Delivery notes, also referred to as dispatch notes proof of deliveries (PODs), or goods received notes (GRNs) — are essential documents that accompany a shipment of goods. They provide a clear, itemised summary of what has been delivered, when, and to whom. This documentation plays a critical role in the supply chain, ensuring transparency, accuracy, and ultimately enabling the release of payments and the reconciliation of purchase orders and invoices.
Despite their importance, delivery notes are often still manually handled and printed, making them prone to being lost, damaged, or incorrectly filed. In many businesses, they are passed physically between departments from the Warehouse to Finance, to Procurement making them difficult to track and easy to misplace. All of this takes time and costs money. causing delays and frustration.
Digitising your delivery notes offers a smarter, more efficient way to manage documentation across your operations. By storing all delivery notes in a centralised digital location, your team gains instant access to important records anytime, from anywhere. This eliminates the hassle of searching through physical files, reduces the risk of misplaced paperwork, and improves overall document traceability. With digital storage, your business moves one step closer to streamlined operations and increased productivity.
A key advantage of going digital is the ability to easily link POD's with related documents such as purchase orders and invoices. This connection not only enhances accuracy but also ensures a more complete audit trail for every transaction. Whether you're managing client accounts, supplier deliveries, or job-specific documentation, digital delivery notes can be seamlessly associated with the relevant parties or projects. This level of integration supports clearer communication, better collaboration, and more informed decision-making across departments.
Additionally, digitisation helps reduce paper usage, contributing to your business’s sustainability goals while also lowering costs associated with printing and physical storage. With just a few clicks, you can check the status of any proof of delivery, see whether it’s been received, and automate routine tasks to free up your team’s time. By simplifying approval processes and minimising manual effort, digitising delivery notes empowers your staff to focus on more valuable and strategic work.
Tican Chilled’s transformation through DocuWare demonstrates the powerful impact of digitising delivery notes and broader document workflows. By shifting from paper‑based processes to a centralised, cloud‑enabled system, they achieved faster, more accurate document handling across multiple sites, streamlined linking of delivery notes with purchase orders, invoices and compliance files, and enhanced audit readiness.
As a result, their team reclaimed hours previously spent on manual scanning and indexing, enabling a sharper focus on strategic tasks and improving both operational efficiency and customer experience.
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