The Delivery Note Photo That Skips Double Entry

The problem

All of the plant's traceability is born on the dock, and it is born in a hurry.

The truck arrives with Iberian ham, seafood or breadcrumbs. The receiving lead has to type line by line into the ERP while the driver waits, racking up demurrage.

• The truck arrives with Iberian ham, seafood or breadcrumbs, and the receiving lead types the delivery note into the ERP line by line while the driver waits.
• Forty-five minutes of a refrigerated truck on the dock is demurrage, and the pressure to go faster is exactly what produces a mistyped lot.
• Every supplier labels differently: a GS1-128 pallet label from the breadcrumb supplier, a QR code from one cheese producer, a handwritten note from the artisan ham supplier.
• And the lot recorded there is the one every later traceability query depends on, including the one a distributor makes about a pack already sitting on a shelf, months after the truck left.

How it fits the IRIS system

Connect on the dock — GS1-128, QR, barcode or plain OCR, whatever the supplier uses.

iLEAN Connect digitizes the delivery note and each pallet's lot labels in seconds, recognizing GS1-128, QR, barcode or plain OCR depending on the supplier. The receiving lead validates with a tap on the tablet and iLEAN pushes lot, quantity, expiry and supplier straight into the ERP via API.

One photo of the delivery note and of each pallet's lot labels, a tap on the tablet to validate, and iLEAN pushes lot, quantity, expiry and supplier into the ERP through the API. The lot and the expiry that get recorded are the ones printed on the original label, with the photo behind them as evidence. That is what turns backward traceability from a reconstruction into a query.

See the full IRIS architecture →

Before and after

Today's receiving versus receiving in one tap

Aspect	Today	With iLEAN Connect
Truck on the dock	45 minutes	5 minutes
Lot and expiry recorded	Retyped from the label	Read from the label itself
Suppliers who label differently	Each one handled by hand	GS1-128, QR, barcode or OCR
Evidence behind the record	None	The photo of the note and the label
A traceability query months later	Hunt for paper	One query by lot
Receiving module licenses	Several seats	50-70% fewer

Truck idle for 45 minutes during line-by-line entry → Receiving validated with one tap, truck free in 5 minutes.

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 the demurrage avoided and the licenses released.
• A typical reduction of 50 to 70% in receiving-module seats, since the module today needs several active users and with Connect only the validator does.
• From 45 minutes of truck idle at the dock down to 5, with the receiving lead free again and the cold chain shortened.
• And backward traceability on a premium ingredient that stops depending on how carefully somebody typed a lot code under pressure, with a driver waiting and a phone ringing.

Payback 3-8 months · -50/-70% receiving-module ERP licenses. The ERP's receiving module today requires several active seats. With Connect, only the validator needs one. Typical reduction of 50 to 70% in that module's licenses, with a 3-8 month payback. Estimate to validate.

And the fair question from the production manager

"Our suppliers all label differently, and some of them still write by hand." — that is precisely the case this handles: each label type is read the way it is actually written, and reading a delivery note or a lot label is an anchored task where the best models drop below 1.5% error [1]. The receiving lead confirms on the tablet before anything enters the ERP, and the photo stays attached as evidence.

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