Receiving is where stock accuracy is won or lost. Every error made in the twenty minutes a delivery is booked in gets repeated in every report, every channel stock figure and every reorder decision that follows.
Comparing the delivery note against the order
Start with the order, not the delivery note. The order is what you agreed to buy; the note is what the supplier decided to send. Line them up per variant and the differences show immediately: sizes cancelled, quantities reduced, a color substituted, an extra style you did not order. Reading the note on its own hides all of that, because it is internally consistent by construction.
Recording line by line
Each line is a variant: style, color, size, quantity, unit cost. Scanning the EAN is faster and safer than reading codes off paper, and it removes the most common receiving error, which is booking a unit against the wrong size of the right style.
| Step | What you are checking |
|---|---|
| Count the cartons | Against the carton total on the note |
| Scan or count the contents | Against the line quantities |
| Compare with the order | Short, over, or substituted |
| Record the cost | Against the agreed price list |
Short and over deliveries
A short delivery means the note says 3 and 2 arrived. An over delivery means 4 arrived. Both need recording at the moment of receipt, per variant, because both change what you owe and what you can sell. Booking the ordered quantity because it is quicker leaves you with stock that exists in the system and not on the shelf, which surfaces later as an oversell on a marketplace.
Damaged units are a third case, and they belong in the count as a separate figure rather than silently deducted, so the claim against the supplier or the carrier has a number behind it.
How Agilo handles it
In Agilo a delivery becomes a load. You upload the supplier's documents, in PDF including scans, CSV or Excel, and the AI extracts the item lines with size and color variants, EANs, quantities and costs, matching them against products you already carry. Every line can be corrected before the load is closed, and closing it moves the received quantities into inventory in one atomic step, with the differences against the order still on the record.