Starting point
Purchasing & goods receipt
Resolve discrepancies at goods receipt
Received quantities, item lines and visible damage are compared with the purchase order and delivery note. When something differs, purchasing gets a reviewable case with photographs and documents; only accepted quantities are posted to the system of record.
Process architecture
From delivery to a resolved discrepancy.
The warehouse intake is matched with the purchase order and delivery note before any quantity enters the inventory system. Illegible documents, missing items and visible damage go to purchasing; confirmed differences lead to a documented question for the supplier.
01Input
Delivery & order
The warehouse records received lines and photos, then retrieves the corresponding purchase order from the ERP.
2 Steps
02Process
Reconciliation & review
The delivery note is read, quantities are compared and unclear discrepancies are sent to purchasing before posting.
5 Steps
03Output
Receipt & evidence
Accepted quantities are in the ERP, the supplier receives a query when needed and documents stay attached to the receipt.
3 Steps
Source01Capture the delivery
The warehouse records items, quantities actually received, the order reference and photos in Google Forms. Google Forms API takes the entry as the trigger for the goods receipt case.Details
Capture the delivery
The warehouse records items, quantities actually received, the order reference and photos in Google Forms. Google Forms API takes the entry as the trigger for the goods receipt case.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Retrieve the order
Data02Retrieve the order
ERP REST API reads open purchase-order lines, units and the supplier reference. The receipt is matched to an order without maintaining a parallel copy of purchase data.Details
Retrieve the order
ERP REST API reads open purchase-order lines, units and the supplier reference. The receipt is matched to an order without maintaining a parallel copy of purchase data.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Read the delivery note
Action03Read the delivery note
Google Document AI extracts lines and quantities from the photographed delivery note. If a value or line cannot be read reliably, the case goes to purchasing rather than inventing a match.Details
Read the delivery note
Google Document AI extracts lines and quantities from the photographed delivery note. If a value or line cannot be read reliably, the case goes to purchasing rather than inventing a match.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check quantities and damage
- Review the differenceUnclear note
Decision04Check quantities and damage
Ordered and received quantities are compared line by line alongside photos and damage notes. Only clear matches can continue without a person reviewing them.Details
Check quantities and damage
Ordered and received quantities are compared line by line alongside photos and damage notes. Only clear matches can continue without a person reviewing them.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Post the goods receiptMatches
- Review the differenceDifference
Approval05Review the difference
Google Chat API presents the evidence and calculated difference to purchasing. The responsible person fixes uncertain matches, confirms quantities to accept and decides if a supplier query is needed.Details
Review the difference
Google Chat API presents the evidence and calculated difference to purchasing. The responsible person fixes uncertain matches, confirms quantities to accept and decides if a supplier query is needed.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Post the goods receipt
- Prepare a supplier queryQuery needed
System06Post the goods receipt
ERP REST API posts only confirmed accepted quantities against the existing purchase order. If the ERP is unavailable, the case stays open rather than being marked as posted.Details
Post the goods receipt
ERP REST API posts only confirmed accepted quantities against the existing purchase order. If the ERP is unavailable, the case stays open rather than being marked as posted.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Confirm accepted goods
Action07Prepare a supplier query
Confirmed shortages or damage produce a draft with the order reference, affected lines and links to the evidence. Purchasing reviews it before Gmail API sends it to the supplier.Details
Prepare a supplier query
Confirmed shortages or damage produce a draft with the order reference, affected lines and links to the evidence. Purchasing reviews it before Gmail API sends it to the supplier.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Contact the supplier
Result08Confirm accepted goods
The posted receipt shows accepted quantities and the responsible decision in the ERP. The warehouse can see which lines were accepted and which are held for review.Details
Confirm accepted goods
The posted receipt shows accepted quantities and the responsible decision in the ERP. The warehouse can see which lines were accepted and which are held for review.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- File the evidence
Result09Contact the supplier
Gmail API sends the approved question against the relevant purchase order. The supplier and purchasing can examine the same evidence for the shortfall or damage.Details
Contact the supplier
Gmail API sends the approved question against the relevant purchase order. The supplier and purchasing can examine the same evidence for the shortfall or damage.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- File the evidence
Result10File the evidence
Google Drive API files the delivery note, photographs, approval and supplier message under the order reference. Access follows the purchasing team's approved folder permissions.Details
File the evidence
Google Drive API files the delivery note, photographs, approval and supplier message under the order reference. Access follows the purchasing team's approved folder permissions.
