Order Fulfillment

From purchase order to delivered shipment — in one guided flow

PO MatchFlow reads your documents, matches every line to the PO, enforces your export-compliance checks, and generates the paperwork. Cargo moves only when it’s actually ready.

Book a demo See how it works
PO MatchFlow end-to-end flow Four inputs on the left, a purchase order, a carrier label, a supplier invoice and an export license, feed into PO MatchFlow, which reads, matches, checks compliance and generates documents. Four deliverables leave on the right: a House AWB or bill of lading, a Proforma Invoice, an outbound EDI 856 ASN and a CargoWise One sync. The shipment status reads Ready to Ship. DOCUMENTS IN DELIVERABLES OUT Purchase orderEDI 850 · PO-100245 Carrier labelTracking · service Supplier invoiceLines · origin Export licenseECCN · ITAR PO MatchFlow one guided flow Read Match to PO Check compliance Generate docs Ready to Ship House AWB / BOLRequired fields met Proforma InvoiceUSPPI letterhead EDI 856 ASNOutbound to customer CargoWise OneShipment sync Blocking exceptions stop the shipment until they are resolved or overridden

The Problem

Where high-compliance fulfillment breaks down

Re-keying everything

Carrier labels, supplier invoices, and POs arrive as paper, PDFs, and EDI, and get typed in by hand.

Mismatches found too late

Overages, wrong part numbers, and missing certificates surface after the cargo is already moving.

Compliance by memory

ECCN, ITAR, license, and USPPI checks depend on individual experience, not an enforced process.

How It Works

One flow, eight stages, PO to delivery

Every order follows the same guided path. Nothing reaches the next stage until the current one is complete.

  1. Stage 1: Order Intake

    POs arrive via EDI 850, document scan, or manual entry.

  2. Stage 2: Document Studio Vision

    Automatic extraction from carrier labels, supplier invoices, POs, and export licenses.

  3. Stage 3: Guided Receiving

    A five-step wizard captures shipment details, pieces, weights, dimensions, and parties.

  4. Stage 4: PO ↔ Invoice Match

    Line-by-line matching with partial receipts and typed exceptions.

  5. Stage 5: Export Compliance

    ECCN / ITAR classification, license decision, USPPI, and Schedule B / HTS.

  6. Stage 6: Document Generation

    House AWB, Straight BOL, Ocean B/L, and Proforma Invoice.

  7. Stage 7: Consolidation

    Route Planner and Loading Plans book the Master AWB / Master BOL.

  8. Stage 8: Tracking & Delivery

    Cargo Tracker milestones, holds, follow-ups, and CargoWise One sync.

What you get

  • House AWB / BOL
  • Proforma Invoice
  • Master AWB / MBOL
  • Outbound EDI 856 ASN
  • CargoWise One sync
  • Zebra shipping labels

Order Intake

Every channel, one order book

Orders arrive however your customers send them. Each one is parsed, previewed, and reviewed before it lands in the order book.

  • Inbound EDI 850 (Purchase Order) and EDI 856 (Advance Ship Notice), parsed into orders with full line items, ship-to parties, and mode of transport
  • Scan a PO document and Document Studio Vision builds the order. It also notices when a PO was scanned as an invoice.
  • Creates the PO from the invoice when no order exists on file
  • Upload → parse → preview → ingest, so nothing lands in the order book unreviewed
  • Searchable, filterable Purchase Orders list with statuses: Order Details Received, Matched, Pending Receipt, Released, On Hold

Document Studio Vision

Stop re-keying

Document Studio Vision reads the paperwork that arrives with the cargo and fills the shipment for you. The original stays beside the data so operators can verify it.

  • Reads carrier delivery labels (UPS, FedEx, DHL, and more) to auto-fill the shipment header, tracking, service level, shipper, and consignee
  • Extracts supplier invoice line items: part number, quantity, unit price, country of origin
  • Reads purchase orders and export licenses
  • Party normalization turns ALL-CAPS label text into clean company names and separates the contact, phone, email, and address
  • Original documents stay viewable side by side with the extracted data for verification
  • Per-customer document templates that learn each customer’s formats

Guided Receiving

A five-step wizard for the dock

Operators follow the same five steps for every shipment, and each step captures exactly what the next one needs.

