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Agents Supplier Documentation Verification Agent

Supplier Documentation Verification Agent

Verifies supplier documents for compliance and accuracy, minimizing onboarding errors and ensuring smooth integration.

About the Agent

The Supplier Documentation Verification Agent enhances the supplier onboarding process by leveraging generative AI to automatically organize supplier-submitted documents into categories such as accuracy, completeness, and compliance with regulations. This automation eliminates the need for manual document checks, allowing procurement teams to dedicate more time to strategic supplier relationship management. With its capability to flag discrepancies such as missing or incorrectly filled forms, the agent ensures precision, leading to reduced errors and enabling a smoother onboarding experience.

The agent automates the classification of supplier documents into compliant and non-compliant categories, eliminating the need for manual checks. This enables procurement teams to focus on engaging with new suppliers and negotiating better terms. By identifying incomplete or non-compliant documentation early, the agent speeds up onboarding, enhances compliance, and reduces the risk of legal issues. It also streamlines procurement processes, minimizing errors and delays while ensuring alignment with internal policies and external regulations. This proactive approach improves supply chain reliability, reduces disruptions, and strengthens supplier relationships, ultimately driving long-term procurement success.

By integrating seamlessly with existing procurement systems, the Supplier Documentation Verification Agent ensures a smooth transition and minimizes disruption to current workflows. It works alongside other enterprise tools, allowing efficient data exchange and streamlined processes. Additionally, the agent includes a human feedback loop, enabling procurement teams to provide insights and corrections when necessary. This feedback continually improves the agent’s accuracy and adaptability, ensuring it evolves to meet changing requirements and enhances overall document verification performance.

Accuracy
TBD

Speed
TBD

Input Data Set

Sample of data set required for Supplier Documentation Verification Agent:

Supplier_NameDocument_TypeDocument_Date
Johnson & SonsInvoice2024-01-15
Baker IndustriesTax Certificate2024-03-10
Thompson TradersContract2023-12-25
Winston SuppliersInvoice2024-02-14
Express Logistics LLCInsurance2023-11-30
Supplier Documentation Compliance Verification


This document outlines the process for verifying supplier documentation to ensure accuracy and compliance with internal procurement policies and relevant external regulations. The Supplier Documentation Verification Agent automatically checks the following aspects:


Verification Criteria


    

  1. 

    Document Type Verification:
    

      

    • Ensure that the supplied document matches the required types (e.g., Invoice, Contract, Tax Certificates, Insurance).
      • 

    

    2. 

  2. 

    Document Date Validation:
    

      

    • Confirm that the document date is within the acceptable range for procurement purposes (e.g., documents older than 12 months may require updates).
      • 

    

    3. 

  3. 

    Completeness and Signature Validation:
    

      

    • Ensure that all required signatures and fields are complete on the documents.
      • 

    

    4. 

  4. 

    Compliance with Procurement Policies:
    

      

    • Verify that the documentation complies with the company’s procurement policies, including:
        

      • Supplier eligibility
        • 

      • Documentation timelines
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      • Payment terms and conditions
        • 

      

      • 

    

    5. 

  5. 

    External Regulatory Compliance:
    

      

    • Ensure adherence to relevant external regulations such as tax laws, labor laws, and environmental standards based on the document type and supplier's operational location.
      • 

    

    6. 



Compliance Actions


    

  • Documents meeting all the verification criteria will be marked as Verified.
    • 

  • Documents missing key information, signatures, or out of compliance with procurement policies will be marked as Rejected with an explanation.
    • 

  • If a document is out of date or missing updates, a request for updated documentation will be issued.
    • 



Follow-up Process


    

  • Suppliers with rejected documentation will be notified with the necessary corrections or additional information required for re-submission.
    • 

  • Compliance reports will be generated periodically to ensure transparency and continuous monitoring of the supplier documentation status.
    •

Deliverable Example

Sample output delivered by the Supplier Documentation Verification Agent:

Supplier_NameDocument_TypeDocument_DateCompliance_Status
Johnson & SonsInvoice2024-01-15Verified
Baker IndustriesTax Certificate2024-03-10Verified
Thompson TradersContract2023-12-25Rejected - Missing Signature
Winston SuppliersInvoice2024-02-14Verified
Express Logistics LLCInsurance2023-11-30Verified