Documents AI

Documents can be emailed to documents@go-eka.com for processing. The documents are required to be pdfs and certain document types will run through AI processing to categorize and identify certain fields. They can then be assigned to loads and fulfill document requirements. Contact EKA Admin to enable this feature.

When emailing documents, the load number can be sent in the email with proper identification in order to match it to a load in the system. For example, to map to load 1001, put “Load # 1001” in the email subject line, or include the broker code. For example, if your broker code is EXMP and the load number is 1001, enter the email subject line as “EXMP-1001”. Documents can also be manually assigned or re-assigned to a load. 

Pending Documents

Go to Tools → Documents AI → Pending Documents to view imported documents.

Documents automatically go to this tab after processing, but there is a setting available for automatic approval. If that is enabled, the documents will be automatically assigned to the load if a load match is found and verification passes. 

Documents AI can also be accessed by clicking the Documents button in Operations → Load Management → Delivered Loads and in Finance → Payables. The button displays the total amount of documents in Posted Documents as well as unread documents. Clicking the button will open a new window with Documents AI open.

Documents that have been read will display as grayed out.

Documents can be flagged by clicking on the icon. It will turn yellow to indicate that the document has been flagged and flagged documents can be filtered for.

Click View Results to view the documents, make updates and confirm load assignment.

Note that this screenshot does not feature a real example and the identifying information has been removed.

Editing Pages and Document Type

To adjust the pages for this document, click Add/remove pages.

Select or unselect pages and then click Submit.

The document type can be changed and if the document type selected uses an AI processor, you can select the option to reprocess the document. If not, only the page updates and doc type will be saved. Certain document types do not have a processor, so the option to reprocess will be disabled.

The option to change just the document type and reprocessing is also available from the document screen. To access this, click the icon next to the Doc Type, select a new option and click the icon. If the document type selected has an AI processor, the option to reprocess will display.

Document Verification

For certain document types, there is verification available, which compares the fields to the assigned load. For automatic approval of these document types, those fields will need to be verified, or else the load will go to the Pending Documents tab for manual approval. The verified fields can be configured in Administration → Configurations → Documents AI.

Fields that are verified are marked with a icon. Fields that are not verified are marked with a icon. Hovering over the icon will display the expected value. In this example, the purchase order field was not parsed from the document, but the assigned load id is expected to be the purchase order.

Load Assignment

To add the document to a load, click the Save button. If the document does not have a load id attached, one will have to be manually added before saving. The document will then be added to the load and will no longer be visible from the Pending Documents view, but will be accessible from Posted Documents.

To assign multiple documents to a load at a time, in the Pending Documents tab, select the documents and click the Edit button.

Enter the load id and click Submit.

If the document is an invoice, it will be uploaded to the load as a carrier invoice. If the load already has a carrier invoice attached, it will be uploaded to the documents section as an invoice. All other document types will be uploaded to the documents section. The pages selected can also be updated for any documents added via Doc AI. Open the document and select Add/remove pages.

Posted documents can be found in Tools → Documents AI → Posted Documents.

Click View Results to view the parsed data and verifications.

This is an uneditable view of the same information in the Pending Documents tab.