The Deduction Files details page provides a comprehensive overview of all attempts to retrieve shipping documents for a specific PO and invoice number. This includes methods such as carrier scraping and file-sharing integrations, which require OCR processing.
Understanding the Document Retrieval Methods
Carrier Portal Integrations
Attempts to log into carrier websites and download documents like BOLs and PODs.
Automated retries are made when files are not found.
File Sharing & OCR Processing
Retrieves documents stored in shared locations such as email inboxes, FTP servers, or cloud storage.
OCR is applied to extracted files to determine document type and extract relevant data.
What to Do if Documents Are Not Found
Check out the recommended action located in the Shipping document status section!
Check Carrier Integrations: If these show as failed and you know the document is available on the carrier website, please contact your SupplyPike support team to resolve the issue.
Verify File Sharing Access: Check the All Files page to confirm that files are being synced. If not, there may be an issue with the setup that your SupplyPike Integrations Manager can help resolve.
Key Sections to the page:
Order Information
At the top of the page, you will see the PO number, invoice number, and destination zip code (when available). This identifies the related deduction for which documents are being retrieved.
Shipping Document Status
This section provides an at-a-glance status for document retrieval attempts. If no documents have been successfully retrieved, an alert icon may indicate an issue. This box can also be viewed on the Deduction Details page in the SupplyPike Deduction app!
Add Identifiers for Improved Search
To enhance document retrieval, users can add additional data points through the Add New modal. These identifiers provide more search criteria when looking up documents in carrier portals. Using additional identifiers increases the likelihood of successfully retrieving shipping documents, especially when carriers require multiple reference points for lookup.
How to use the Add New modal:
Click the Add New button
Select the Identifier type from the dropdown
Enter the Identifier and click Validate
Once validated, click Submit
Downloaded Files
If any shipping documents have been successfully retrieved, they will appear here for download.
Carrier Integrations
This section displays attempts to scrape shipping documents directly from carrier websites. Each carrier entry includes:
Carrier Name & Link - a direct link to the carrier's website.
Files Available - Whether any documents were found
Attempts & Timestamps - The number of retrieval attempts and the most recent attempt time.
Status Messages - Such as "Not Found" or "Max attempts reached" if the scraping process was unsuccessful.
File Sharing Integrations & OCR Processing
These are alternative methods for retrieving documents from external storage sources, such as:
Email - Searching email inboxes for relevant files
FTP - Checking FTP servers for shipping documents
Carriers run through OCR - a handful of carriers, mostly 3PLs, download and run the file through OCR so we only save the pages relevant to the supplier
Each file-sharing integration includes:
Document Status - Whether the system is actively searching for the files.
Last & Next Attempt - The timestamps of the most recent and upcoming attempts.
By understanding the Deduction File Details page, users can troubleshoot missing documents and ensure all available options are effectively utilized.