  1. Shipment Details

    Scan the carrier label; mode of transport, Incoterms, and additional services.

  2. Pieces, Weight & Dimensions

    Capture each piece with FreightSnap or Mettler Toledo dimensioners, including condition checks.

  3. Invoices

    Scan invoices and match every line to its PO.

  4. Shipment Review

    Assemble the export shipment, resolve exceptions, run compliance.

  5. Transport Document

    Validate every required field, then issue the document.

  • Duplicate-receipt guard blocks receiving the same domestic tracking number twice
  • Special services with enforced data: Hazardous Materials (UN number, hazard class, packing group), Lithium Batteries, AOG Priority, Temperature Controlled, Oversize, ISPM-15 Crating, White Glove, High-Value Insurance, and Airplane Engines (ESN, engine model, FAA 8130-3 / EASA Form 1)
  • UN/LOCODE location identity, with origin and destination gateways derived automatically from the parties

PO Matching & Exceptions

Catch it at the dock, not at the destination

Every invoice line is matched against its PO line. Anything that doesn’t reconcile becomes a typed exception with an owner, and blocking exceptions stop the shipment.

  • Partial receipts handled correctly: ordered, received-to-date, and remaining quantities per line
  • Line status at a glance: Complete, Partial, Backorder, Over-received, Not on PO, Awaiting invoice
  • Typed exceptions, each with a severity, a suggested resolution, and the role that should resolve it: PO Not Found, Part Number Mismatch, Receiving Overage, Missing Certificate of Conformity, Manufacturer Not on Approved Vendor List, Export License Required, Missing USPPI / Vendor EIN
  • Guided resolution in context: pick a party, select a license, upload the missing document, enter a value, or acknowledge. Every exception ends as Resolved or Overridden, with a note.
  • Every shipment ends in Ready to Ship or Hold. Blocking exceptions can’t be skipped.
  • PO Matching Grid with filters for vendor, ECCN, ITAR, CoC, and mode, plus links to the House and Master bills

Export Compliance

Built into the flow, not bolted on

Classification, license decisions, and exporter details are captured as part of receiving, so the checks your compliance team relies on happen before a document can be issued.

  • ECCN and ITAR classification combined with destination produces a license decision: Not Required (NLR), License Required, or Manual Review
  • Export License management per customer, including searchable license selection during receiving
  • USPPI Templates capture exporter details and letterhead automatically from the documents
  • Schedule B / HTS codes seeded from line items, with a per-commodity breakdown
  • Compliance Assistant: ask export questions in context (licensing, license exceptions, EAR / ITAR, AES/EEI filing, sanctions and restricted-party screening) and get practical guidance plus the next action
  • TSA Known-Shipper enforcement: cargo from unknown shippers and dangerous goods is routed Cargo Aircraft Only (CAO)

Decision support, not a determination. PO MatchFlow applies your export-compliance process and flags what needs review; your compliance officers make the determinations. The Compliance Assistant provides guidance, not legal advice, and does not replace a licensed compliance professional.

Document Generation

Right the first time

Transport documents are built from the data already captured and validated. A document can’t be issued while a required field is missing.

  • House Air Waybill validated against the full IATA Resolution 600a field set
  • Straight Bill of Lading (ground) and Ocean Bill of Lading
  • Proforma Invoice on USPPI letterhead
  • Required-field gating: a document can’t be issued until every required field is present. Recommended fields are flagged.
  • Per-customer document form templates control which fields are required, defaults, and data sources
  • House-bill number ranges per mode, with sequential numbering, rollover, and low-balance alerts
  • Editable documents with a full HAWB edit form and printable output

Consolidation

Build the master bill with the rules enforced

Shipments are grouped into consolidations, and the SOP engine validates each one before a master bill is booked.

  • Route Planner workbench groups shipments by lane, carrier, and mode
  • The SOP engine validates each consolidation (Known Shipper → CAO, dangerous goods, mode and carrier match, lane consistency) before a Master AWB / Master BOL is booked
  • Loading Plans: stage cargo into lane-based drafts (e.g. “TLV-1”, or “TLV-HAZ” for hazardous CAO cargo) before there’s enough to book, then link them to the master bill
  • Booking unlocks pick-pack and build-ULD tasks for the warehouse floor on the CargoMessenger mobile app
  • Manifests hold flight or vessel details, routing, charges, consolidated shipments, document-readiness checks, and a printable master document

Tracking & Collaboration

One record per shipment

Everyone works from the same shipment record, from the dock to the customer, until the cargo is delivered.

