Preparing contract data for ERP upload

Our customer, one of the world’s largest container-shipping companies, previously manually read variable, often long contracts to find the information required by its ERP process. Staff then prepared those values for upload, checking names and references as they went.

Manual review before Scribe

Different contract layouts made the work difficult to standardise at the document level. The destination was more consistent: the receiving process expected agreed fields, formats and reference values.

Our customer and Syntext used that destination to define the schema. Contract interpretation and decisions remained with the organisation; the configured extraction focused on preparing the information its operational process required.

Configured extraction and validation

Our customer uses Syntext Scribe to read the contracts and return the configured contract fields in the required structure. Where a field needs to align with an approved reference, Scribe applies the agreed approved-list validation rule.

A clear reference match can return the configured standard name or ID. If no clear match is established, the original extracted value is retained and the validation outcome is flagged for review.

Review and ERP preparation

Each run keeps the source, extracted result, validation state and any error or review path visible. Staff can inspect an unclear value against the source before releasing it to the next step.

The resulting structured values are prepared for the team’s controlled ERP upload. People remain responsible for resolving exceptions and completing the agreed upload process.

The resulting workflow

Scribe now provides a repeatable path from source contract to structured, validated values with a defined review point. Our customer now prepares contract data for ERP upload through a consistent extraction and validation process, with exceptions clearly flagged for the team.

Read more about Syntext Scribe and contract data extraction, or book free initial discovery to discuss a similar document-to-data process.