Extract data from goods receipt notes
Unstract reads the goods receipt notes your dock signs, as scans, phone photos or carrier paperwork with counts written in pen, and sends what arrived, what was short and what was rejected to your ERP or warehouse system for the three-way match.
| ITEM/DESCRIPTION | ORDERED | RECEIVED | REJECTED |
|---|---|---|---|
| CF-1180 Corrugated case 12x10x8, bundle/25 | 200 | 200 | 0 |
| CF-2245 Stretch film 20 in, roll | 96 | 96 | 6 |
| CF-3310 Poly bag 2 mil 12x18, case/1,000 | 60 | 48 | 0 |
| CF-4402 Kraft tape 72 mm, case/24 | 40 | 40 | 0 |
| CF-5517 Corner board 48 in, bundle/50 | 30 | 30 | 2 |
| Total units | 426 | 414 | 8 |
| Accepted into stock | 406 |
6 film rolls crushed, bags 12 cs short — T.M.
Carrier: Midline Freight · PRO 4471-2290 · 2 pallets · Rec'd by T. Moreno
{ "supplier": "Corvane Paper & Poly Co.", "grn_number": "GRN-AF-30562", "po_number": "AF-PO-11847", "delivery_note": "DN-88213", "received_date": "Oct 28, 2026", "units_ordered": 426, "units_received": 414, "units_rejected": 8, "units_accepted": 406, "confidence": 0.95}
Trusted by finance teams around the globe
Receiving paperwork is filled in on the dock
A GRN printed from your own warehouse system is the tidy one. Most of the receiving paperwork looks like this.
Carbon copies scanned at a branch warehouse, grey and skewed
Three sites, three names for the quantity received
Counts corrected in pen and damage ticked by the receiver
Delivery note, packing list, GRN and bill of lading in one scan
Advance shipping notices sent as a spreadsheet of pallets
Receipts wait in a tray on the dock until someone keys them in, so matched invoices sit unpaid, short shipments get paid in full, and stock on the books drifts from stock on the shelf.
Unstract reads each goods receipt note as the dock filled it in, extracts every line's ordered, received and rejected quantity, checks them against the PO, and posts the receipt to your ERP or warehouse system.
Read, check and post receipts on one platform
Parse the goods receipt note, extract its quantities, run the match that releases payment. Use one product alone, or stack all three so clean receipts post without anyone keying them.
Parse goods receipt notes with every count on its own line
Get the full text of a goods receipt note, whether it is a printout from your warehouse system, a carbon copy signed on the dock, or a phone photo of the carrier's delivery note, with its quantity table intact. Ordered, received and rejected stay in their own columns, a count the receiver struck through and rewrote reads as the new figure, and the signature line and damage boxes come through as printed.
Hand the GRN OCR text to your own LLM, or make parsing the first step of a receiving workflow.
Learn more about LLMWhispererTurn goods receipt notes into receipt records matched to the PO
Name the fields a receipt needs, from supplier, PO and delivery note number down to each line's item code, quantity received, quantity rejected and reason, and every GRN returns in one JSON structure, whichever site or form produced it. Goods receipt note data extraction also tests the figures: a line received short of the PO, or a rejection the receiver noted that the counts don't show, comes back flagged with the reason.
Call it as an API from your receiving app, run it as an ETL pipeline from the dock scanner's folder, or make it one step in an orchestrated invoice matching process.
Learn more about Document StudioMake the goods receipt the third leg of every invoice match
Describe your invoice matching in plain English, starting from the goods receipt note, and Flow's agents build the workflow. When the supplier's invoice reaches the AP inbox, it is read line by line and set beside the purchase order and the GRN from your dock: the invoice is paid for what arrived and was accepted, not for what was ordered. Matched invoices post to your ERP or accounting system, such as NetSuite or QuickBooks, and the receipt quantities update stock in your ERP or warehouse system. You approve the workflow once, and it runs identically on every delivery.
Set the conditions for a person to step in: an invoice billing more than the GRN shows received, a delivery with no PO, a duplicate, or changed bank details. Only those invoices stop; an AP specialist sees the three documents side by side and routes the variance to the buyer or the budget owner.
