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GOODS RECEIVING AUTOMATION

Photograph, scan, or forward the delivery note. Weeva finds the purchase order, checks every line and posts the GRV.

Any delivery note or proof of delivery, on a phone, a tablet or by email. Weeva reads it, matches it to the right purchase order in your ERP, shows you the discrepancies, and creates the GRV (GRN or goods receipt elsewhere) when you confirm.

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Illustrative example: A phone photo of a supplier delivery note on the left and the matched purchase order on the right, compared line by line, with a short delivery and a substitution flagged.

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What is goods receiving automation?

Goods receiving automation captures a supplier's delivery note or proof of delivery at the point goods arrive, reads the supplier, references and every line, finds the matching purchase order in your ERP, compares ordered against delivered quantities and prices, surfaces discrepancies for a decision, and creates the goods received voucher (GRV, also called a GRN or goods receipt) so the purchase order can be closed and the supplier invoice matched.

The delivery note goes in a tray. The GRV gets captured later, if at all.

  • Paper in a tray

    Delivery notes are captured hours or days after the goods are on the shelf. Stock is wrong in between.

  • Blind matching

    Finding the purchase order means searching by supplier and guessing at the reference.

  • Silent discrepancies

    Short deliveries are accepted, substitutions go unnoticed, and the invoice gets paid in full.

  • Open purchase orders

    Orders that were delivered never get closed. Commitments and reorder points drift.

  • Pharmaceutical wholesale

    Every inbound line needs its batch, lot and expiry recorded, substitutions must be approved rather than accepted, and the record must show who received what. Paper delivery notes captured later put all three at risk.

  • Fresh produce

    Perishables arrive with weight variances and short-dated stock. Receivers need to record what actually came off the truck, by weight, at the bay, before it goes into the cold room.

  • Food and beverage

    Cold-chain deliveries need checking fast, and expiry dates matter. Short deliveries and substitutions from suppliers are easy to miss when the delivery note is captured hours after the goods are in the cold room.

How does goods receiving automation work?

From the delivery note to the GRV, in five steps.

Capture at the bay, a line-by-line comparison against the purchase order, and a receiver who confirms before anything posts.

  1. 01

    Capture

    Phone, tablet, email or upload

    Multi-page, multi-photo

  2. 02

    Read

    Supplier, references, every line

    Batch and expiry where printed

  3. 03

    Find the PO

    Across open purchase orders in your ERP

    By number, else by supplier and lines

  4. 04

    Compare

    Line by line, with your tolerances

    Discrepancies named

  5. 05

    Confirm and post

    GRV created, PO closed or partially received

    Photo attached

Supplier layouts and your tolerances are remembered, so the next delivery from the same supplier needs less of your attention.

Does the receiving team need an app?

Built for the receiving bay, not the back office.

  • Works in any smartphone or tablet browser, no app to install
  • Multi-page and multi-photo capture in one job
  • Glare, skew and poor light handled
  • Receiver confirms on the device, with their name on the record
Illustrative example: A phone browser photographing a two-page delivery note, with both pages held together as one receiving job and a confirm button beneath.

Which receiving discrepancies does Weeva catch?

Every difference between what you ordered and what arrived, named.

Receiving discrepancies and what Weeva does with each

  • Short delivery

    What Weeva does
    Records the received quantity, leaves the balance open on the PO, flags for confirmation

  • Over delivery

    What Weeva does
    Flags and holds; accepts within a tolerance you set

  • Substitution

    What Weeva does
    Flags, proposes the catalogue match, asks the receiver

  • Unordered item

    What Weeva does
    Flags; the receiver accepts to a new line or rejects

  • Price variance

    What Weeva does
    Flags for finance; never overwrites the PO price

  • Pack size variance

    What Weeva does
    Converts to units, flags if the total does not reconcile

  • Unit of measure mismatch

    What Weeva does
    Normalises where the catalogue allows, otherwise asks

  • Damaged or rejected

    What Weeva does
    Records the rejected quantity separately for the credit note

  • Missing PO reference

    What Weeva does
    Matches by supplier and lines across open POs, asks if more than one fits

What does Weeva create in the ERP?

The GRV is created in your ERP, against the right purchase order, with the right quantities.

  • Partial receipts supported, balance stays open
  • Back-orders stay open until the rest arrives
  • Batch, lot and expiry captured where your ERP supports them
  • Supplier invoice matched later for the three-way match
  • The photo of the delivery note travels with the GRV
Illustrative example: GRV-3391 posted to the ERP against purchase order HB-PO-5521: ordered, received and open quantities per line, six units of lemon-lime soda left open, the accepted substitution noted, and delivery note DN-88213 attached.

Straight into the system you already run.

A confirmed receipt posts back to the ERP the purchase order came from, as a GRV against that order, with the delivery note photo attached. No second capture.

See all integrations

Goods receiving posts as a GRV, GRN, goods receipt or item receipt, depending on what your ERP calls it. Each integration page says which, and whether the connector is native or an adapter.

