Kode Company
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Logistics & Supply ChainDocument Management & Template Automation

GAC-Rolt

Shipment Document & Invoice Management Platform

Large-shipment documentation system designed to ingest trade files, extract header and line-item values with confidence scoring, route low-confidence fields to human reviewers, populate versioned templates, and manage invoice records.

Documented capabilities represent the functional design and workflow specification for GAC-Rolt; extraction engines, external compliance formats, and deployment stack selections remain configurable.

Industry
Logistics / Freight / Trade Documentation
Domain
Document Automation & Invoice Control
Scope
Functional & Workflow Architecture
Kode Company branding — Build. Solve. Evolve. (GAC-Rolt)

Project Overview

GAC-Rolt is structured to eliminate repetitive manual retyping across complex, multi-document freight shipments. Operations teams upload supplier invoices, packing lists, customs papers, and trade files linked directly to shipment records.

The platform combines automated extraction with strict human-in-the-loop review checkpoints, cross-document quantity and total checks, custom versioned templates for customer or authority document packets, and locked audit histories across invoice states.

Business Challenges

Staff retype identical shipment values manually across multiple forms

Lack of structured field extraction and reusable mapping between incoming trade files and output templates.

Manual transcription errors cause customs clearance delays and billing disputes

No automated validation comparing invoice totals, weights, and quantities against packing lists or bills of lading.

Varying partner and authority document layouts with poor file traceability

Scattered PDFs and spreadsheets lacked version history, template flexibility, or shipment-level indexing.

Solution & Engineering Approach

Specifies a unified document pipeline connecting secure intake, confidence-scored extraction, side-by-side human verification, versioned template mapping, locked packet generation, and central invoice tracking.

End-to-End Platform Workflow

  1. 1Multi-Format Upload, Hash Deduplication & Classification
  2. 2Header & Line-Item Extraction with Confidence Scoring
  3. 3Cross-Document Validation & Side-by-Side Human Review
  4. 4Versioned Custom Template Field Mapping
  5. 5Locked Document Packet Issuance & Invoice Tracking
  6. 6Full-Text Archive, Audit Trail & Optional Expiring Share Links

Key Capabilities & Functional Modules

Controlled Intake & Deduplication

  • Ingests shipment-linked uploads with file-type validation, malware scanning, multi-page splitting, and file-hash duplicate warnings.
  • Supports manual or automated document classification and indexes packets directly against shipment and container identifiers.

Confidence-Scored Extraction & Cross-Document Review

  • Captures header fields (invoice number, buyer/seller, incoterms, currency, totals) and detailed line items (HS code, quantity, unit price, weight), tracking page coordinates and confidence scores.
  • Enforces line-item sum checks plus cross-document reconciliation across invoices, packing lists, and shipping manifests.
  • Routes low-confidence extractions, skewed scans, or handwritten entries into a side-by-side verification queue comparing extracted values against original source pages.

Versioned Templates & Locked Document Packets

  • Empowers template designers to map extracted fields, calculated totals, locale-formatted dates/numbers, and static assets into custom output packets.
  • Template versioning (`DRAFT -> PUBLISHED -> RETIRED`) guarantees older generated documents retain the exact historical layout under which they were issued.
  • Generated packets progress cleanly through review and approval before locking upon issuance, creating traceable superseded revisions on amendment.

Central Invoice Governance & Full-Text Search

  • Tracks invoice states (`RECEIVED -> VERIFIED -> APPROVED -> PAID` or `DISPUTED`) with multi-currency exchange-rate snapshots, duplicate-number flags, and non-destructive credit notes.
  • Indexes scanned text for central search and maintains an immutable audit log covering every extraction override, generation, download, and share action.

User Roles & Operational Responsibilities

Document Clerk

Uploads shipment files, reconciles flagged warnings, and triggers requirement-document generation.

Reviewer / Approver

Verifies low-confidence extracted fields side-by-side against scans, resolves cross-document discrepancies, and approves issued packets.

Template Designer

Constructs and versions custom document layouts and field mapping rules.

Finance User, Admin & Auditor

Monitors invoice states and credit notes, configures role permissions, and inspects permanent version and audit histories.

Architecture Rules & Edge-Case Resilience

  • Low-confidence fields below threshold never auto-publish into issued shipping packets without logged human review.
  • Region-aware date (`DD/MM` vs `MM/DD`) and locale number normalization guard against international trade parsing mistakes.
  • Data-residency and sensitive-data masking controls govern how uploaded documents interact with external extraction services.

Supporting Wireframes & Diagrams

Document Upload & Packet Assembly Wireframe

Specification Wireframe
Specification wireframe showing the GAC-Rolt XML invoice upload section, Manage Files service-line table, and Invoice Full Packet, Custom Docs Only, and Built Set of Docs generation cards
Supporting specification wireframe illustrating proposed XML/document upload, service-line price mapping, and document packet outputs from the source specification (reference wireframe, not a production screenshot).

Intended Documentation & Compliance Value

Intended architectural and operational benefits based on system design goals

  • Cuts repetitive manual data entry across large multi-document freight consignments.
  • Reduces costly customs and billing errors through automated math validation and cross-document checks.
  • Delivers adaptable, versioned output packets tailored to diverse customer and regulatory requirements.
  • Centralizes searchable trade documentation and invoice records inside a single auditable repository.

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