Supplier certificates and test reports are chased for renewal before they expire

The AI reads every supplier certificate in SharePoint, checks it against what you buy in SAP, and chases each renewal well before expiry. Your quality head decides on any lapse.

Used day to day by
  • Quality team
  • Quality head
  • Purchase team

How it runs with AI

The AI reads every certificate and test report in SharePoint and checks it against what you buy from that supplier in SAP, including the site it ships from. It emails each supplier well before expiry and follows up every week. When the renewal arrives, it checks the name, site and dates, files it and updates SAP. Your quality head hears about a lapse the day it happens, with the open POs listed.

How it is done today

Each approved supplier sends its certificates and test reports: an FSSAI licence, a food safety certificate such as FSSC 22000, and a yearly lab report for packaging. The files sit in SharePoint folders, and someone in supplier quality keeps the expiry dates in an Excel sheet when there is time. A lapsed certificate usually comes to light during a customer audit, with that supplier's material already in the stores.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Reads each certificate and test report in the supplier folders

    Needs to know: Certificate types to read

    In SharePoint

  2. Step 2, AI

    Checks each one against the suppliers and materials in SAP

    Needs to know: Approved supplier list, Documents each material needs, Report validity periods

    In SharePoint , SAP S/4HANA

  3. Step 3, AI

    Emails each supplier well before expiry and follows up every week

    Needs to know: Reminder lead time, Supplier quality contacts

    In Outlook , Microsoft Teams

    Exception to step 3

    Alerts the quality head on Teams the day a certificate lapses, with the open POs listed

  4. Step 4, AI

    Checks the renewed certificate, files it and updates the supplier in SAP

    Needs to know: Supplier sites and scope

    In Outlook , SharePoint , SAP S/4HANA

    Exception to step 4

    Sends it back to the supplier when the name, site or scope differs

  5. Step 5, Person

    Decides on any lapsed or mismatched certificate, to block the supplier or allow a short written extension

    In Microsoft Teams , SAP S/4HANA

What stays with a person

  • Decides on any lapsed or mismatched certificate, to block the supplier or allow a short written extension

Apps in this example

  • SharePoint
  • SAP S/4HANA
  • Outlook
  • Microsoft Teams

The same flow works with the apps you use.

This fits you if

  • You buy from more than 100 approved suppliers across several plants
  • Customers or auditors ask to see current supplier certificates
  • Supplier documents live in SharePoint folders or in email
  • Expiry dates are kept in an Excel sheet today

What to watch for

  • Blocking a supplier, or allowing a short extension while a renewal audit is booked, is your quality head's decision. The AI reports the lapse with the open POs, and your team makes any change to the supplier in SAP
  • A certification body can suspend a certificate before its printed expiry date. For your key suppliers, your team confirms the status with the certification body once a year
  • Your quality team sets the rules once, such as which documents each material needs, how long a test report counts as current and how far ahead to remind
  • A scanned or photographed certificate goes to a person whenever the AI is unsure of a date or number

Read more

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