IFS .ai Scan Delivery Note

Introduction

IFS.ai Scan Delivery Note uses AI and Large Language Model technology to process delivery notes that are provided in formats suitable for identification and interpretation. The assistant reads and interprets the uploaded delivery note, helps populate delivery note header and line information, and supports the creation of an Incoming Dispatch Advice.
Manually interpreting delivery notes and preparing incoming advice information can require users to identify supplier details, match purchase order references and enter part line information. The assistant supports this work by scanning the document and presenting recognized information for review before the transaction is completed.
In practice, this means that you can open the Scan Delivery Note assistant, select a delivery note file, review the scanned header and line information, correct any missing or unrecognized values, and create an Incoming Dispatch Advice. If needed, you can also enter processing parameters to create a Receipt and define the receiving location. You can also enter processing parameters to create a Receipt by selecting receiving location.
Output quality depends on document quality
The assistant works best when the delivery note is legible and provided in a supported format. Missing, unclear or unrecognized information must be reviewed and completed manually before the Incoming Dispatch advice or receipt is created.

Who This Feature Is For and Why It Matters

This feature is designed for roles involved in receiving goods and processing supplier delivery documents, including:

Role	Responsible for
Receiving or warehouse users	Scanning delivery notes and preparing incoming dispatch advice information for received goods.
Procurement or purchasing users	Working with supplier delivery documents and purchase order references that are ready to be received.
Inventory or logistics users	Reviewing receipt-related information and, when applicable, creating a Receipt using selected processing parameters.

Use this feature when you need to:

• Scan a supplier delivery note instead of entering all delivery note information manually.
• Create an Incoming Dispatch Advice from recognized delivery note information.
• Review and complete scanned header and part line information before creating the Incoming Dispatch Advice
• Optionally create a Receipt and define the receiving location through Processing Parameters.

By using this feature, you can:

• Reduce manual entry when working with delivery notes from supplier.
• Use supplier and purchase order information to support recognition and preparation of dispatch advice data.
• Review and correct extracted values before completing the process.
• Create an Incoming Dispatch Advice, and where required, create a Receipt as part of the same guided flow.

Where to Find It

Access this feature from the Scan Delivery Note assistant in IFS Cloud.

Page / assistant	Scan Delivery Note assistant
Product area	The incoming dispatch advice and receipt process.
Location	Open the assistant, confirm or change Site and Received by, select the delivery note file and continue to review the scanned content.
Related transaction	Incoming Dispatch Advice; optional Receipt creation through Processing Parameters

How the Feature Uses Data

When you scan a delivery note, the assistant reads the uploaded file and interprets information that can be used to prepare the Incoming Dispatch Advice. The assistant relies on matching between the supplier name in the system and the supplier name on the delivery document, and it also requires the related purchase order information to be available and ready to be received.
The feature reads and presents information such as:

• Supplier details from the delivery note, used to identify the external supplier.
• Delivery note header data, which the user can complete if it is missing or not recognized.
• Part line data, especially Part Description, Part No, Dispatch Source Qty and Source Order Ref information.

It also uses:

• External supplier setup in IFS Cloud, where the supplier name should match or closely resemble the supplier name on the delivery document.
• Corresponding purchase order information that has been established and is ready to be received.
• User default values for Site and Received by, which are retrieved automatically but can be changed if required.

Supported Documents

The assistant supports delivery notes provided as PDF files or common image formats.

Supported / unsupported item	Details
Supported formats	PDF, BMP, JPG and PNG.
Quality considerations	Documents should be suitable for identification and interpretation. Clear, legible documents are expected to produce better results.
Unsupported scenario	Images embedded within a PDF are not supported.
Manual review	Missing or unrecognized information must be reviewed and completed manually.

Understanding the Output

After the delivery note is scanned, the assistant presents recognized header and part line data for review. The user must verify the supplier and complete or correct information that was missing in the scanned document or could not be recognized.
The output may include or require review of:

• Delivery note header information.
• Recognized or selected supplier information.
• Part line information such as Part Description, Part No, Dispatch Source Qty and Source Order Ref information.
• Processing Parameters that determine whether a Receipt should be created and where the goods should be received.

