{"id":215291,"date":"2025-05-16T11:42:15","date_gmt":"2025-05-16T09:42:15","guid":{"rendered":"https:\/\/easy-software.com\/?post_type=glossar&#038;p=215291"},"modified":"2025-07-02T13:40:55","modified_gmt":"2025-07-02T11:40:55","slug":"incoming-goods-inspection","status":"publish","type":"glossar","link":"http:\/\/easy-software.com\/en\/glossary\/incoming-goods-inspection\/","title":{"rendered":"Incoming goods inspection"},"content":{"rendered":"<div class=\"gb-container gb-container-bff3e728\">\n<div class=\"gb-container gb-container-21f239a0\">\n<div class=\"gb-grid-wrapper gb-grid-wrapper-21d3b66e\">\n<div class=\"gb-grid-column gb-grid-column-8f04805b\"><div class=\"gb-container gb-container-8f04805b\">\n\n<p>Digital incoming goods inspection is a critical process that ensures the quantity and quality of received goods match the original order. In <a href=\"https:\/\/easy-software.com\/en\/procurementprocesses\/\">procurement processes<\/a> worldwide, an efficient incoming goods inspection contributes significantly to smooth downstream operations and minimizes the risk of errors and delays across global supply chains.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-12fbce83 gb-headline-text gb-headline-medium\">Incoming goods inspection using the delivery note?<\/h2>\n\n\n\n<p>The following aspects must be checked on the basis of the delivery note when goods are received:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Have the goods arrived at the correct delivery location?<\/li>\n\n\n\n<li>Is the delivery date correct?<\/li>\n\n\n\n<li>Check for completeness and quality of the delivered goods?<\/li>\n<\/ul>\n\n\n\n<p>Unfortunately, using paper for the delivery note\/packing slip cannot be avoided at this point. It remains a required physical part of the shipment.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-f57137f3 gb-headline-text gb-headline-medium\">Traditional Incoming Goods Inspection Challenges<\/h2>\n\n\n\n<p>When goods arrive, several key aspects must be verified using delivery documentation:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Correct delivery location confirmation<\/li>\n\n\n\n<li>Accurate delivery date verification<\/li>\n\n\n\n<li>Completeness and quality assessment of delivered goods<\/li>\n<\/ul>\n\n\n\n<p>While digital transformation continues globally, physical delivery notes or packing slips often remain unavoidable as required components of international shipments, creating operational challenges.<\/p>\n\n\n\n<h3 class=\"gb-headline gb-headline-406448cd gb-headline-text gb-headline-small\">Common Problems with Paper Documentation<\/h3>\n\n\n\n<p>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:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Order Status Uncertainty<\/strong>: Questions about order status cannot be answered quickly across different time zones and locations<\/li>\n\n\n\n<li><strong>Process Delays<\/strong>: Downstream processes such as invoice processing or production can experience significant delays<\/li>\n\n\n\n<li><strong>Communication Barriers<\/strong>: Information sharing between global teams becomes cumbersome and error-prone<\/li>\n<\/ul>\n\n\n\n<p>Digitizing delivery note processes offers an efficient solution for overcoming these international challenges and optimizing incoming goods inspection across borders.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-5daa93c7 gb-headline-text gb-headline-medium\">3-Step Digital Incoming Goods Inspection Process<\/h2>\n\n\n\n<h3 class=\"gb-headline gb-headline-c820bcba gb-headline-text gb-headline-small\">Step 1: Digital Receipt and Scan-In<\/h3>\n\n\n\n<p>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.<\/p>\n\n\n\n<p>When order references exist, the digital delivery bill data is automatically cross-referenced with original orders, with any deviations clearly highlighted for immediate attention.