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Stores - Goods In - Scanning Delivery Notes

Stores - Goods In - Scanning Delivery Notes

KB Article: Digital Delivery Tracking (Goods In)

System: Brother ADS-4300N & SharePoint Online

Purpose: To maintain a timestamped, visual record of all delivery notes to resolve disputes and track received items.

1. The Workflow: Load and Go

To ensure every delivery is recorded, the scanner has been configured with a One-Touch shortcut. You do not need to choose a destination on your PC.

  1. Ensure you are connected to the wired network.

  2. Place the delivery note(s) face down, top down in the scanner feeder.

  3. Open iPrint & Scan and click the Scan to SharePoint button.

  4. The scanner will process the document and send it directly to the digital archive.

Each scan is given its timestamp as the filename. This is your delivery log—if a carrier claims they delivered a box at 2:01pm, you can start your search at 2:01pm because you won’t have booked it in before you received it.

2. Accessing the Archive

While you can see these files in your computer's folders (File Explorer), we recommend using the SharePoint Web Portal for the best experience:

Archive URL: Goods In Digital Receipts

Why use the Browser instead of File Explorer?

  • Instant Thumbnails: See the document before you even click it.

  • Version History: See exactly when a file was uploaded, and every time it was edited, and by whom.

  • High-Speed Review (below) is significantly better than the ‘tiles’ view native to File Explorer

3. High-Speed Review (Using the "Preview" Mode)

When you need to find a specific delivery note from a batch of 50, don't double-click every file. Use the SharePoint Previewer in MS Edge:

  1. Select the first file in the list by clicking the small circle to the left of the filename.

  2. Click Open at the top menu, then select Open in Browser (or simply click the filename if your settings allow).

  3. The Pro Move: Once the PDF opens in the Edge previewer, look for the Left/Right Arrows (<) and (>) on the sides of the screen.

  4. You can now "flip" through the delivery notes like a digital book. This allows you to visually scan through an entire afternoon’s worth of deliveries in seconds.

    image-20260508-112740.png

4. Handling Delivery Queries

If a customer claims their item was never received:

  1. Open the SharePoint Scans Folder.

  2. Sort by Modified (Newest to Oldest).

  3. Locate the time window the courier claimed to be on-site.

  4. Open the scan to verify the signature or the items listed.

  5. Share the Evidence: Instead of printing it out, you can click Share or Copy Link and email it directly to the person inquiring.

Questions? Raise a general ticket for assistance with the scanner or a specific SharePoint ticket for help with the archive