How to add document OCR to ProShop ERP
Short answer
Run incoming paper and PDF documents through OCR and an extraction model, match results to ProShop POs, receiving records and parts, then attach files and draft entries via the API. Low-confidence fields go to a reviewer, and nothing posts without a match.
Machine shops handling aerospace, medical and defense work accumulate paperwork that has to be retained against a job: material certifications, certificates of conformance, special process certs from outside vendors, first article reports and supplier invoices. ProShop is built to hold that documentation against work orders and POs, but somebody still has to scan, name and attach each file.
OCR changes the job from attaching to verifying. The system reads the document, proposes what it belongs to and what it says, and the person confirms.
What teams use it for
Material certs to receiving
Mill certs are read for heat number, material spec and chemistry, matched to the PO line, and attached to the receiving record.
Special process certificates
Anodize, heat treat and plating certs from outside vendors are tied to the work order and PO with spec and lot details extracted.
Supplier invoices
Invoice header and lines are read, matched to PO and receipts, and mismatches in price or quantity are flagged before the invoice is paid.
Packing slips at the dock
A photo of the packing slip from a phone identifies the PO and quantity so receiving starts pre-filled.
Inspection and FAI reports
Scanned CMM or first article reports are indexed by part, revision and work order so they can be found on audit day.
ProShop ERP integration surface
- ProShop's document and attachment features let you store files against work orders, POs, parts and NCRs; confirm size limits and API support for uploads in your version.
- The ProShop API (GraphQL in current releases) is the route to look up open POs, receiving records and parts for matching, and to create attachments or notes.
- Receiving and purchasing records hold the expected material, quantity and spec you compare the certificate against.
- Quality records such as NCRs and inspection plans give the targets for cert and FAI validation.
- Input sources are outside ProShop: a scanner folder, a shared mailbox, or a phone upload page.
How it works
- 1
Define document classes
List the document types you receive: mill cert, CoC, process cert, invoice, packing slip, FAI. Each gets its own field list and validation rules.
- 2
Ingest from scanners, email and mobile
Watch a scan folder and mailbox, and give receiving a simple phone upload page. Normalize to PDF or image with consistent resolution.
- 3
OCR and layout extraction
Use a layout-aware OCR engine for scans and a model for field extraction. Keep per-field confidence and the bounding box for each value.
- 4
Validate against ProShop
Check PO number, part, quantity, spec and lot against the open PO and receiving record. A cert whose spec does not match the PO is flagged hard.
- 5
Review screen
Show the document beside the extracted values with low-confidence fields highlighted. The reviewer corrects and approves in one pass.
- 6
Post with traceability
Attach the original file to the ProShop record through the API, write extracted values as notes or fields where supported, and retain the extraction log.
Example flows
Mill cert at receiving
Trigger: Receiving photographs the cert that arrived with a bar stock shipment.
- The image is uploaded and classified as a mill cert.
- Heat number, spec and chemistry are extracted.
- The PO line is matched and the spec compared to the order.
- The reviewer confirms, and the cert is attached to the receiving record.
Result: The cert is traceable to the heat number before the material reaches the floor.
Invoice three-way check
Trigger: A supplier invoice PDF arrives in the AP mailbox.
- Header and lines are extracted.
- The PO and receipts are fetched from ProShop.
- Differences in price or quantity are listed for the AP clerk.
Result: Clean invoices pass quickly and exceptions are visible immediately.
Keeping data on-prem
Certs, drawings and supplier invoices often belong in a controlled environment. Host the OCR engine and extraction model on your own servers, with open-weight vision or text models served by vLLM or Ollama on local GPUs, and keep the original files in your document store rather than any public cloud OCR service. Only the validated fields and the file reference then go to ProShop. For ITAR or CUI documents, confirm where ProShop data is hosted and whether attachments are allowed there at all, and consider storing the controlled file locally with a reference link in the ProShop record.
Security checklist
- Keep original documents in an access-controlled store and log every view and edit.
- Do not send controlled documents to public OCR APIs. Run recognition locally.
- Require human review for certs tied to regulated parts, with the reviewer identity recorded.
- Retain the extraction result and source image together for audit retention periods.
Ways to get it done
Scanner software with indexing and file naming rules
Effort: Days.
Adequate when volume is low and the main goal is filing certs on the right job.
Cloud or local OCR engine plus custom code
Effort: Four to eight weeks for a few document classes.
Fits shops with developer time who want matching and review screens.
Partner build with Netray
Effort: Pilot on one or two document types in a few weeks.
Appropriate for private, on-prem OCR with validation against ProShop data and review workflow.
Pitfalls
- !Accepting a cert because the text looks right while the heat number does not match the receiving record.
- !Low-resolution phone photos with glare, which drive confidence down; give receiving a capture guide.
- !Mixing multi-page documents so a cert and a packing slip are processed as one file.
- !Skipping a review step for regulated parts to save time.
Frequently asked questions
Does ProShop have built-in OCR?
We cannot confirm built-in OCR for your version, so ask ProShop. The usual approach is an external OCR and extraction service that reads documents, matches them to ProShop records through the API and attaches the files, with a reviewer in the loop.
Can OCR read material certifications reliably?
Often yes for typed certs from regular suppliers, less so for poor scans and handwritten annotations. Per-field confidence plus validation against the PO makes the process safe. Always require review on regulated or flight-critical material.
Can we use a phone to capture packing slips?
Yes. A simple upload page or app lets receiving photograph a document and send it into the pipeline. Clear capture guidance matters more than the OCR engine for accuracy.
How is this different from the email automation page?
Email automation focuses on the message and what it asks for, like an RFQ or a date change. Document OCR focuses on the file content itself, whatever its source, and ties it to receiving, quality and payables records.
Where does the data go?
That is your choice. A fully local design keeps images and text on your servers, sending only validated fields and file references to ProShop. A cloud OCR design sends images to a vendor, which may be unsuitable for controlled documents.
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