Photo the delivery, we handle the rest.
Photograph the delivery note at goods-in. IBIOS AI extracts every line item, compares against your purchase order, creates discrepancy records automatically, and timestamps the photo as legal evidence — before the driver has left.
GRN records created per discrepancy. Credit-recovery tasks for damaged items. Timestamped photo stored as evidence.
The delivery that was wrong — and you only noticed a week later
A Carron bath order arrives. The driver is in a hurry. Your team signs the note, puts the boxes in the warehouse, and carries on with the day. A week later a fitter opens the box and finds two baths instead of three. You check the delivery note. It was signed as received complete.
The supplier says the signed note is proof of delivery. You have no dated evidence of the shortage. The credit claim fails. You absorb the loss.
IBIOS delivery note scanning creates a timestamped record of exactly what was on the note at the moment of arrival — before the driver is signed off. If the note is short, you know immediately. If goods are damaged, you photograph and flag them before the delivery is accepted.
From photo to flagged discrepancy, automatically
Three things happen automatically between the photo being taken and your team member seeing the results.
AI vision line item extraction
IBIOS reads delivery note photos using AI vision, extracting supplier name, date, product codes, descriptions, and quantities. Works on printed delivery notes and legible handwritten ones. Low-confidence fields are flagged for manual verification rather than guessed.
Automatic GRN discrepancy records
Each discrepancy between the delivery note and the IBIOS purchase order automatically creates a GRNDeliveryIssue record. Short deliveries, wrong items, and unexpected quantities are all captured as structured records linked to the PO and the delivery evidence.
Timestamped photo evidence
The delivery note photo is stored with its upload timestamp as a permanent attachment to the goods-in record. This provides dated, verifiable evidence of delivery condition for credit claims, supplier disputes, or insurance purposes.
What does the goods-in workflow look like?
The entire flow is designed to complete before the delivery driver leaves the premises.
Photograph the delivery note
Open IBIOS mobile app, tap Goods In, take a photo or select the PDF.
IBIOS reads the note
AI extraction runs automatically. Supplier, date, and all line items are identified.
Comparison runs against the PO
Each line is checked against the open purchase order. Matches are confirmed; discrepancies are flagged.
Records and tasks created
GRNDeliveryIssue records for discrepancies. Credit-recovery tasks for damaged items. All linked to the PO.
Team member notified
In-app notification shows the discrepancy summary. Damaged items can be photographed immediately as additional evidence.
Who is delivery note scanning for?
Any business where a delivery discrepancy discovered late costs money that is hard to recover.
Warehouse and goods-in teams
Photograph the note and IBIOS checks it against the purchase order, so you know what needs to be flagged. No chasing paperwork later; the discrepancy is recorded at goods-in.
Purchasing managers tracking delivery accuracy
GRNDeliveryIssue records build a delivery accuracy history per supplier. Know which suppliers consistently short-deliver before it starts affecting your ability to meet customer deadlines.
Finance teams recovering credit
Credit-recovery tasks created automatically from damaged goods records mean nothing falls through the cracks. Every credit claim has the original timestamped photo as supporting evidence.
Small teams without a formal goods-in process
If nobody has time to manually check each delivery against the PO, AI scanning does it for them. The structured records that result make credit recovery straightforward even weeks after the delivery.
Technical specifications
Input formats
JPEG, PNG, WEBP (photo), PDF (digital delivery note). Mobile app camera capture supported.
AI extraction
Supplier name, delivery date, line items (code, description, quantity). Low-confidence fields flagged.
Discrepancy records
GRNDeliveryIssue created per discrepancy. Linked to PO, delivery note, and goods-in record.
Credit recovery
Credit-recovery tasks created automatically for damaged or short-delivered items. Assigned to configurable team member.
Photo storage
Timestamped at upload. Permanent attachment to goods-in record. Retrievable for credit and insurance purposes.
Processing
Runs automatically in the background from upload to flagged discrepancy records and task creation.
Questions about delivery note scanning
How does delivery note scanning work?
At goods-in, your team member photographs the delivery note using the IBIOS mobile app or uploads an image from any device. IBIOS AI vision reads the photo and extracts the supplier name, delivery date, and every line item including product codes, descriptions, and quantities. The extracted data is compared against the open IBIOS purchase order for that supplier and any discrepancies are flagged immediately.
What happens if the delivery doesn’t match the order?
IBIOS automatically creates a GRNDeliveryIssue record for each discrepancy found — short deliveries, wrong quantities, or items not on the original PO. For items marked as damaged in the delivery note or noted as damaged in the IBIOS goods-in form, a credit-recovery task is created and assigned to the appropriate team member. All records are linked to the original PO and the delivery note photo for a complete audit trail.
How is the photo stored?
The original photo is stored in IBIOS as a timestamped attachment to the goods-in record. The timestamp is set at the moment of upload, not at the time of processing. This means the photo constitutes verifiable dated evidence of the delivery condition — useful for credit claims, insurance purposes, or supplier disputes.
Can I scan handwritten delivery notes?
Yes, within limits. IBIOS uses AI vision which handles clearly written handwritten notes better than traditional OCR. Heavily smudged, very light pencil, or partially obscured handwriting may reduce extraction accuracy. When confidence is low, IBIOS flags specific fields for manual verification rather than presenting potentially incorrect data as fact.
Does this replace the delivery note?
No. IBIOS recommends retaining the physical delivery note as the primary legal document. The digital scan and extracted data in IBIOS supplement the physical note — they make it searchable and link it to your purchase orders. For suppliers who provide digital delivery notes, the PDF can be uploaded directly instead of photographing a physical copy.
How long until a discrepancy is flagged?
The AI extraction and PO comparison start automatically once the photo is uploaded and run in the background. When they finish, your team member receives an in-app notification and the GRNDeliveryIssue records appear on their task list, so they can inspect and photograph damaged items if needed.
Which IBIOS product line includes delivery note scanning?
Delivery note scanning is part of the IBIOS Warehouse product line. It is built for tile showrooms and wholesale and trade suppliers. See also: supplier orders.
IBIOS (Integrated Business Intelligence & Operations System) is made by IBIOS Limited (NI743167), Northern Ireland. Access is by waiting list; there is no free trial.
Know what arrived before the driver leaves.
AI delivery note scanning with automatic discrepancy records. Early access by waiting list.