<\/p>\n\n\n\n<h3 class=\"gb-headline gb-headline-dbd3faa5 gb-headline-text gb-headline-small\">Step 2: Automated Quality Control Detection<\/h3>\n\n\n\n<p>Modern warehouse operations demand both speed and precision. Digital inspection systems immediately address critical questions upon goods receipt:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Verification of correct delivery location<\/li>\n\n\n\n<li>Confirmation of expected batch sizes and quantities<\/li>\n\n\n\n<li>Quality matching between ordered and delivered goods<\/li>\n\n\n\n<li>Real-time identification of discrepancies<\/li>\n<\/ul>\n\n\n\n<h3 class=\"gb-headline gb-headline-a1c279b0 gb-headline-text gb-headline-small\">Step 3: Seamless Integration with Downstream Processes<\/h3>\n\n\n\n<p>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.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-ff6440dc gb-headline-text gb-headline-medium\">Key Data Fields in Digital Inspection Systems<\/h2>\n\n\n\n<p><strong><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\"><strong>Header Information Capture:<\/strong><\/mark><\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Supplier identification and details<\/li>\n\n\n\n<li>Delivery recipient information<\/li>\n\n\n\n<li>Dispatch and delivery dates<\/li>\n\n\n\n<li>Delivery note reference numbers<\/li>\n\n\n\n<li>Order reference linking<\/li>\n<\/ul>\n\n\n\n<p><strong><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Line Item Data Processing:<\/mark><\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Item identification numbers<\/li>\n\n\n\n<li>Delivered quantities<\/li>\n\n\n\n<li>Article descriptions and specifications<\/li>\n\n\n\n<li>Units of measure<\/li>\n\n\n\n<li>Quality indicators<\/li>\n<\/ul>\n\n\n\n<p>Modern<a href=\"https:\/\/easy-software.com\/en\/digital-documentcapture\/\"> document capture <\/a>systems can easily process additional fields, and since delivery notes lack standardized formats globally, <a href=\"https:\/\/easy-software.com\/en\/glossary\/ocr\/\">Optical Character Recognition (OCR<\/a>) technology serves as the optimal solution for international applications.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-fb9a3091 gb-headline-text gb-headline-medium\">Global Advantages of Digital Incoming Goods Inspection<\/h2>\n\n\n\n<p>A solution for processing delivery notes gives your company and employees the necessary flight altitude to keep an eye on every delivery.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Enhanced<\/strong> <strong>Transparency<\/strong>: Complete monitoring of goods delivery across international supply chains &#8211; tracking what was delivered, when, where, in what quantity, and at what cost across multiple currencies and regions.<\/li>\n\n\n\n<li><strong>Improved<\/strong> <strong>Security<\/strong>: Adherence to various international compliance guidelines, regulatory requirements, and authorization protocols across different jurisdictions.<\/li>\n\n\n\n<li><strong>Accelerated Processing Times<\/strong>: Maximum automation in digital goods receipt with integrated process control, reducing processing times regardless of geographic location or time zone differences.<\/li>\n\n\n\n<li><strong>Procurement Security<\/strong>: Comprehensive monitoring of all deliveries enables real-time oversight across global supply chains, providing up-to-date visibility into international operations.<\/li>\n\n\n\n<li><strong>Environmental Benefits<\/strong>: Elimination of paper-based processes, physical filing systems, and document storage requirements, supporting global sustainability initiatives.<\/li>\n\n\n\n<li><strong>Cost Optimization<\/strong>: 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.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"gb-headline gb-headline-674e7229 gb-headline-text gb-headline-medium\">Discover the potential of digital incoming goods inspection<\/h2>\n\n\n\n<p>Goods receipt is one of the central elements of the<a href=\"https:\/\/easy-software.com\/en\/glossary\/purchase-to-pay-process\/\"> purchase-to-pay process<\/a>. 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.<\/p>\n\n\n\n<p>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?<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Minimize manual activities<\/strong>: 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.