Scanning delivery notes and trade-counter receipts

Summary

Send a supplier delivery note or a trade-counter parts receipt in by email, drag-drop, or phone camera, and Torqueflow records what physically arrived, splits each received line across stock and any work orders that were waiting on the part, and updates each job’s “parts received” state. The financial side - the supplier invoice itself - is a separate workflow; see Scanning purchase invoices. The two flows are independent so you can confirm a delivery has arrived without waiting for the invoice, and vice versa.

This guide covers the goods-receipt inbox, the per-scan review screen, allocation across stock and work orders, the inspection state for damaged or wrong parts, and what to do when something goes wrong. It also covers recording a delivery by hand for when there is nothing to scan, such as a paper delivery note or no camera to hand.

Prerequisites

• At least one scan address has been created. See Scan addresses.
• You have the finance.purchases.goods_receipt.review permission to open the inbox and the per-scan review screens. The Owner, Manager, and Service Advisor roles have this by default.
• To confirm a goods receipt (write the stock and work-order updates), you also need finance.purchases.goods_receipt.confirm. Owner and Manager have this. Service Advisor does not - they can review and discard, but not confirm.
• Currently GBP only. Non-GBP delivery notes can be reviewed but not confirmed.

Steps

Send a delivery note in (three ways)

By email - Forward or send directly to one of your scan addresses. Each attachment is a separate scan. Document type is auto-detected, so a delivery note arriving in a mixed batch with purchase invoices ends up in the right inbox.

By desktop upload -

1. Go to Finance > Purchases > Delivery Note Inbox.
2. Click Upload Scan in the top right.
3. On the Upload tab, drag a file in or click to pick. Multi-page PDFs are fine.
4. Optionally pick the document type hint (Auto-detect or Delivery note).
5. Click Upload. The dialog closes and Torqueflow takes you to the review screen as soon as extraction is ready.

By phone camera -

1. On a phone, tap Upload Scan then switch to the Take a photo tab.
2. Tap the camera button. Your phone camera opens.
3. Take a clear photo of the delivery note. One photo per scan. For multi-page DNs, use Upload from a desktop.
4. Tap Upload.

Track delivery notes in the inbox

The inbox at Finance > Purchases > Delivery Note Inbox shows tabs:

• Pending - waiting for review.
• Confirmed - the delivery has been recorded.
• Failed - extraction did not work.
• Duplicate - matches an earlier scan.
• All.

Each row shows the supplier the scan thinks it is from, the supplier’s delivery-note number, the source (Email / Upload / Camera) and Review / Discard actions.

Most scans go from Processing… to Ready to review in 5 - 15 seconds.

Review and confirm a delivery note

1. Click Review on a row.
2. The review screen splits into a source preview on the left (the original PDF or photo) and a form on the right.
3. Pick the supplier if not already matched. The supplier picker groups results into Matched (green), Likely (amber), and Unmatched (grey). If the supplier is not in your records, Add new supplier lets you create one inline.
4. Check the header fields - delivery note number, delivery date, optional notes.
5. Review each line. For every line the AI extracted, you decide:
   • Whether the line was actually received (the Received quantity).
   • The inspection state: OK (default), Damaged, or Wrong part.
   • How the received quantity splits across destinations - see “Allocate received quantity” below.
6. Click Confirm. The button label tells you exactly what is about to happen, e.g. “Confirm 5 lines, 2 work orders updated, 12 to stock”.
7. After confirm, the delivery note is moved to the Confirmed tab. Each work order with parts received via this DN sees its parts received count update on the job card. Stock levels reflect the residual that was not allocated to a job.

Allocate received quantity

Each received line can be split across one or more destinations:

• Stock - the part goes into your normal stock at the location’s stock area.
• Work order: WO-XXXX - the part is allocated to a specific job. Pick the job from the picker; only jobs that have an open WorkOrderPart row for this part appear.

The default for every line is 100% to stock. To split a line:

1. On the line, click Add allocation.
2. Pick the destination (stock or a specific work order).
3. Enter the quantity for that destination. The line shows the remaining quantity that has not been allocated.
4. Repeat as needed. The remaining quantity always lands in stock automatically when you confirm.

Example: a delivery of 10 brake pads where 4 go to WO-ECHO-2233 (a job waiting on the pads), 4 go to WO-FOXTROT-3344 (another job), and the remaining 2 go to stock as spares.

Mark a line as damaged or wrong part

If part of a delivery is damaged or the supplier sent the wrong item, mark the line accordingly. OK / Damaged / Wrong part is a physical-state record - it does not affect the financial side. The supplier credit note (when it arrives) is handled by Scanning purchase invoices.

A damaged or wrong-part line can still be allocated to stock or a work order if the customer or technician decides to use it; otherwise leave the received quantity at 0.

Trade-counter receipts (parts collection)

If you collect parts from the trade counter and the supplier hands you a single receipt that is both a delivery note and a purchase invoice combined, the same scan appears in both inboxes:

• It shows in the Delivery Note Inbox so you can record physical arrival and allocate to jobs/stock.
• It shows in the Scan Inbox under Purchase Invoices so you can post the invoice and reclaim the VAT.

The two confirms are independent - you can confirm the goods receipt right now and post the invoice later, or vice versa. Both refer back to the same source scan so you can always see the original receipt.

Discard a bad delivery note

1. From the inbox or the review screen, click Discard.
2. Enter a short reason (1 - 500 characters), e.g. “Stray page from a multi-doc PDF” or “Not a delivery note”.
3. Confirm. The scan is moved to Failed with your reason in the audit log.

