V1.1 - Jul 12, 2025

Presented to

1. Executive Summary 3

2. Scope of Work 3

2.1 Process flow 3

2.2 Integration points 7

2.3 Job management and audit trail 7

1. Executive Summary

This document details the requirements for automating customs clearance document extraction of cargo manifest and items declaration from unstructured shipment documents.

2. Scope of Work

2.1 Process flow

The following steps covers the customs clearance AI data extraction flow:

1. Automatically reading attachments and validating email content from customsai@qatarposts.com and validating the email content to make sure it’s a valid shipment information. Optionally restrict processing to a specific sender list.

2. System will create a job (workflow instance) to process the shipment details with the initial state as “Extracting Data”.
   

3. System will read the airway bill (PDF) and extract the following information:

   1. Cargo Mainfest

      1. airway_bill_number

      2. shipper_name

      3. shipper_address

      4. issuing_carrier_agent_name

      5. issuing_carrier_agent_iata_code

      6. port_of_loading

      7. carrier_number

      8. carrier_name

      9. total_gross_weight: number;

      10. total_chargable_amount: number;

      11. item_description

      12. estimated_arrival_date

      13. estimated_departure_date

      14. customer_name

      15. Number_of_pieces

4. System will find and map the correct columns from the attached excel sheet and extract the following information for each record:

   1. Items declaration list, for each item in the excel:

      1. tracking_number

      2. shelf_no

      3. box_no

      4. address

      5. qid

      6. customerName

      7. merchant

      8. item_hs_code

      9. item_description

      10. item_qty

      11. item_qty_unit

      12. item_weight

      13. item_weight_unit

      14. item_dimension

      15. item_purchase_value

      16. currency

      17. local_shipping

      18. insurance

      19. shipping_charge

      20. customs_processing

      21. total_cif

      22. is_battery

      23. invoice_number

      24. country_of_origin

      25. inco_term

5. System will perform the following mapping and validation:

   1. Find the correct HS Code from Qatar 12 digit code list based on the item description.
      

   2. Validate missing fields and show error list with missing fields.
      

6. Once the above steps are completed, system will update the job status to “pending human review” and the following UI will be available for customs clearance team to review and approve.
   

7. Parallel with the customs declaration team review for the job details, system will automatically trigger a consent process to use customers PII data using one of the following methods:

   1. Automated SMS

   2. Automated email

   3. Other options if needed.

8. Once the customs clearance team has approved the job, System will make and api call to the customs declaration api with the generated structured data to create the cargo manifest and customs declarations.

2.2 Integration points

The following are the system integration points:

• Qpost office 365 email server
  will be used to listen to new emails coming to customsai@qatarposts.com and automatically start a workflow instance.

• Qpost customs declaration API endpoints

  • https://10.202.6.207/api/CargoManifest/SaveOrUpdate: will be used to create or update a cargo manifest.

  • https://10.202.6.207/api/ItemDeclaration/BulkSave: will be used to to bulk create items declaration.

2.3 Job management and audit trail

The system provides the following screens to manage jobs and view audit trail with follow details of extracted and processed data:

• Job list ** A dashboard with existing job list classified by status. **

  

• Job Details:

  • Original airway bill PDF file

  • Original items excel sheet

  • Editable extracted cargo manifest sheet

  • Editable list of items declaration data with automatic validation for required fields