Raw Material Delivery Note

The problem

The truck waits while the ERP gets typed.

The truck waits racking up demurrage while the receiving manager types line by line into the ERP; rushing means mistraced batches that surface weeks later with no clear pallet origin.

• A delivery of functional raw materials is rarely one product: a pallet can mix protein, fiber and carrier bags, and big bags of a single ingredient can carry several supplier lots.
• The receiving manager types each line into the ERP — code, lot, best-before date, quantity — while the truck waits at the dock and demurrage builds up.
• Under pressure, lots get swapped or skipped. The mistake surfaces weeks later, when a formula needs to be traced and nobody can say which pallet a given bag of pea protein came from.
• Meanwhile the plant pays for two or three receiving-module licenses, mainly so that several people can type delivery notes at the same time on busy mornings.

How it fits the IRIS system

Connect photo to digital — the delivery note and the labels, read in one pass.

Connect photo-to-digital: photograph the delivery note and each bag/big bag's labels (GS1-128, QR, barcode or OCR); after one validation tap, everything enters the ERP.

Receiving is where traceability is born, and today it is born rushed. One photo of the delivery note and one of each bag or big bag label — GS1-128, QR, barcode or plain text — and after a single validation tap the receipt exists in the ERP with every lot correct. The truck leaves; the traceability stays. And the receiving manager spends the saved time checking bag condition and seals, which is the part of receiving that actually needs a person.

See the full IRIS architecture →

Before and after

Functional raw material receiving today versus by photo

Aspect	Today	With iLEAN Connect
Raw material truck time at the dock	Around 45 minutes	Around 5 minutes
Supplier lot on each bag or big bag	Typed, sometimes skipped	Read from the label
Best-before date of the raw material	Copied by hand	Extracted and checked
Origin of a bag weeks later	Unclear pallet origin	Traceable to the bag
Supplier label formats	Whatever the typist can read	GS1-128, QR, barcode or OCR
Receiving-module ERP licenses	2-3	1

45-minute truck block → 5 minutes. CFO angle: receiving module from 2-3 licenses to 1 → typical 50-70% reduction.

Impact estimate

Impact estimate — to be validated with your numbers.

The block below is an estimate to be validated against your plant's actual data. We put it forward so the committee has an order of magnitude; we refine it during the assessment.

• Estimated payback 3-8 months, counting dock time and licenses together.
• The truck blocked at the dock for around 45 minutes drops to around 5, which also frees the receiving manager for quality checks on the goods themselves.
• A typical 50-70% reduction in receiving-module ERP licenses, from 2-3 down to 1 — an estimate to validate against your actual invoice.
• And mistraced lots stop surfacing weeks later, because the lot is read from the label instead of typed in a hurry with the driver waiting.

Payback 3-8 months · 50-70% reduction in receiving-module ERP licenses — estimate to validate

And the fair question from the production manager

"What if it reads the wrong lot off a dusty bag label?" — reading a barcode or a structured label is an anchored task, and on printed text the best models drop below 1.5% error [1]. A lot that does not match the delivery note, or a best-before date that makes no sense, is flagged before the validation tap, so nothing reaches the ERP without a person having seen it.

^[1] OpenAI paper "Why Language Models Hallucinate", 2025 — on the reliability of AI in anchored tasks.