Delivery notes and LPOs into one spreadsheet.
Upload purchase orders and delivery-note PDFs or photos from your device to build a document register. Each file produces one row.
The short answer
Use the delivery-note template for document-level fields: supplier, reference, date, an items summary, total quantity and received-by details. Each document fills one row. It does not create a row per item or automatically match ordered and received quantities.
Where the delivery note is hard to read, a crossed-out quantity, a signature over the item code, a photo taken in the sun, the value is flagged with supporting text when available. That is where a person looks. Everything else is already in the sheet.
Why this is retyped today
Because the two documents never look alike. The LPO is a clean PDF with a grid; a converter handles it, more or less. The delivery note is the supplier's form, a different layout for every supplier, on carbon paper, photographed at an angle, with the quantity received written by hand and the driver's signature across the bottom. A converter returns nothing usable from that, so the store clerk types it into the sheet from the picture.
It is also retyped because the sheet is the point. The three-way match, ordered versus delivered versus invoiced, is how a contracting or trading company stops paying for what did not arrive, and it lives in a spreadsheet. Nobody is going to change the sheet. The question is how the numbers get into it.
The cost is not the typing time, though there is plenty of that. It is that the retyping happens at month end, in a batch, by someone who was not on site, so a quantity that should have been queried on the day is queried three weeks later, if it is queried at all.
| Column | Why it is collected | Where it goes wrong on the document |
|---|---|---|
| Supplier | Which account, which contact to call. | Trading name on the delivery note, legal name on the LPO. |
| Document reference | Identify the delivery note or order. | A handwritten reference may be unclear. |
| Date | Record the document date. | Handwritten dates and ambiguous formats. |
| Items summary | Describe the contents of the document. | A summary does not list every item in its own row. |
| Total quantity | Record a document-level total when stated. | Mixed units may not have a meaningful total. |
| Received by | Record the recipient when readable. | A signature may not include a readable name. |
How Saff builds the sheet
Create the columns once, then upload PDFs, photos or scans from your device. Each document fills a single row. The Items summary and Total quantity fields describe the document as a whole.
Open flagged cells to inspect supporting text when available. If originals were retained, open Preview in a separate tab. Correct values, mark the row reviewed and export the document register.
What Saff will not do
Saff does not decide whether a delivery is acceptable or reconcile its individual items against an order. Check shortages, substitutions and quantities against the source documents before approving payment.
It will not read a quantity nobody could read. A number crossed out twice and written over comes back flagged, not guessed. On a delivery note that is the right behaviour: a guessed quantity becomes a paid invoice.
Can it read a photo of a delivery note?
JPG, PNG and WEBP are supported. Use a clear, well-lit photo with readable text. Unclear values may need review; a photo is not guaranteed to be readable.
Can the LPO and the delivery note go into the same table?
You can upload both document types into the same table, with one row per document. Use reference fields to compare them; matching line items is a separate task.
Does it handle Arabic delivery notes?
Yes. Arabic, English and bilingual forms, including the supplier's stamp and a right-to-left layout on the same page as an English item code.
What does a month of delivery notes cost?
Each photo or PDF is one document, AED 0.50 for up to five pages, or the equivalent in your currency. Fifty delivery notes and their LPOs is about AED 50; the first 15 documents each month are free.
Organize this month's delivery documents
Upload the LPOs and the photos. Fifteen documents a month are free, no card.