How do you compare the sent purchase order with the received delivery note in tspoonlab?
This article shows you how to compare in tspoonlab what you ordered from a supplier with what arrived on their delivery note, how to view only the items that don’t match, and how to solve the case where the delivery note was uploaded separately and can’t be compared. That way, you review the differences before receiving the goods and before your stock and costs are updated.
This article is for purchasing, kitchen or store managers who place their orders from tspoonlab and receive delivery notes with OCR (Optical Character Recognition) or with AI document scanning: the comparison works the same with both systems. You need a user profile with Purchases permissions.
When you place an order from tspoonlab and then upload the supplier’s delivery note inside that order, tspoonlab saves the order you sent and the scanned delivery note in the same purchase, so you can review them side by side before receiving the goods.
How do you compare what you ordered with what you received in tspoonlab?
To compare the sent order with the received delivery note in tspoonlab, open the purchase before receiving it:
Go to "Management" and click "Purchases". Open the order folder and find the supplier’s purchase with the scanned delivery note. Next to "View order", a tag shows how many differences there are between the order and the delivery note, for example "3 Differences".
Click "View order". tspoonlab shows, item by item, the "Quantity ordered"next to the "Quantity received":
A green tick means the item matches the order.
A red icon with an exclamation mark means there’s a difference.
Click "Only incidents" to see only the items that don’t match the order. To go back to the delivery note view, click "View delivery note".
Check each difference against the paper delivery note and the goods that have arrived. When you’re sure, receive the delivery note by following Receive delivery notes with OCR or Receive delivery notes with AI. If goods are missing or you need to return something, see Manage incidents and returns on a delivery note.
📢 Important: The comparison is only available if you uploaded the delivery note inside the order pending to be received, with "Scan delivery note" in that order’s three dots. If you upload it without associating it with the order, tspoonlab creates a new purchase, not associated, and you won’t be able to compare what you ordered with what you received. You’ll find the step-by-step guide in Upload delivery notes to tspoonlab from tspoonBack or tspoonFast.
What do I do if I uploaded the delivery note separately and can’t compare it?
If you uploaded the delivery note without associating it with the order, tspoonlab can’t compare the two purchases. To be able to compare them, move the delivery note to the order pending to be received:
In the purchase where the delivery note was scanned separately, click "Delivery note", in the header, and download the delivery note PDF.
Open the order pending to be received, click its three dots and select "Scan delivery note". Upload the PDF you downloaded.
The pending order now shows the delivery note and the differences tag next to "View order". Delete the purchase that was created separately from its three dots with "Delete", so the purchases-by-supplier report doesn’t count the same delivery note twice.
If you no longer need the pending order, you can also delete the pending order and keep the delivery note’s purchase, although in that case you won’t be able to compare what you ordered with what you received.
Still need help? Click the built-in Support Chat in the bottom-right corner of your screen and our team will get back to you.