Retyping in goods receipt
Transferring delivery notes into the ERP system line by line takes time and easily swaps article numbers or quantities. Excalitract does the reading, your team confirms the values against the original.
Reading delivery notes – line by line
Delivery notes arrive digital or scanned, often with stamps and handwritten notes – and every supplier uses its own layout. Excalitract extracts delivery note and order numbers, line items, quantities and batches according to your schema and shows where each value is found. Matching against the purchase order is then done by your ERP system or your purchasing team.
From delivery note to line-item list in the ERP system
1 / 3Delivery notes
Digital or scanned delivery notes in changing layouts – with line items, quantities and batches.
Every supplier, a different layout
Columns, labels and units change from supplier to supplier. Your schema defines which values you need – regardless of where they appear on the document.
No guessed batch numbers
If a batch number is illegible or missing, the field stays open and, as a required field, blocks approval – instead of entering traceability with a guessed value.
Explained briefly
Delivery notes and goods receipt in one minute
From document to matching
Every line item with order reference and batch
For matching in the ERP system, each line item comes down to: which article, what quantity, which order. For traceability, the batch is added. Excalitract delivers exactly these values, evidences each one with its source location – and leaves open what is not on the document.
- Source location per line item Every quantity and every batch leads back to its line on the delivery note.
- Required fields block If a required value such as the batch is missing, approval stays blocked until it is resolved.
- Whole stacks at once Upload delivery notes as a folder or ZIP – up to 200 documents per run, duplicates are detected.
- Handover to the ERP system Via Excel®, JSON or REST API into your ERP system or purchasing solution.
Illegible means open, not guessed
A stamp across the batch number, a smudged quantity: whatever Excalitract cannot find with certainty is flagged and sent to review. Required fields block approval until the value is resolved.
Line items ready for matching
Approved delivery notes go to your ERP system as Excel® with one sheet per list level, as JSON or via the REST API. Matching against order and invoice is then done there by your purchasing team.
Typical fields
These are the values Excalitract extracts for you
Examples – you define exactly which fields are extracted in the schema.
- Supplier, delivery address and delivery date
- Delivery note number and order number
- Line items with article number and description
- Delivered quantity and unit per line item
- Batch, lot or serial number
- Packages and notes on partial deliveries
Your result
- Delivery notes turned into structured line-item data without retyping
- Order reference, quantity and batch per line item as the basis for matching in the ERP system
- Verifiable batch data for traceability and complaints
More use cases
The same principle for other document types
Freight and customs documents Shippers, packages, weights and HS codes from freight documents – structured for TMS and customs. 
Tenders and bills of quantities Deadlines, lots, requirements and bill items from tender documents – structured for estimating and bidding. 
Invoices and billing statements Line items, periods and amounts from invoices and billing statements – structured, detailed and evidenced. Demo
See Excalitract with your documents
No standard show: we prepare the demo for your documents and fields. Afterwards, you will know how Excalitract handles your document collection – and how you can measure it on a test set of your documents.