ai & technology
You've successfully automated the capture of purchase orders (POs) from email and attachments. That's a huge win! However, skipping the validation step before exporting data to your Enterprise Resource Planning (ERP) system is a critical risk.
The core principle here is simple: Garbage In, Garbage Out (GIGO). Even the most advanced AI for data extraction can be tripped up by the inherently messy nature of customer orders.
This is why Kadasync is specifically designed with a mandatory, human-in-the-loop validation stage. We turn your team from slow data entry clerks into rapid Exception Managers.
The 4 Reasons Kadasync’s Validation Step is Non-Negotiable
This automated-yet-reviewed validation process protects your business from costly errors, chargebacks, and data contamination.
1. Accurate SKU and Pricing Harmonization
A customer's PO might be technically correct for their internal system, but it must be perfectly harmonized with yours.
The Problem: Your customer uses the old product code (e.g., PNL-A-99), but your ERP requires the new code (PNL-X-101). Or, the PO lists a price of $\text{\$9.50}$ per unit, but the current contract price in your ERP is $\text{\$9.25}$.
The Kadasync Solution: The system automatically cross-references the extracted data against your ERP's master data. Any discrepancies (invalid SKU, price mismatch, missing unit of measure) are instantly flagged on a clean dashboard. The human validator confirms the correct SKU mapping or approves the price override in seconds, ensuring accurate order costing before commitment.
2. Handling Messy, Unstructured Customer Data
Intelligent automation excels, but it cannot account for every human variation or typo. The validation stage is built to manage ambiguity.
Typographical Errors: A customer might accidentally input "100 uuu" instead of "100 units."
Non-Standard Formatting: The PO uses an abbreviation for the shipping address or includes irrelevant notes in the line-item fields.
The Kadasync Advantage: The system highlights these anomalies. Instead of spending 5 minutes manually keying in a perfect order, the human spends 5 seconds reviewing and correcting one single, flagged error, maintaining a smooth flow for the other 99% of perfect data.
3. Compliance, Audit Trails, and Accountability
In high-volume or regulated industries, every order needs a clear accountability record.
Legal Protection: When a conflict or chargeback occurs, you need to prove who approved the order details. The validation step creates a time-stamped, digital record of the human review before the data was committed to the ERP.
Training & Process Improvement: Analyzing the types of errors flagged during validation helps you understand which customers need clearer PO instructions, or where your ERP master data might be incomplete. The validation log becomes an invaluable business intelligence tool.
4. Protecting Your Custom ERP System
If you run a proprietary or highly customized ERP system, data integrity is paramount, as errors can be costly and complex to reverse.
Kadasync's validation acts as a secure, final firewall. Only perfectly structured and verified data is ever passed to your unique ERP API or database connector.
This protects your core system from corrupt data, ensuring that your inventory, financial reports, and production schedules remain clean and trustworthy.
From Data Entry to Exception Management
The core takeaway is that Kadasync eliminates the low-value, repetitive work (data extraction) and retains the high-value, necessary work (decision-making).
Your staff are no longer processors; they are Decision Makers who rapidly check the system’s homework and push the green light. This ensures maximum speed without ever sacrificing the integrity of the data flowing into your ERP.