Sending a quality certificate: is it for this batch?

For recurring deliveries, employees often return to an earlier email or a folder named after the product. That is a convenient place to find an attachment, but selecting the right one requires knowing what actually left the warehouse. Connecting shipment records with quality documentation would let employees open certificates directly alongside the shipped batches.

One shipment contains two batches

Suppose a customer's shipment contains the same product from two batches. Approved certificates are available for both. The employee preparing the message, however, selected a document from a previous delivery of that product, covering a different batch.

In a useful view, the employee opens the shipment and sees both batch identifiers with the appropriate certificate beside each. They can compare the identifier in the document with the dispatch record. The earlier attachment matches neither shipped batch, despite having the right product name. The package presented for review contains existing documents for this shipment.

The employee also needs the recipient and the agreed destination for the documentation. An address used for an earlier delivery may not be the right one for the current order. They review the prepared package and send it to the recipient identified for this shipment.

Quality records and the history of what was sent

The batch link leads to approved material prepared by the quality team. If a batch lacks a certificate, customer service sees the specific gap and can contact the responsible person. Copying results from another batch cannot fill that gap.

After sending the package, retain the recipient, date, and files with the shipment. A colleague answering a later customer question can check what was sent before preparing another message. Creating attachments alone does not confirm that they were sent.

If the quality team issues a corrected document, the employee should be able to find the earlier package and see what changed. The new version should preserve the history of the previous send. That helps explain which document the customer was sent earlier and which one is ready to be sent again.

How much can the existing ERP prepare?

Microsoft describes customer-specific certificates of analysis in Dynamics 365 Supply Chain Management. With the required configuration, certificates can print with a sales packing slip for eligible item and batch combinations. Check this capability in your system; support for printing does not imply automatic email delivery.

If the ERP already selects the right documents for each batch, the project can focus on making them available to customer service and recording the sent package. If certificates are in a separate repository, it needs connecting to the actual shipment records. For a small number of deliveries, an organized view in the existing tool may be sufficient.

Selecting documents by a known product, batch, and customer can use ordinary rules. AI is worth considering for differently worded customer requests that need to be read and associated with a shipment.

What to commission when staff select attachments by hand

In a proposed Syntalith project, we connect shipped-batch records with approved quality documentation and recipient information. Employees receive a package to review, can see missing documents, and can return to the record of files sent afterward.

The initial scope can cover one product group and shipment workflow. The warehouse identifies the source of actual dispatched batches, quality identifies approved documents, and customer service explains how recipients are determined. Those inputs allow existing tools to be connected while retaining the company's product-quality review process.

For a conversation about automating certificate preparation, describe a delivery that required staff to ask for a batch number or search for the correct attachment. Explain where the document came from and where its send was recorded. See Syntalith's pricing page for pricing information.