EvaDocs - Local Purchase Order System

EvaDocs is a comprehensive document processing system that uses OCR (Optical Character Recognition) to automatically extract and process Local Purchase Orders from PDF and image files. The system converts physical LPO documents into structured digital data, matches products, applies pricing, and allows conversion to sales orders.

Quick Start

The LPO system follows a 9-step workflow with multiple document ingestion methods:

1. Document Ingest → User uploads PDF/Image via frontend or we receive documents via email/WhatsApp
2. Validation → System validates file type, size, and page count. Validation is done on frontend when uploading and on backend for all document sources
3. OCR Processing → External Gemini (LLM) + OCR service extracts data intelligently
4. Data Callback → OCR service returns extracted data via callback, marks document as PROCESSED or FAILED and stores data
5. Product Matching → System matches extracted product codes with catalog through matching product codes, matching product codes against customer account or using full-text search to match to product catalog
6. Price Mapping → System applies appropriate pricing based on customer/outlet. Can be defaulted to LPO Prices
7. UOM Conversion → Store each LPO Line item with a configured Unit of Measure
8. Review & Edit → User reviews and edits extracted data where necessary
9. Order Conversion → Convert LPO to actual sales order, with set delivery date where necessary

Documentation Structure

Core Concepts

• Overview & Executive Summary - High-level system overview and business value
• Process Flow - Complete workflow and status lifecycle

Document Ingestion

• Document Upload & Validation - File handling and validation rules
• Email Integration LPO Reader - Automated email processing and client synchronization
• OCR Integration - External OCR service integration with Gemini LLM

Configuration & Setup

• Configuration & Settings - Environment variables and system settings
• Database Schema - Complete database structure and relationships
• Deployment Guide - Production deployment requirements

Core Processing

• Product Matching & Pricing - Intelligent product matching system
• UOM Configuration - Unit of measure conversion system
• Order Conversion - Converting LPOs to sales orders

User Interface & Experience

• Frontend Architecture - Vue.js components and user workflows

Operations & Maintenance

• Error Handling & Monitoring - Error scenarios and monitoring
• Security & Permissions - Authentication and authorization
• Implementation Guide - Developer setup and testing
• Troubleshooting - Common issues and solutions
• API Reference - Complete API endpoint documentation

Key Features

Intelligent Document Processing

• Multi-format Support: PDF, JPEG, PNG, JPG files up to 10MB
• Multiple Ingestion Methods: Frontend upload, email attachments, WhatsApp integration
• OCR Technology: External Solutech Labs OCR service with Gemini LLM integration
• Real-time Processing: WebSocket-based status updates
• Timeout Management: Automatic handling of stuck documents

Email Integration LPO Reader

• Automated Email Processing: Reads emails from configured mailboxes with LPO attachments
• Client-Based Routing: Routes emails to appropriate clients based on sender/recipient configuration
• Microsoft Azure Integration: OAuth authentication with Microsoft Graph API
• Bulk Synchronization: Batch processing of email logs for efficient client synchronization
• Real-time Monitoring: API endpoints for monitoring email processing status

Advanced Product Matching

• 5-tier Matching Hierarchy: From direct ID matching to AI-powered fuzzy search
• Customer-specific Mappings: Support for custom product codes per customer
• MeiliSearch Integration: Intelligent fallback matching with confidence scores

Flexible Configuration

• UOM Conversion: Configurable unit standardization per outlet
• Price Management: Hierarchical pricing with manual override support
• Credit System: Page-based billing with hold/release mechanisms
• Comprehensive Error Handling: Retry mechanisms and audit trails

Getting Started

1. For Users: Start with the Overview to understand the business process
2. For Developers: Begin with System Architecture and Implementation Guide
3. For Administrators: Review Configuration and Deployment guides

Support & Resources

• Troubleshooting: Check the Troubleshooting Guide for common issues
• API Integration: See API Reference for endpoint documentation
• Error Monitoring: Refer to Error Handling for monitoring setup