Incoming goods inspection

Digital incoming goods inspection is a critical process that ensures the quantity and quality of received goods match the original order. In procurement processes worldwide, an efficient incoming goods inspection contributes significantly to smooth downstream operations and minimizes the risk of errors and delays across global supply chains.

Incoming goods inspection using the delivery note?

The following aspects must be checked on the basis of the delivery note when goods are received:

• Have the goods arrived at the correct delivery location?
• Is the delivery date correct?
• Check for completeness and quality of the delivered goods?

Unfortunately, using paper for the delivery note/packing slip cannot be avoided at this point. It remains a required physical part of the shipment.

Traditional Incoming Goods Inspection Challenges

When goods arrive, several key aspects must be verified using delivery documentation:

• Correct delivery location confirmation
• Accurate delivery date verification
• Completeness and quality assessment of delivered goods

While digital transformation continues globally, physical delivery notes or packing slips often remain unavoidable as required components of international shipments, creating operational challenges.

Common Problems with Paper Documentation

Many organizations worldwide still rely on paper-based delivery notes, leading to typical operational blind spots in incoming goods inspection. This creates particular challenges for multinational organizations with distributed locations:

• Order Status Uncertainty: Questions about order status cannot be answered quickly across different time zones and locations
• Process Delays: Downstream processes such as invoice processing or production can experience significant delays
• Communication Barriers: Information sharing between global teams becomes cumbersome and error-prone

Digitizing delivery note processes offers an efficient solution for overcoming these international challenges and optimizing incoming goods inspection across borders.

3-Step Digital Incoming Goods Inspection Process

Step 1: Digital Receipt and Scan-In

In modern digital goods receipt processes, items are reliably transferred to your ERP system through intelligent document capture. Advanced OCR technology enables secure capture of delivery bills via scan-in using intelligent document readers. This digital approach eliminates error-prone manual entries through automated document processing.

When order references exist, the digital delivery bill data is automatically cross-referenced with original orders, with any deviations clearly highlighted for immediate attention.

Step 2: Automated Quality Control Detection

Modern warehouse operations demand both speed and precision. Digital inspection systems immediately address critical questions upon goods receipt:

• Verification of correct delivery location
• Confirmation of expected batch sizes and quantities
• Quality matching between ordered and delivered goods
• Real-time identification of discrepancies

Step 3: Seamless Integration with Downstream Processes

Automatic assignment of delivery notes to order processes forms the foundation of digital incoming goods inspection. The system enables seamless expansion to include processing of order confirmations, incoming invoices, and contract management, creating an integrated procurement ecosystem.

Key Data Fields in Digital Inspection Systems

Header Information Capture:

• Supplier identification and details
• Delivery recipient information
• Dispatch and delivery dates
• Delivery note reference numbers
• Order reference linking

Line Item Data Processing:

• Item identification numbers
• Delivered quantities
• Article descriptions and specifications
• Units of measure
• Quality indicators

Modern document capture systems can easily process additional fields, and since delivery notes lack standardized formats globally, Optical Character Recognition (OCR) technology serves as the optimal solution for international applications.

Global Advantages of Digital Incoming Goods Inspection

A solution for processing delivery notes gives your company and employees the necessary flight altitude to keep an eye on every delivery.

• Enhanced Transparency: Complete monitoring of goods delivery across international supply chains – tracking what was delivered, when, where, in what quantity, and at what cost across multiple currencies and regions.
• Improved Security: Adherence to various international compliance guidelines, regulatory requirements, and authorization protocols across different jurisdictions.
• Accelerated Processing Times: Maximum automation in digital goods receipt with integrated process control, reducing processing times regardless of geographic location or time zone differences.
• Procurement Security: Comprehensive monitoring of all deliveries enables real-time oversight across global supply chains, providing up-to-date visibility into international operations.
• Environmental Benefits: Elimination of paper-based processes, physical filing systems, and document storage requirements, supporting global sustainability initiatives.
• Cost Optimization: Streamlined processes maintain visibility of payment terms, discount deadlines, and reminder schedules, generating significant efficiency gains in downstream processes such as invoice processing across multiple currencies and tax jurisdictions.

Discover the potential of digital incoming goods inspection

Goods receipt is one of the central elements of the purchase-to-pay process. The digital incoming goods inspection of delivery notes not only represents the interface to upstream and downstream processes, but also acts as an anchor point: this is where the question of what has been delivered and in what quantity and quality is answered.

In most cases, purchasing organizations are faced with the challenge of keeping track of paper packing slips simply because of the volume of deliveries. How does digital incoming goods inspection help you in your day-to-day business?

• Minimize manual activities: Reduce manual intervention during incoming goods inspection through intelligent document processing with high reading accuracy. Automated data transfer to leading systems reduces errors and increases transparency across international operations.
• Shorten process times: Reduce goods receipt processing time through integrated control of downstream processes. Mobile-accessible applications enable order splits for partial deliveries and returns, supporting global workforce flexibility.
• Maximum process transparency: Increased visibility in incoming goods and related processes provides comprehensive oversight and immediate access to important metrics, data, and facts across global operations.
• Practical search: Powerful search functionality enables instant delivery note retrieval with filtering and sorting by due date, supplier, delivery date, and other parameters relevant to international operations.
• No duplicates: Automatic duplicate receipt checking prevents multiple entries of delivery notes, avoiding potential duplicate payments and associated complications across different currencies and payment systems.

 
FAQ on incoming goods inspection