What is Document Explorer?
Document Explorer is SupplyPike's app dedicated to automating the retrieval and organization of all shipping documents. It works across all retail partners and aims to standardize the process of locating proof documentation to dispute deductions.
It's a central repository that connects with all major retailers and shipping companies, making searching for a POD or BOL a simple process.
For Collect Suppliers
Bill of Lading (BOL) documents are generally scanned as the order leaves the warehouse and stored in an internal document repository (e.g. Sharepoint, Google Drive, etc). There are a few reasons that this leads to challenges when it comes time to dispute a deduction:
Many BOLs get saved into the same file, leading to 100+ page documents. This makes it extremely difficult to find the one page you actually need.
These documents aren't searchable by anything other than the saved file name. They may be saved by BOL number or something totally irrelevant like
Scanned from a Xerox Multifunction Printer.pdf
Document Explorer solves both of these problems with the use of proprietary Optical Character Recognition (OCR) technology. Your documents are processed, and data like PO number and retailer is extracted. It then creates new files for each PO number detected in the document, leaving you with a Master and Supplemental BOL for each PO number.
For Prepaid Suppliers
Prepaid suppliers also face a couple of challenges when it comes to obtaining proof documentation for deduction disputes.
Suppliers sometimes don't know which carrier was used for a specific shipment. Managing logins for all carrier portals and then having to check them until you find the shipment can be a pain.
Documents are only available at the carrier for a short window of time. Carriers such as UPS and FedEx remove shipping documents after 120 days.
These problems are solved through automation. Document Explorer goes through all of your connected carriers every night and searches for new documents. Once they're found, they're downloaded and made available in perpetuity.
Using Document Explorer
We’ve completely revamped our Documents page to provide an improved user experience, clearer document statuses, and actionable recommendations to help streamline your search for shipping documents. These new statuses and recommended actions empower you to take control of the document retrieval process. By leveraging these tools, you can more efficiently locate the necessary documents and continue processing disputes seamlessly.
Our updated system now provides a status for each document type, allowing you to take targeted action where it’s needed most.
Status Descriptions:
Success: The document type (e.g., Bill of Lading) was successfully located and downloaded.
Searching: We’re actively searching for the document. This status indicates that the search window is still open.
File Unavailable: While we located a record of your shipment in the integration, the specified document type is unavailable.
Not Found: The document type could not be located.
Recommended Actions Based on Statuses
For each status, there are actionable steps you can take to locate your shipping documents effectively:
Contact Carrier: If we’ve located shipment details but the document type (e.g., Bill of Lading) is unavailable, you’ll need to request the missing document directly from the carrier (e.g., Old Dominion).
Add Identifiers: Additional identifiers such as BOL numbers, Tracking numbers, PRO numbers, or other reference numbers can significantly enhance our search capabilities. You can upload these via the CSV import feature under the “Add New” button.
Add Integration: If no integrations are set up in your SupplyPike profile, we recommend adding one to enable seamless document retrieval. Navigate to the Integrations section in your profile to set up a connection.
Upload Document: If you already have the document available, please upload it directly through your email or file storage integration. This ensures we can proceed with your dispute without delays.
Searching for and Downloading Existing Documents
By accessing "Documents" in the "Home" section of the left-hand frame, you can view shipping documents for any combination of retailers and vendor numbers available with your access. Once you've chosen the retailers and vendor numbers, you can search for documents by PO number in the search window. Just enter the full or partial PO number and wait for the results to appear in the list. To further refine your results, you can use the filters Status, Document Type, Supplier Action, Source, or Date to help you find the needed document.
Once you find it, click on the arrow icon on the right side to view and/or download the documents.
Requesting New Documents or Adding Identifiers
Click on the Add New button and select PO Number from the dropdown list to kick off a new document request. This will bring up a new window that will allow you to paste in a list of purchase order numbers. It currently supports pasting up to 100 PO numbers at a time. Once the POs are added, they will show up on the table with a status of Success or Searching.
Click on the Add New button and select Identifiers from the dropdown to provide us with additional shipment identifiers to help us in our document search.
Navigate here for a detailed article showing how to add shipment identifiers!
Accessing your files via All Files View
To access the "All Files" View, click the ALL FILES tab at the top of the Documents page. Here, you’ll find a comprehensive list of all shipping documents processed by SupplyPike, eliminating the need to search through multiple locations. Use the search bar to locate specific documents by file name quickly. You can also filter results by source, date, and supplier for more efficient searching. When you find the document you need, click the download icon to save it for sharing with your team or for future reference. With all documents readily accessible, collaboration across departments becomes seamless. This is especially beneficial during audits or disputes, ensuring that everyone has access to the necessary information without the hassle of constant back-and-forth communication.