  • Cargo Tracker shows the full shipment record: summary, parties, line items, pieces, generated documents, exceptions, and attachments
  • Milestone timeline and tracking history from On-Hand → Ready to Ship → Manifested → Departed → Delivered
  • On-Hold Shipments view so blocked cargo is never forgotten
  • Follow-ups: a shared thread between the customer and the forwarder to clear blockers
  • Outbound EDI 856 ASN sent back to the customer’s system
  • Send to CargoWise One and Print Label directly from the shipment

Integrations

Connected to the systems and hardware you already run

  • CargoWise One

    Account mapping for shippers and consignees, reused on every shipment, plus shipment sync.

  • ANSI X12 EDI

    Inbound 850 / 856, outbound 856 ASN.

  • Zebra label printers

    Fixed network printers at docks and pack stations, plus mobile ZQ-series.

  • Dimensioners

    FreightSnap, Mettler Toledo (parcel and pallet).

  • CargoMessenger mobile

    Pick-pack and build-ULD execution.

Configurable for Your Industry

Aerospace first, and ready for your vertical

Start with a proven template, then tailor the SOP steps, matching rules, and tolerances to each customer, without custom code.

  • Aerospace Logistics

    Certificate of Conformity, approved-manufacturer verification, ECCN/ITAR review.

  • Automotive (Just-In-Time)

    ASN-to-license-plate match, returnable container tracking, dock-timing windows.

  • Electronics & High-Tech

    ESD shielding verification, component age rules, moisture barrier checks.

  • Pharmaceutical & GxP

    Cold-chain temperature audit, FEFO thresholds, chain of custody.

  • Perishables & Cold Chain

    Spoilage and freshness grading.

  • Medical Devices (UDI)

    FDA UDI code match.

SOP Workflow Builder

Define step-by-step procedures with an assigned role for each step.

Rules & Tolerances

Matching formulas, overage tolerances, approval roles.

Master data

Product Master (auto-created from ingested orders and invoices), Vendors, Carrier Master with service levels, Accounts.

Roles & Control

Built for every role, with control and traceability

  • Warehouse Operator

    Receives cargo at the dock with Guided Receiving, capturing pieces and scanning labels and invoices.

  • Supervisor

    Works the Exception Queue, approves overrides within Rules & Tolerances, and keeps holds moving.

  • Compliance Officer

    Reviews ECCN, ITAR, and license decisions, resolves compliance exceptions, and makes the final determination.

  • Admin

    Configures accounts, SOP workflows, document templates, users, and roles.

  • Customer Viewer

    Follows their own shipments in the Cargo Tracker and answers follow-ups from the forwarder.

  • Multi-tenantManage every customer account you fulfill for, with data scoped per customer.
  • Role-basedException ownership and approvals follow each user’s role.
  • Audit TrailEvery action logged with user, role, and timestamp.

FAQ

Order Fulfillment questions

What documents can Document Studio Vision read?
Carrier delivery labels, supplier invoices, purchase orders, and export licenses, as photos or PDFs.
Which EDI transactions are supported?
Inbound X12 850 and 856, and outbound 856 ASN.
Does it handle partial shipments?
Yes. Every PO line tracks ordered, received-to-date, and remaining quantities, so partial receipts don’t raise false exceptions.
Which transport documents does it generate?
House AWB (IATA Resolution 600a field set), Straight Bill of Lading, Ocean Bill of Lading, Master AWB / Master BOL, and Proforma Invoice.
Does it replace our compliance team?
No. It enforces your export-compliance process and flags what needs review, and your compliance officers make the determinations. The Compliance Assistant provides guidance, not legal advice.
Can it be configured for industries other than aerospace?
Yes. Industry templates, SOP workflows, and matching rules can be configured per vertical and per customer.
Does it work with CargoWise One?
Yes. Shippers and consignees are mapped to CargoWise One org codes once, and shipments can be sent directly from the Cargo Tracker.

See your orders move from PO to delivery

Walk through a live receiving, matching, and document-generation flow with our team.

Book a demo Contact sales