Learn more about FlowExtract goods receipt data now. Automate the match when you're ready.
Start for free lets you parse and extract your own receiving paperwork today. Automating the three-way match and posting starts with a consultation.
Goods receipt notes and the receiving paperwork around them
Documents
- Goods receipt notes
- Goods received notes
- Receiving reports
- Return receipts for goods
- Shipping and receiving forms
- Warehouse receipts
- Delivery notes
- Packing lists and packing slips
- Advance shipping notices
- Bills of lading
- Proof of delivery forms
- Inspection and rejection reports
- Purchase orders
- Supplier invoices
Fields captured
For the teams between the loading dock and the payment run
Receivers count, write and sign as they always have; the paperwork is read from a photo, so nobody re-keys a receipt at the end of a shift.
Every invoice line has a receipt to match against the day goods land, so AP stops chasing the warehouse for signed paperwork before paying.
Short shipments, damage and rejections reach the buyer as soon as they are written down, while the supplier can still credit or replace them.
Goods received but not yet invoiced are accrued from real receipts at month end, and each receipt keeps a trail back to the signed page.
Receipts posted the day goods arrive
Protect receipt records that release payment
A goods receipt note is the proof that releases a supplier's payment. Edit the received quantity and a supplier gets paid for goods that never arrived; read across many GRNs, the same records show what you buy, from whom, and how much stock you hold.
- Encrypted in transit and at rest.
- Goods receipt notes are never used for model training.
- Access by role, receiving site and warehouse, with every change to an extracted quantity logged against the person who made it.
- You set retention: receipts are kept as long as your audit and inventory records require, then deleted.
- Self-hosted deployment for distributors and manufacturers who keep supplier and stock data inside their own network.
What receiving and AP teams ask before they start
A goods receipt note records what a warehouse actually took in against a purchase order: the supplier, PO and delivery note numbers, the date, and for each line the quantity ordered, received and rejected. Unstract extracts all of it, plus the receiver's name, damage notes and lot numbers when the form carries them.
The GRN is the third document in the match, beside the purchase order and the invoice. Once its quantities are extracted, Flow compares the quantity billed with the quantity the dock accepted, so an invoice for 60 cases against a receipt for 48 stops before payment.
Most ERP receiving screens expect a receiver to key the receipt on the dock. Goods received note OCR reads the paper or photo the receiver already filled in, so sites without handhelds, carrier paperwork and branch warehouses all feed the same receipt record.
Yes. Goods receipt note OCR in LLMWhisperer reads handwriting next to printed text, so a count struck out and rewritten in pen, a ticked damage box or a note such as "12 cs short" comes through. Skewed carbon copies and photos taken on the dock are straightened first.
Yes. Template-based extraction breaks when one site prints "Qty Rec'd" and another "Qty In". Document Studio reads each value by what it means, so every site's form, and the supplier's own delivery note, fills one schema.
Yes. A scan holding a delivery note, packing list, GRN and bill of lading is split and each page is classified before extraction. The GRN fills the receipt record, and the delivery note and bill of lading numbers are kept on it for reference.
Directly. Under three-way matching an invoice pays only up to the quantity accepted on the GRN. A short shipment or a rejection written on the receipt holds that part of the invoice for the buyer, and the rest pays on time.
Each one is flagged with the PO quantity, the received quantity and the receiver's reason. The buyer sees it the same day and asks the supplier for a credit note, a replacement or a return authorization; return receipts for goods sent back are read the same way.
Yes. Warehouse receipts from third-party storage, receiving reports, shipping and receiving forms and return receipts all go through the same extraction, each with the fields that document carries.
Unstract is SOC 2, ISO 27001, GDPR and HIPAA compliant. Each GRN is encrypted in transit and at rest, kept out of model training, and deleted on the schedule you choose. Teams that keep supplier and stock data in-house can self-host; the Trust Center has the detail.
In a consultation we set it up around your sites' receiving forms, your PO data and your match tolerances, and most teams post their first live receipts within days. To try the extraction now, start for free and upload a signed GRN.
Bring a month of signed dock receipts to the consultation
Carbon copies, phone photos, pen corrections and the GRNs nobody could match, with the POs and invoices behind them. We run them live and show each count, each match and every short line.