What is receiving delivery notes with AI and how do you use it?
Receiving delivery notes with AI is an advanced artificial-intelligence system built into tspoonlab that automates the processing and recognition of your delivery notes and invoices. This tool streamlines your management by removing manual data entry, reducing human error and linking goods reception directly to your stock, letting you instantly check whether what you received matches your original orders from the app.
Receiving delivery notes with AI
This video shows you how to receive orders with AI so you can enter the information from your delivery notes quickly. You can follow the step-by-step guide below the tutorial video.
Step by step to receive delivery notes with AI
Access and upload the purchase document
Go to "Management" and then click "Purchases".
Upload options:
Manual upload: open the order folder where you want to upload the delivery note. In the three dots, select "Scan delivery notes" and upload the PDF or JPG file. You don't need to add a supplier to the order, because the app detects the supplier from the delivery-note information.
Mobile upload: use the tspoonFast app to take a photo of the delivery note, and the document will appear automatically in "Purchases", creating an order automatically.
Validate and receive the order
Once the document is uploaded, the system processes the information. You then need to receive these products and materials to book them into stores and confirm the order was received correctly. To do so, follow these steps:
Find the order in the order list. It will be in the order marked as default when scanning or, if there is no default order, in the main order list on the left of the screen.
After checking all the ingredients are associated, click "Receive", in the top-right of the order header.
A validation window opens where the AI will have automatically filled in the Date and the Delivery-note number.
Check the following key points:
Tick the received box, or click "Mark all as received" to speed up the process.
Check for any price-change notifications.
Confirm the VAT (Value Added Tax) rate, the analysis accounts and the destination Store.
Comparing the order sent and the order received
If you placed the order through tspoonlab, the system generates two files: one with your original order and one with the scanned delivery note.
Below the order header, you can open the sent order by clicking "View order". This lets you compare the quantity requested vs. the quantity received side by side.
Select the "Only incidents" view to quickly filter the items that don't match or are pending to associate.
Associating new items from the delivery-note reception
If the AI detects a product on the delivery note that is not linked to your database, you'll need to associate it:
On the unknown item's line, click "Bind".
In the search box, select "Products" and type the name of your raw material in tspoonlab.
Define the supplier's purchase format; it's important to consider how the unit of measure is recorded on the delivery note:
Bulk: if you buy in kilos, litres or direct units.
Specific format: if you buy by box, jar, bag, etc. Enter the quantity the format contains and the price.
Click "OK".
📢 Attention: Always review the price-variation alerts after receiving the order to keep your food cost up to date.
💡 Tip: If an item has a new code on the delivery note (different from the one you have recorded), the system gives you three options: keep the current code, replace it with the new one, or add a different purchase format. Choose the one that best fits your stock management.
📌 Note: You can receive the delivery note again if you need to correct fields. If the invoice box was ticked, you can edit it in the invoices section inside the supplier.
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If you need further assistance, contact support by clicking the built-in Support Chat in the bottom-right corner of your screen.