Interfaces
- Power BI API
- Teams Webhook
System landscape
Google Workspace connects the warehouse and purchasing.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Google Forms API
Takes the delivery capture with quantities, order reference and photos as the start of the case.
- Interfaces in use
ERP REST API
Reads the purchase order and later posts only quantities accepted by the warehouse or purchasing to the system of record.
- Interfaces in use
Google Document AI
Extracts items and quantities from delivery notes without treating illegible fields as reliable.
- Interfaces in use
Google Chat API
Presents a discrepancy and supporting evidence to the purchasing person responsible.
- Interfaces in use
Gmail API
Sends a purchasing-approved query about shortages or damage to the supplier.
- Interfaces in use
Google Drive API
Files delivery notes, photographs and decision evidence under the purchase order in a restricted folder.
- Possible apps & platforms
Google Forms
The warehouse records a delivery, quantities, the order reference and any damage.
- Possible apps & platforms
Google Chat
Purchasing reviews unclear entries or discrepancies and decides what happens next.
- Possible apps & platforms
Gmail
Purchasing sees the approved supplier query and any subsequent reply.
- Possible apps & platforms
Google Drive
Documents and photos remain linked to the case and visible only to authorized roles.
- Possible apps & platforms
ERP-Warenwirtschaft
The purchase order and posted goods receipt remain the authoritative records here.
Implementation in context
Turn a discrepancy into a traceable case.
This use case starts when goods physically arrive, not when stock is counted or an order is raised. Google Forms captures the warehouse observation, while the ERP stays authoritative for purchase orders and receipts. A form does not replace the inventory system or a physical inspection of goods.
The comparison considers item identifiers, units, ordered and received quantities and reported damage. A readable delivery note can supplement what the warehouse captured, but it cannot prove an ambiguous match. Purchasing decides on shortages, over-deliveries, damaged goods and conflicting descriptions before a disputed quantity is accepted.
Photographs, delivery notes and contact details may contain business or personal information. Google Drive therefore uses agreed folder permissions, while the ERP integration receives only the rights required for this process. Capture, review, posting and supplier contact are logged as separate actions.
If the ERP or another integration is unavailable, the case remains open rather than showing a receipt that never posted. Retries check order and shipment references to avoid duplicate bookings; a corrected case resumes under control. Warehouse and purchasing maintain the matching rules and responsibilities together.
Target picture
Each shipment has one case linking the order, received quantities and supporting evidence. Matching lines can be posted; a purchasing person decides discrepancies against a specific difference before any query reaches the supplier.
Expected benefits
- Purchasing sees the exact difference together with the delivery note and photos instead of reconstructing it from messages.
- The ERP records only accepted quantities, so an unresolved shortage does not look like a complete delivery.
- Every supplier query refers to a purchase order and documents the lines in question.
- A responsible person remains accountable for disputed quantities and damaged goods.
- Warehouse and purchasing work from the same case without keeping purchase orders in a second list.
Prerequisites to start
- 01The ERP exposes purchase-order lines for reading and a secured interface for posting confirmed receipts.
- 02Warehouse and purchasing agree required fields, acceptance rules, roles and how to handle over-deliveries.
- 03A Google Cloud project, approved APIs and purpose-limited Google Workspace access are configured.
- 04The Google Forms intake carries unique order and shipment references and rules for filing photos and documents.
- 05Google Drive folder access and document-retention rules are agreed with the business.
- 06A purchasing owner reviews and approves supplier queries before they are sent.
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