Scanning delivery notes and purchase invoices
Integral plan
Upload the photo or PDF of the delivery note, check what Recipok reads and create the warehouse entry with lots and updated prices.
What it is for
Typing up delivery notes by hand is the most tedious part of stock control, and the first thing people stop doing. With the scanner you take a photo of the delivery note or invoice and Recipok reads the document: supplier, number, products, quantities, prices, lots and expiry dates. You check and confirm, and the warehouse entry is created.
At the same time, your ingredients' purchase prices are updated, so recipe costs stay up to date without you doing anything else.
It is used by whoever receives the goods: they take the photo at the loading bay and do the review later on the computer.
Before you start
- The scanner is included in the Integral plan and works with a scan balance: each document uploaded uses one. The available balance is shown on the screen itself and in the Purchasing menu.
- The more complete your catalogue (names, purchase formats, barcodes), the more lines are matched automatically.
- Have your storage locations created: lots are stored in each ingredient's Default location.
Uploading the document
Open the scanner
Go to Purchasing › Scan document. The screen is called Document scanner and shows how many scans you have left.
Upload the photo or PDF
Click Upload document and choose the file (or take the photo from your phone). For a delivery note with several pages, add all the images in the same upload.
Start the reading
The document appears in the list as Unprocessed. Click Scan: it changes to Processing and, after a few seconds or minutes, shows as read and ready to review. You can keep working in the meantime.
Reviewing and processing
Once the document has been read, click Process. The Article review and matching screen opens:
| Product | Format | Quantity | Lot no. | Expiration D. | Price / unit | Ignore |
|---|---|---|---|---|---|---|
| Soft flour HARINA T-45 SACO 25KG | 25 kg sack | 4 | H26-3391 | 30/03/2027 | 0.78 € | ☐ |
| Sugar AZUCAR BLANQ. 1KG x10 | Box 10 × 1 kg | 3 | — | — | 0.95 € | ☐ |
| 1Not found in your catalogue Create article | — | 2 | GD-2609 | 12/02/2027 | 4.10 € | ☐ |
| PORTES | — | 1 | — | — | 12.00 € | 2☑ |
- 1Create article adds the missing ingredient without leaving the screen. Create format adds the purchase format that appears on the document.
- 2Ignore anything that is not goods, such as delivery charges (“PORTES”).
Check the header
Supplier, Document type (Delivery note or Invoice) and Document No. If the supplier does not exist, it will be created when you process.
Go over each line
Product, format, Quantity, Total quantity, Lot no., Expiration D., Location, Price / unit, Purchase VAT %, Discount %, temperature and observations. The reading can make mistakes: pay particular attention to quantities, lots and expiry dates.
Process
When you click Process, Recipok creates the entry with its lots and expiry dates, updates the purchase price and VAT of the ingredients and learns the names the supplier uses. The document changes to Processed and View entry → appears in the list so you can review it.
If the lot is missing from the document, Recipok generates one. For traceability it is better to type the real lot from the pack during the review, before processing.
Other ways to use document reading
- When receiving an order: in Convert to warehouse entry, the Fill in with AI from the delivery note or invoice option matches the document against the order. See Purchase orders.
- Only updating prices with a supplier's new price list, without creating stock: Price updater.
Tips and common mistakes
- One document per upload: do not mix two delivery notes in the same upload.
- PDF is better than a photo. If you take a photo, make it landscape, flat and well lit.
- Error warning when processing the document: it is almost always a crooked, dark or low-resolution photo. Take it again.
- Afterwards, complete the ingredients created from the scanner (allergens, nutrition): the reading only brings what is on the delivery note.
- If you keep your accounts in other software, we can connect Recipok to it so that processed purchases reach it without being typed again.