<\/li>\n\n\n\n<li><strong>Shorten process times<\/strong>: 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.<\/li>\n\n\n\n<li><strong>Maximum process transparency<\/strong>: Increased visibility in incoming goods and related processes provides comprehensive oversight and immediate access to important metrics, data, and facts across global operations.<\/li>\n\n\n\n<li><strong>Practical search<\/strong>: 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.<\/li>\n\n\n\n<li><strong>No duplicates<\/strong>: Automatic duplicate receipt checking prevents multiple entries of delivery notes, avoiding potential duplicate payments and associated complications across different currencies and payment systems.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"gb-headline gb-headline-213ffa1c gb-headline-text gb-headline-medium\">&nbsp;<br>FAQ on incoming goods inspection<\/h2>\n\n\n<div class=\"gb-container gb-container-1be7b817 gb-accordion\" data-accordion-multiple-open>\n<div class=\"gb-container gb-container-950a0758 gb-accordion__item gb-accordion__item-open\" data-transition=\"slide\">\n<div class=\"gb-container gb-container-041e55d8 gb-accordion__toggle gb-block-is-current\" id=\"gb-accordion-toggle-041e55d8\" role=\"button\" tabindex=\"0\">\n\n<h3 class=\"gb-headline gb-headline-df6d8a2f gb-headline-x-small\">Why maintain delivery note records?<\/h3>\n\n<\/div>\n\n<div id=\"gb-accordion-content-fa4de532\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-fa4de532\">\n\n<p>Delivery notes document goods receipt and ideally confirm proper <a href=\"https:\/\/easy-software.com\/en\/easy-contract\/contract-management-sap\/\">contract fulfillment<\/a> by suppliers. They also document deviations in delivery quantity, scope, or quality (including damage) &#8211; crucial elements during incoming goods inspection. These documents represent important process elements and are typically subject to various <a href=\"https:\/\/easy-software.com\/en\/archiving\/#document-retention\">regulatory retention requirements<\/a> depending on jurisdiction.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-5f80bc50 gb-accordion__item\" data-transition=\"slide\">\n<div class=\"gb-container gb-container-5eac59d8 gb-accordion__toggle\" id=\"gb-accordion-toggle-5eac59d8\" role=\"button\" tabindex=\"0\">\n\n<h3 class=\"gb-headline gb-headline-960f94ed gb-headline-x-small\">What information should delivery notes contain?<\/h3>\n\n<\/div>\n\n<div id=\"gb-accordion-content-6c2b8ff8\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-6c2b8ff8\">\n\n<p>While specific legal requirements vary by country and region, delivery notes typically serve as links between goods, shipping, and invoices. They help customers identify which orders are involved and are particularly valuable for companies with high delivery volumes. Delivery notes may also function as packing lists, enabling dispatch and warehouse employees to verify package contents.<\/p>\n\n\n\n<p><strong>Recommended Information<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Order references for invoice matching<\/li>\n\n\n\n<li>Detailed item descriptions and quantities<\/li>\n\n\n\n<li>Quality indicators and condition notes<\/li>\n\n\n\n<li>Supplier and recipient identification<\/li>\n\n\n\n<li>Shipping and delivery date information<\/li>\n<\/ul>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-9f2e33e9 gb-accordion__item\" data-transition=\"slide\">\n<div class=\"gb-container gb-container-ee79559a gb-accordion__toggle\" id=\"gb-accordion-toggle-ee79559a\" role=\"button\" tabindex=\"0\">\n\n<h3 class=\"gb-headline gb-headline-0d8601f7 gb-headline-x-small\">How long do delivery notes have to be kept?