Imported-parts manufacturing organization+ SHINCHUK
Different invoices. Consistent accounting inputs.
Making an impact in everyday work
We extracted supplier, item, amount, and currency from PDFs, checked omissions and total discrepancies, then generated accounting spreadsheets and daily reports.
What changed in this workflow
- 4,000 per month
- 3 min per item → Approx. 1 min per item
- Approx. 133 hours per month
- The process changed from interpreting every PDF layout and copying values to receiving standardized data with specific review items.
Time savings are calculated from volume and the change in time per item, based on the implementation and validation records in the existing casebook.
An anonymized implementation story, including work completed by the SHINCHUK team in previous organizations and projects.
Read one invoice. Re-enter it in several formats.
An owner handling imported-parts documents opened each supplier's PDF invoice. Different layouts meant locating the supplier, items, amounts, and currency anew for each format.
The values were then reorganized for accounting entry and daily reports. Across 4,000 documents a month, reading PDFs and copying into Excel kept repeating. The challenge was filling the company's required fields accurately, rather than simply converting all the text.
An extracted amount still needed a matching total, currency, and required fields. We added review to document-specific extraction so omissions and discrepancies would not disappear into final outputs.
Connect reading the PDF to producing the report
Classify supplier documents
Incoming PDFs were classified by supplier and type, allowing document-specific rules instead of applying one fixed-position rule to different layouts.
PDF invoices grouped by type
Extract the fields work requires
OCR and document rules extracted supplier, item, amount, and currency. Results were organized around the fields used in accounting templates and daily reports.
Extracted values in standardized fields
Check required values and totals
We checked currency, required fields, and totals. Missing values and mismatches were flagged so owners could focus their source checks.
Missing-field and discrepancy review items
Generate accounting inputs and daily reports
The source records and review results are attached to this handoff.
Verified information populated the company's accounting-entry spreadsheet and daily report templates, reducing repeated PDF checks and copying between documents.
Accounting spreadsheet · Daily report
Check flagged values instead of re-entering every document
The system reads documents and fills templates; owners check missing values, total discrepancies, and final outputs. This case delivers accounting inputs and reports, rather than direct SAP posting.
The process changed from interpreting every PDF layout and copying values to receiving standardized data with specific review items.
What the team can use
- Excel for accounting entryValues from supplier PDFs formatted for the company's accounting-entry template
- Daily reportReports prepared from verified data without re-entry
- Review flagsMissing required fields and total discrepancies identified for the owner
System handlesClassify PDFs · Extract fields · Populate templatesOwner reviewsCheck omissions and mismatches · Review outputs