Expected Outcome

• The scan moves from Pending to Confirmed in the inbox.
• Stock levels reflect any quantity not allocated to a specific job.
• Each work order that received parts via this DN updates its parts received count - technicians see the green tick on the job card and any “waiting on parts” status clears for those parts.
• Damaged or wrong-part lines are recorded with their inspection state for future supplier follow-up.

Recording a delivery without a scan

Most deliveries come in by scan. Sometimes there is nothing to scan: a paper delivery note, no camera to hand, or you simply want to type it in. You can record the same goods receipt by hand so your stock and your job parts stay accurate. Without it, stock drifts until someone scans the note later. This records the physical arrival of goods only. There are no prices or tax here, because the money side is the supplier invoice, which is separate.

Service advisors and technicians can record deliveries by hand as part of their normal job, the same permission that lets them review a scanned delivery.

Open the manual delivery form

1. Go to Finance > Purchases > Deliveries (the delivery scan inbox).
2. Select Enter manually. It sits in the header next to the upload option, and in the empty state when there are no scans waiting.

Fill in the delivery header

1. Supplier (required). Search and pick. If the supplier is not on file, select Add new supplier, enter the name and VAT details, and save. The new supplier is selected straight away.
2. Received date defaults to today. Change it if the goods arrived earlier.
3. Delivery-note number is optional. Enter it if the paper note has one.
4. Notes are optional.

Add the delivery lines

1. Select Add line for each item received.
2. For each line, set the Part (search your catalogue and pick, or use Add to catalog to add it now), a Description, the Quantity received, the Receipt status (defaults to Received), and the Inspection status (defaults to Inspected OK; change it to Damaged, Wrong part, or Not inspected if needed, and set the damaged quantity where it applies).
3. To send parts to jobs, use the allocation control on the line to assign received quantities to one or more work orders, exactly as with a scanned delivery. Anything not allocated goes into stock.
4. Remove a line you added in error with its remove control.

Confirm the delivery

1. Select Confirm.
2. Torqueflow records the delivery, updates your stock, and advances the parts on any linked jobs. Jobs that were waiting on those parts are unblocked.
3. You return to the delivery inbox with a confirmation naming the supplier, the number of lines, the total quantity received, and how many job parts were advanced.

Rules that catch mistakes

• A received line needs a catalogue part to move stock. If a line has a quantity received but no catalogue part, Torqueflow blocks the confirm and points you to the part picker. Use Add to catalog on the line to fix it in seconds.
• A line that is moving stock cannot be left “Not inspected”. You are recording goods you are physically holding, so set the inspection status honestly.
• There is no draft save. If you leave the page with lines entered, Torqueflow warns you first, because there is no document to rebuild the form from.
• A double-click on Confirm is caught. Torqueflow shows “This delivery was already recorded” and takes you to the inbox. Only one delivery is recorded.
• Failed a scan instead? If a scan came in but could not be read, keep using the review screen for that scan. It shows the document image alongside the form, which beats typing from scratch. The manual form is for when there is no scan at all.

Duplicate protection

A document number can only be recorded once per supplier. If a delivery note arrives twice, by scan and by hand, the second one is refused.

1. Punctuation and case make no difference. “DN-1234”, “dn1234” and “DN 1234” are the same number.
2. The message names the delivery note and when it was recorded, with a link to the goods receipt you already have. That linked receipt is the one already in the system, so check it before recording anything again.
3. If the same scan was confirmed twice, the message says so and links to the receipt it created.

There is currently no way to cancel a goods receipt. If one is wrong, check the existing receipt and speak to an owner. See Goods receipts.

Troubleshooting

Problem: Status is stuck on “Processing…” for more than a couple of minutes. Cause: Either an unusually busy queue or extraction has stalled. Fix: Refresh the page. If it does not move within 5 minutes, ask an Owner or Manager to retry from the review screen, or discard and re-upload.

Problem: A line shows “no work orders waiting on this part” but I know it is for a job. Cause: The job’s parts list does not have an open WorkOrderPart row for this exact part code, or the work order is in a closed status. Fix: Open the job, add the part to the parts list, then return to the goods-receipt review and reopen the allocation picker.

Problem: I confirmed but the work order’s “parts received” count did not update. Cause: You may have allocated the line entirely to stock rather than to the work order. Fix: Check the line’s allocations in the Confirmed view. If you need to correct it, contact support - allocation reversal is a manual fix.

Problem: The supplier sent a delivery note with no items I recognise. Cause: The supplier may use part codes that differ from yours, or the AI may have misread codes from a low-quality scan. Fix: Edit the part on each line directly via the line’s Pick from catalog action. If the part is not in your catalog at all, Add to catalog creates it inline.

Permissions

Action	Required capability
View the delivery note inbox and open scans	finance.purchases.goods_receipt.review
Confirm a delivery note (write stock + WO updates)	finance.purchases.goods_receipt.confirm
Discard a delivery note	finance.purchases.goods_receipt.review
Add a part to the catalog inline	parts.manage_catalog

Notes

• Goods receipt and the purchase invoice for the same delivery are now first-class separate records. Confirm whichever you have first; the second can land days later without re-doing work.
• Each goods-receipt line records its inspection state (OK / Damaged / Wrong part), so a future supplier-credit-note workflow can reconcile against what physically arrived.
• An audit-log entry is written for every confirm and every discard action.
• The downstream work-order “parts ready” unlock fires automatically when every part on a job has its received-quantity match the requested quantity. The work order moves out of Awaiting Parts without anyone having to open the job card.
• Workshop staff get one coalesced “Parts arrived” notification per delivery, naming every job that’s now ready (e.g. “Parts arrived - 3 jobs ready: BMW 3 Series, Audi A4, VW Golf”). One delivery, one ping, regardless of how many jobs it unblocks. The notification goes to anyone with workshop access who has the Parts Received preference on (default on) - see Notification Settings.