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 is leaving 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 Supplier
Prepaid suppliers also face a couple of challenges when it comes to obtaining proof documentation for deduction disputes.
Suppliers are sometimes unsure 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
Document Explorer has two main pieces of functionality:
Searching for and Downloading Existing Documents
If you know the PO number you need a document for, the Search box in the top left is likely going to give you the best experience. Just enter the full or partial PO number and the results will be narrowed. If not, you can use the Integration, Status, and Date filters to help you find the needed document.
Once you find it, click on the file icon on the right side to view and/or download the documents.
Requesting New Documents
Click on the Add New button to kick off a new document request. This will bring up a 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 Pending.