Incoming goods inspection

This inspection of goods on receipt is crucial to ensure that the quantity and quality of the requested goods match the order. In procurement processes, an efficient incoming goods inspection contributes significantly to the smooth handling of downstream processes and minimizes the risk of errors and delays.

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.

Problems with paper delivery notes?

Many companies still rely on paper-based delivery notes at this point and struggle with the typical dark spots in incoming goods inspections. This leads to challenges, especially in decentralized organizations with multiple locations:

• Order status: questions about order status cannot be answered quickly.
• Process delays: Downstream processes, such as incoming invoice processing or production, can come to a standstill.

Digitizing the delivery note offers an efficient solution for overcoming these challenges and optimizing incoming goods inspection.

3 steps of the digital incoming goods inspection

1. Receipt of the goods – scan-in of the delivery notes: In the now digital goods receipt, you reliably transfer the items of the goods received to your ERP. Simple and secure capture of delivery bills via scan-in using an intelligent document reader is the order of the day. This is how digital goods receipt control works – and you can avoid error-prone, manual entries thanks to good document entry. If there is an order reference, the item data of the now digital delivery bill (goods receipt slip) is automatically checked. Any deviations from the original order are clearly highlighted.
2. Detecting faulty deliveries through digital incoming goods inspection: Daily business in the warehouse also demands speed and precision. The following questions need to be answered immediately when goods are received.
   • Were the goods delivered to the correct delivery location?
   • Were the expected batch sizes delivered?
   • Do the quantity and quality of the ordered goods match the delivery?
3. Free rein for downstream processes: The automatic assignment of delivery notes to order processes is “only” a duty in digital incoming goods inspection. Downstream processes, such as the processing and posting of incoming invoices, are the optional extra. This is where modern solutions come into their own: Seamless expansion to include the processing of order confirmations, incoming invoices and contract management is possible in no time at all.

Which fields does a digital incoming goods inspection read?

Header data of the delivery bill:

• Supplier
• Recipient of the delivery
• Dispatch date and delivery date
• Delivery note number
• Reference to the order

Line Item data of the delivery note:

• Item number
• Item quantity
• Item number
• Article description
• Unit of measure

Other fields should be easy to read with a modern document capture system. As the delivery note does not have a defined format, Optical Character Recognition (OCR) is without doubt the tool of choice.

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.

• Transparency: Monitoring the delivery of goods – when was what delivered, where, in what quantity and at what price?
• Security: By adhering to compliance guidelines and authorizations.
• Faster throughput times: Through maximum degree of automation in digital goods receipt with integrated process control.
• Purchasing security: Monitoring of all deliveries and delivery bills enables an up-to-date overview at all times.
• Environmentally friendly: No more paper, folders and file rooms.
• Cost savings through lean processes: Lean processes and deadlines for cash discounts and reminders always in sight – huge efficiency gains in downstream processes, e.g. for incoming invoices.

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 to a minimum. The intelligent document reader impresses with its high reading accuracy. The scan-in takes all the data from the delivery note and transfers it to the leading system in a structured manner. This reduces errors caused by manual activities and increases transparency.
• Shorten process times: Of course, you also reduce the time required for goods receipt with digital incoming goods inspection – thanks to the integrated control of downstream process steps. You can also initiate order splits for partial deliveries and returns in the application, which should of course also be usable on mobile devices.
• Maximum process transparency: Increase process transparency in incoming goods as well as in upstream and downstream processes. This allows you to maintain an overview and always have all the important figures, data and facts to hand at a glance.
• Practical search: The search function in the application allows you to find your delivery notes at the click of a mouse. Filtering and sorting by due date, supplier, delivery date, etc. should of course also be possible.
• No duplicates: Avoid the common problem of multiple entry of delivery notes. An automatic check for duplicate receipts should be available. This will help you to avoid possible duplicate payments and further resulting difficulties.

 
FAQ on incoming goods inspection