Review before completing
Do not continue with line editing until you have verified that the correct supplier has been recognized or selected. The scanned information is a suggestion and must be reviewed before the Incoming Dispatch Advice or Receipt is created.

Output can vary depending on document quality and content. For example:

• A clear delivery note with supplier details and complete line information is more likely to provide usable header and line values for review.
• A delivery note where key details are unclear, missing or not recognized may require the user to manually complete header data, supplier information or part line values before finishing.

Prerequisites

• An external supplier must be created in the system.
• The supplier name in the system should match, or closely resemble, the supplier name on the delivery document.
• The corresponding purchase order or purchase orders must be established and ready to be received.
• The delivery note must be provided as a supported PDF or image format.
• Images embedded within a PDF are not supported.

Configuration Requirements

Before users scan delivery notes, confirm that the required supplier and purchase order data exists.

Upload and Extract

Step	User action	Expected result / note
1. Scan Delivery Note	Enter the Scan Delivery Note assistant. Site and Received by are retrieved from the user defaults, but can be changed if required. Select the file to scan and choose Next.	The selected delivery note is submitted for identification and interpretation.
2. Review Delivery Note	Review and complete header data if it was missing or could not be recognized. Verify that the correct supplier has been recognized or selected before editing line data.	Header data is prepared for creating the Incoming Dispatch Advice.
2. Review Delivery Note	Review and complete part line data if it was missing or could not be recognized. Pay particular attention to Part Description, Part No, Dispatch Source Qty and Source Order Ref information.	Line data is prepared for matching and Incoming Dispatch Advice creation.
3. Create Incoming Dispatch Advice	Choose Finish to create the Incoming Dispatch Advice using the default Processing Parameters.	The Incoming Dispatch Advice is created. By default, no Receipt is created.
4. Enter Processing Parameters (optional)	Before finishing, select whether a Receipt should be created and define the location where the goods should be received.	If Receipt creation is selected, the Receipt is created according to the selected Processing Parameters and the Incoming Dispatch Advice is set to Arrived.

 

Review and Refine

• Review scanned header data and complete values that were missing or not recognized.
• Verify that the correct supplier has been recognized or selected before continuing with line edits.
• Review scanned part line data and complete values that were missing or not recognized.
• Pay particular attention to Part Description, Part No, Dispatch Source Qty and Source Order Ref information.

Apply

• Choose Finish to create the Incoming Dispatch Advice using the default Processing Parameters.
• By default, no Receipt is created when the Incoming Dispatch Advice is created.
• If a Receipt should be created, go to the optional Processing Parameters step before finishing.
• When Receipt creation is selected, choose Finish to create the Receipt according to the selected Processing Parameters. The Incoming Dispatch Advice is then set to Arrived.

The feature does not automatically complete the process without user review. The user must review, correct and finish the assistant flow before the Incoming Dispatch Advice or Receipt is created.

Example Actions

Based on the scanned and reviewed results, you may:

• Create an Incoming Dispatch Advice from the reviewed delivery note information.
• Complete missing header or line values before creating the advice.
• Correct supplier selection before continuing with line edits.
• Create a Receipt by selecting appropriate Processing Parameters and defining the receiving location.
• Use the assistant to support more efficient processing of supplier delivery documents.

Providing clear, legible delivery notes in supported formats such as PDF, BMP, JPG or PNG helps improve recognition quality. Images embedded within a PDF are not supported.

Important to Know

• Extracted data is a suggestion and must be reviewed before use.
• The AI does not guarantee correctness or completeness.
• The AI does not replace manual review and professional judgement.
• Output quality depends on document quality. Unclear, incomplete or unsupported documents may produce incomplete results.
• Supplier names should match, or closely resemble, the supplier name in the system to support accurate supplier retrieval.
• If no usable data is extracted, verify that the document is in a supported format and is suitable for identification and interpretation.
• Images embedded within a PDF are not supported.
• Default Processing Parameters create the Incoming Dispatch Advice without creating a Receipt. Use the optional Processing Parameters step if a Receipt should be created.