Deutsch English
Check an e-invoice Book a demo
Sector · Industry & manufacturing

“At the audit the OEM wants to see material certificates, and we are piecing them together from three years of files.”

DMS for industry & manufacturing: Automate ERP purchase order matching, manage certificates with expiry monitoring

Mid-sized manufacturers, suppliers and machine builders keep a purchase order, a delivery note, a material certificate and an inspection report for every delivery, often in different places. OXS.eco brings these documents together in one material file, reconciles invoices against purchase order data and monitors certificate validity dates, so that expiring certificates become visible early and audit evidence for ISO 9001 / IATF 16949 is much quicker to assemble than searching manually through directories and email attachments.

Discuss your supplier process View the interfaces
Structured 3-way matchPurchase order, delivery note and invoice reconciled by rule. Early payment discount deadlines stay reliable, ERP data stays consistent.
Certificates with expiry alertMaterial certificates, quality records and project documents in one place. Expiry monitoring makes certificates that are running out visible early.
Ready for ISO/IATF auditsBatch, material and project files kept in a clear structure and much quicker to assemble for OEM or TÜV audits than searching manually.
Industry & manufacturing
Order Delivery note 3.1 EN 10204 Certificate QM approval Batch LX-4711 · Steel 1.4301 Day 0 Order Day 12 Delivery Day 12 Cert. 3.1 Day 13 QM approval ✓ 10 YRS · TRACEABLE
Pain points

Four things we hear from purchasing and quality every day

One or more of them will probably sound familiar.

“Supplier invoices often do not match the purchase order. Nobody notices that systematically.”

“Maintenance records and inspection reports for one machine are scattered across folders and network drives instead of sitting ready to hand in the machine file.”

“REACH/RoHS certificates expire and nobody remembers in time.”

“For complaints we need batch records. In the folders that nobody ever finds.”

Use Cases

Document processes in manufacturing: measurably more efficient

From the supplier invoice to the ISO audit: OXS.eco reduces manual effort and improves traceability along the entire supply chain.

1

Automated supplier invoice processing with ERP matching

Problem

Manufacturers receive hundreds of supplier invoices every day. Matching them by hand against purchase orders in the ERP costs time, causes errors and lets early payment discount deadlines lapse.

Solution

Incoming invoices are matched against open purchase orders in the ERP (connection on a project basis), discrepancies are escalated, and a digital approval workflow by cost center and plant is started.

Result
From experience

noticeably less manual processing time. Early payment discount deadlines in view, invoices reliably tracked.

2

Quality documentation for ISO 9001 / IATF 16949

Problem

Inspection reports, measurement records and quality certificates sit on network drives or in paper folders. During an audit, finding the right document in the right version costs hours.

Solution

All quality documents are filed in a structured way, versioned and linked to product, batch or supplier. Full-text search and an audit trail make every record directly retrievable, with no digging through folders.

Result
Noticeably

less audit preparation time. Complete version history, always the right document version.

3

Automated supplier certificate management

Problem

Supplier certificates (ISO, REACH, RoHS, IATF) expire unnoticed. No central system monitors the deadlines; the risk sits with individual clerks and their Excel lists.

Solution

OXS.eco picks up expiry dates by rule, notifies the people responsible and escalates expired certificates. All certificates are held centrally in the supplier file, searchable and versioned.

Result
Complete

certificate monitoring supported, expired supplier certificates become visible early.

Document types

Document types that count every day in industry and manufacturing

Five document types that we bring together into one supplier and quality file in industrial setups.

Supplier invoice

Incoming invoice with an ERP reference. Problem: manual matching against the purchase order. Benefit: 3-way match against purchase order and goods receipt.

ISO inspection report

Documents quality inspections. Problem: spread across folders and plants. Benefit: versioned per product, supplier or batch.

Supplier certificate

REACH, RoHS, ISO 9001/14001 records. Problem: expiry dates go unnoticed. Benefit: rule-based monitoring with escalation.

Goods receipt document

Confirms delivered quantities and inspection. Problem: separate from the ERP document. Benefit: in one file together with purchase order and invoice.

Complaint

Customer or supplier complaint. Problem: batch records are hard to find. Benefit: complaint attached to the document case with its batch.

Integrations & interfaces

Ready to connect to your ERP and PLM landscape

Supplier invoices are matched against purchase orders from your ERP, and quality documents from your PLM land in the right product file (connections on a project basis). For every machine you keep an equipment life cycle file with maintenance and QA records, versioned and quick to find.

Discuss interfaces →Interfaces & API →
Systems in this industry proALPHA SAP S/4HANA abas ERP MS Dynamics 365 BC Diamant/4 DATEV EDI / EDIFACT XRechnung / ZUGFeRD / Peppol REST API Diamant is connected in production and highlighted here. Other systems we connect on a project basis, via the documented REST API or file-based transfer such as SFTP, including ones not listed here. XRechnung, ZUGFeRD, PEPPOL and EDI are processed directly by OXS.eco.
FAQ

Frequently asked questions

Yes. OXS.eco matches incoming invoices against open orders in your ERP by rule, spots discrepancies and passes them on for digital approval.

With versioned quality documents and an audit trail that makes every check traceable.

Yes. Expiry dates are recognized by rule, the people responsible are notified, and expired certificates are escalated.

Yes. OXS.eco offers open REST APIs and connectors to common ERP systems, on a project basis on request. Multi-tenant structures support workflows across sites without local servers.

Related industries

Also of interest

Related industries with a similar document and compliance profile.

Construction

Project files, variation orders and VOB deadlines kept digitally.

View construction solutions →

Retail & wholesale

Supplier invoices, branch documents and goods receipt in one place.

View retail solutions →

Or see all 9 industries →

Hélène TinetInitial call, demo & onboarding

Next step

See your manufacturing process in the demo.

We walk through 3-way match, ISO quality documentation and supplier certificate monitoring on your own use case. A 15-minute process check with a person from the MAAS team.

MAAS Filderstadt · since 1986
Book a demo