plain rules. AI makes sense for customer requests written in different ways, which have to be read and assigned to a delivery. A portal where customers download documents themselves is covered in the post about a quality document portal.

Where to start with quality certificate automation

The first scope covers one product group and the flow of shipments. The warehouse names the source of dispatched batches, quality names the approved documents, and customer service explains how the recipient is set. Linking evidence to batches for complaints is described on the AI in quality control page. We build this kind of system as part of our AI automations. For the free analysis, a description of one case from the last few weeks and the tools it went through is enough. You do not need to send confidential documents, and you get a written plan within 2 working days.