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PPWR Compliance Documents at Scale

Overview

A wholesaler of gift and promotional articles has to comply with the EU Packaging and Packaging Waste Regulation (PPWR, Regulation (EU) 2025/40). For every packaging it places on the market, the regulation requires an EU declaration of conformity and technical documentation. With an assortment of around 2,200 articles, each shipped in up to three packaging levels and documented in two languages, writing these documents by hand was not an option.

Together with kiwi software, the company connected its ERP system Alphaplan 5 to VeloxFactory. At the push of a button, or automatically once a month, VeloxFactory now produces up to 12 compliant documents per article, which are filed, versioned and published without any manual step.

The Challenge

The regulation turns every packaging level into its own documentation task. What the company needed:

  • One declaration of conformity and one technical documentation per packaging level: individual packaging, outer carton and master carton
  • Every document in German and English
  • Around 2,200 articles with up to 12 documents each, up to roughly 26,000 documents in total
  • Documents that stay in sync with ERP master data: when a dimension or a material weight changes, the affected documents must be reissued
  • Previous versions retained for traceability
  • The complete, current document set available for download by customers and authorities

The Solution

kiwi software added a document generation job to the company's existing Laravel integration platform, which already connects Alphaplan 5 to its webshop and accounting. The job reads the packaging master data from the ERP and renders every document through VeloxFactory's REST API. The workflow:

  1. The job selects all assortment articles that have no documents yet, or whose PPWR-relevant master data has changed since the last run, based on the ERP change log
  2. For each article, it detects the packaging levels present: individual packaging, outer carton and master carton
  3. It derives the values the regulation asks for: packaging type from the material weights, dimensions, weights, silica content, and the void ratio of outer and master cartons
  4. For each packaging level, it calls VeloxFactory four times: declaration of conformity and technical documentation, each in German and English
  5. The PDFs are filed on the document drive; any previous version is moved to a dated archive folder
  6. The ERP receives a timestamp on the article, so it is only processed again when relevant data changes
  7. Finally, one ZIP archive per language with the complete document set is uploaded to a public download server, and an info mail reports the result

The job runs automatically on the first day of every month and can be started at any time from the web interface. Since only new or changed articles are processed, an additional run is always safe.

Technical Setup

Component Details
Trigger Scheduled job (monthly) and manual start from the web interface
ERP Alphaplan 5 on MS SQL Server
Integration layer Laravel integration platform (developed by kiwi software)
Report engine VeloxFactory, self-hosted on premises
Report templates 4 Jaspersoft Studio templates (.jrxml): declaration of conformity and technical documentation, German and English
Data transfer Parameters only, no SQL in the templates; up to 15 parameters per document
API call POST /report-config/{id}/render with Base64 output, laconic response, no history record
Output Up to 12 PDFs per article, versioned on the document drive, one ZIP archive per language
Volume ~2,200 articles, up to ~26,000 documents

Static content such as manufacturer details, signatory, legal references and the conformity assessment module lives in the report templates. Everything that varies per article and packaging level arrives as a parameter in the render request.

Results

The PPWR documentation for the entire assortment is now generated and maintained automatically:

  • Up to 12 compliant documents per article, in German and English, without manual work
  • Documents follow master data changes: only affected articles are regenerated
  • Every previous version is archived with its date
  • Consistent document numbers and layout across the whole assortment
  • The public download archive is always complete and up to date

Why VeloxFactory

VeloxFactory fit into an integration platform that already existed. The integration layer, where the ERP knowledge lives, derives all values; VeloxFactory turns them into finished PDFs with one REST call per document. No middleware and no report engine inside the integration code were needed.

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