Automation for importers and exporters

The supplier sends back a confirmation with different quantities, dates or prices than the order. The buyer only notices when the invoice or delivery arrives.

Every confirmation is compared with the order as soon as it is received. Matching ones update the date in the ERP, while changes in quantity, price or date go to the buyer with information on which customer orders are affected.

Arrival dates are checked by hand on shipping line websites or in emails from the forwarder. Sales reps don't know when the goods will actually be in the warehouse.

A workflow pulls updates from the forwarder or carrier and records the expected receipt date in the ERP. When a container is delayed, the buyer and sales reps are told which customer orders are affected.

Differences between the packing list and what arrived are written down on paper. A claim to the supplier is made weeks later, without photos or documents.

The warehouse receives goods with a scanner or tablet, and the system compares the receipt with the packing list and invoice. Shortages, surpluses and damage with photos create a claim to the supplier, which the buyer sends with one click.

The customs agency asks for the invoice, packing list, bill of lading and certificate of origin. An employee looks for files in emails, and gaps come to light on the day of clearance.

The system collects the documents for each delivery and checks that they are complete and that the data in them matches, e.g. quantities, weights and values. The complete set goes to the customs agency in advance, and gaps go straight to the supplier.

Customs tariff codes for new products are worked out from scratch every time. The same product is sometimes declared under different codes.

Every product in the ERP has an assigned CN code, customs description and country of origin. For new items, AI suggests a code based on the description and similar products, and a specialist or the customs agency approves the suggestion.

Imports of goods such as steel, aluminium, cement or fertilisers require emissions data from suppliers. It is collected by email in different formats, and gaps come to light at reporting time.

The system recognises deliveries covered by CBAM, sends suppliers data requests in an agreed format, sends reminders about gaps and prepares a summary for the person responsible for reporting.

The invoice, packing list, certificate of origin and forwarder instructions are prepared separately, retyping the same data several times.

An export order generates a complete document set from a single data source: invoice, packing list, certificate of origin application and forwarder instructions. A change to the order updates all documents.

To apply the 0% rate on exports, you need proof of export, such as the IE-599 message. Missing confirmations only come to light at month-end close.

Every export invoice has a proof-of-export status. The system matches received messages to invoices, reminds the customs agency about gaps and, before the VAT deadline, gives accounting a list of invoices without confirmation.

Enquiries in German, English or French wait for someone who knows the language and has time to prepare a quote with a price in foreign currency and delivery terms.

AI translates and structures the enquiry, checks availability and export price lists and prepares a draft quote in the customer's language with a price in their currency and Incoterms. The sales rep approves and sends it.

Invoices from Polish suppliers are in KSeF, while those from foreign suppliers arrive by email. Export invoices must be issued in KSeF and delivered to the customer abroad in an agreed way.

Domestic invoices are downloaded from KSeF, and foreign ones are read from emails and tagged for the VAT register. Sales invoices, including those for foreign customers, are sent to KSeF, and the customer receives them in the agreed way with a verification code.

The rate for converting an invoice, payment and customs declaration is checked by hand for each document. FX differences are calculated in a spreadsheet at the end of the month.

The system pulls National Bank of Poland (NBP) rates and applies the correct rate to every invoice, payment and customs document. After payment, it calculates the FX difference and prepares a summary for accounting.

Freight, duty, insurance, customs agency and domestic transport arrive on separate invoices. The actual purchase cost of goods is calculated rarely or estimated.

Delivery costs are assigned to the container and allocated to products by value, weight or volume. The ERP gets the actual purchase cost of each item, and sales reps see the true margin.