<\/h3>\n\n<\/div>\n\n<div id=\"gb-accordion-content-70db50a3\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-70db50a3\">\n\n<p>Retention periods for delivery notes vary significantly by jurisdiction:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Accounting documents<\/strong>: Typically 5-10 years depending on local regulations<\/li>\n\n\n\n<li><strong>Commercial correspondence<\/strong>: Usually 3-7 years based on regional requirements<\/li>\n\n\n\n<li><strong>Operational documents<\/strong>: Generally 3-6 years according to local business law<\/li>\n<\/ul>\n\n\n\n<p>Organizations should consult local legal requirements and implement <a href=\"https:\/\/easy-software.com\/en\/easy-archive\/\">appropriate document archiving solutions<\/a> to ensure compliance across all operational jurisdictions.<\/p>\n\n<\/div><\/div>\n<\/div>\n<\/div>\n\n\n<div style=\"height:100px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n<div class=\"gb-grid-wrapper gb-grid-wrapper-5f82ae83\">\n<div class=\"gb-grid-column gb-grid-column-2916d779\"><div class=\"gb-container gb-container-2916d779 product-col\" data-sal =\"fade\" data-sal-easing=\"easeInOutSine\"><a class=\"gb-container-link\" href=\"https:\/\/easy-software.com\/en\/easy-archive\/\" aria-label=\"Produkt easy archive\"><\/a>\n<div class=\"gb-container gb-container-875c0171\">\n\n<h2 class=\"gb-headline gb-headline-e95cfbbc gb-headline-text gb-headline-marked-headline\"><span>easy<mark style=\"background-color:var(--easy-white)\" class=\"has-inline-color has-easy-blue-color\">archive<\/mark><\/span><\/h2>\n\n<\/div>\n\n<div class=\"gb-container gb-container-852a5b1e\"><\/div>\n\n<div class=\"gb-container gb-container-d3cd68aa\">\n\n<p class=\"has-easy-white-color has-text-color\">Archive data securely and compliant.<\/p>\n\n\n\n<span class=\"gb-button gb-button-7e027f88 gb-button-text-btn\"><span class=\"gb-button-text\">Discover easy archive<\/span><span class=\"gb-icon\"><svg viewBox=\"0 0 48 48\" xml:space=\"preserve\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n  <path d=\"m29.95 39.1-3.25-3.2 9.6-9.65h-33V21.7h33l-9.6-9.65 3.25-3.2L45.05 24Z\"><\/path>\n<\/svg>\n<\/span><\/span>\n\n<\/div>\n<\/div><\/div>\n\n<div class=\"gb-grid-column gb-grid-column-1f2fac37\"><div class=\"gb-container gb-container-1f2fac37 product-col\" data-sal =\"fade\" data-sal-easing=\"easeInOutSine\"><a class=\"gb-container-link\" href=\"https:\/\/easy-software.com\/en\/easy-invoice\/\" aria-label=\"Produkt easy invoice\"><\/a>\n<div class=\"gb-container gb-container-0633cccb\">\n\n<h2 class=\"gb-headline gb-headline-d99cc43b gb-headline-text gb-headline-marked-headline\"><span>easy<mark style=\"background-color:var(--easy-white)\" class=\"has-inline-color has-easy-cyan-color\">invoice<\/mark><\/span><\/h2>\n\n<\/div>\n\n<div class=\"gb-container gb-container-89a53721\"><\/div>\n\n<div class=\"gb-container gb-container-05b55192\">\n\n<p class=\"has-easy-white-color has-text-color\">Digitally verify and approve invoices.<\/p>\n\n\n\n<span class=\"gb-button gb-button-393bc245 gb-button-text-btn\"><span class=\"gb-button-text\">discover easy invoice<\/span><span class=\"gb-icon\"><svg viewBox=\"0 0 48 48\" xml:space=\"preserve\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n  <path d=\"m29.95 39.1-3.25-3.2 9.6-9.65h-33V21.7h33l-9.6-9.65 3.25-3.2L45.05 24Z\"><\/path>\n<\/svg>\n<\/span><\/span>\n\n<\/div>\n<\/div><\/div>\n<\/div>\n<\/div><\/div>\n<\/div>\n<\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Goods receipt and incoming goods inspection are among the critical points after ordering processes. Read here what you need to pay attention to.<\/p>\n","protected":false},"author":64,"featured_media":0,"parent":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-215291","glossar","type-glossar","status-publish","format-standard","hentry","no-featured-image-padding"],"acf":[],"_links":{"self":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar\/215291","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar"}],"about":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/types\/glossar"}],"author":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/users\/64"}],"version-history":[{"count":0,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar\/215291\/revisions"}],"wp:attachment":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/media?parent=215291"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}