How does receiving lead to the three-way match?

  1. Purchase order
  2. GRV
  3. Supplier invoice

Receiving compares the purchase order to the delivery note. Once the GRV exists, matching the supplier invoice becomes a comparison rather than a hunt: three documents, one set of lines, every difference already named.

What is a three-way match?

Who received what, on every delivery.

Every receipt carries the receiver's name, the time and the photo of the delivery note. Every quantity changed before posting is recorded with the value before and after. Finance can export the trail.

Explore Analytics and Audit Trail
Illustrative example: an audit log of fictional users showing who changed what, and the value before and after.

Judge it on your own deliveries before you switch.

For the first weeks Weeva runs beside your receiving team. Nothing posts to your ERP until a receiver confirms it, and you see these four measures every week.

What you measure

Deliveries matched.
The share of delivery notes matched to an open purchase order without a search.
Discrepancies caught.
Short deliveries, substitutions and price variances named before the GRV posts.
Time to GRV.
Minutes from the truck at the bay to the GRV in your ERP.
Your call.
You switch over supplier by supplier, when the numbers satisfy you.

What stays the same

  • Your ERP stays your system of record.
  • Your suppliers keep sending the delivery notes they send today.
  • Your receivers keep the final say on every discrepancy.
  • Your data stays in your own encrypted tenant.

Three steps, and nothing switches over until you say so.

Most cloud systems are configured in the first week; adapter builds are scoped in discovery.

  1. 01

    Discovery

    Thirty minutes on how orders arrive, three sample documents, and a look at your catalogue and ERP.

  2. 02

    Parallel run

    Weeva processes real deliveries beside your receiving team. Nothing posts until a receiver confirms it.

  3. 03

    Switch over

    Supplier by supplier, when the numbers on your own deliveries satisfy you.

What receiving teams ask.

What is the difference between a GRV and a GRN?

They are the same document under different names. GRV (goods received voucher) is the usual term in South Africa and in Sage. GRN (goods received note) is common in the UK and in Syspro. SAP calls it a goods receipt. Weeva creates whichever your ERP uses.

Can Weeva create a GRV in Sage 200 Evolution?

Yes, through an adapter. Sage 200 Evolution is not a native connector today: the GRV push is built on our connector framework, configured for your installation, and its build is scoped in discovery. Once it is live, the GRV posts against the purchase order it belongs to, a partial receipt leaves the balance open, and a dry run shows what would be created first.

What if the delivery note has no purchase order number?

Weeva matches by supplier and by the lines themselves across your open purchase orders. If more than one fits, the receiver picks from a shortlist. The choice is recorded against the receipt, and the supplier's delivery note layout is remembered, so the next delivery from the same supplier is easier to place.

Does it handle partial deliveries?

Yes. The received quantity is posted and the balance stays open on the purchase order until the rest arrives or you close it. Back-orders are not closed by mistake, so your open commitments and reorder points stay right while you wait for the remainder of the delivery.

What about substitutions?

A substituted product is flagged, the closest catalogue match is proposed, and the receiver confirms before anything posts. The substitution is recorded against the GRV, so finance can see why the supplier invoice lists a different product from the purchase order when the three-way match is done.

What does each receiving discrepancy mean?

A short delivery is fewer units than ordered, an over delivery more. A substitution is another product in place of the one ordered. An unordered item has no PO line. A price variance is a price that differs from the PO. A pack size variance is cases of 24 for cases of 12; a unit of measure mismatch, boxes for kilograms. Damaged or rejected goods were not accepted. A missing PO reference is a note with no PO number.

Can it read a proof of delivery as well as a delivery note?

Yes. Both are ingested. The signed POD is kept against the GRV as evidence. A delivery note and its signed copy can arrive separately, by photo at the bay or by email later, and both stay attached to the same receipt so the paper trail is in one place.

Does the receiver need an app?

No. It runs in the phone or tablet browser. They open the link, photograph the document, confirm and sign. There is nothing to install or update on shared devices at the bay, and each confirmation carries the receiver's name, so you know who accepted every delivery.

Can it capture batch numbers and expiry dates?

Where they are printed on the delivery note and your ERP has fields for them, yes. Batch, lot and expiry are read with the line they belong to and written to the GRV alongside the received quantity. Each integration page says which receiving fields that ERP exposes.

What happens with damaged goods?

The rejected quantity is recorded separately from the received quantity so the credit note has a clear basis. The receiver marks the line at the bay, and the GRV posts only what was accepted, leaving the rejected quantity visible to finance when the supplier's invoice arrives.

Does it do the three-way match?

Receiving is the two-way match. Once the GRV exists, the supplier invoice can be matched against the PO and GRV. Invoice matching is scoped per engagement. Because every discrepancy is already named at the bay, the invoice comparison starts from a known set of differences rather than a search.

See Weeva on your own delivery notes.

Bring a few delivery notes and the purchase orders they belong to. We'll match them live.

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