How to Eliminate Inventory Discrepancies and Supplier Disputes at the Goods Receipt Stage

Who This Is For

You run a warehouse or 3PL operation receiving goods from dozens of suppliers every week. Your GRN process involves a receiver who counts the goods, writes something on a form, and hands it to someone else who enters it into the ERP later that day — or the next day, if it's busy. Supplier invoice disputes are a constant background noise. Month-end reconciliation takes longer than it should.

What You Can Achieve

• Every goods receipt is documented at the dock before anything moves — quantities, condition, driver ID, and photos — so there's a verified record before the goods disappear into the warehouse
• Supplier invoice variances are flagged at the moment of receipt, not two weeks later during a reconciliation exercise
• ERP entry is fed from a verified, structured receipt count — not from a handwritten form that someone interpreted differently when they got to the keyboard
• Any receipt can be pulled up in full detail — supplier, PO number, SKUs, quantities, condition photos — within seconds of a dispute query
• Over-billing is caught immediately through the quantity variance flag, before the payment run, rather than after the supplier has already been paid
• Month-end inventory reconciliation stops being a multi-day exercise because every receipt was already captured accurately at the time it happened

The Hakiki Workflow

1. 1
   Supplier Name Text

   Enter supplier name exactly as it appears on the delivery note — used for dispute tracking

2. 2
   LPO / PO Reference Number Text

   Enter the Local Purchase Order number — ties the receipt to the authorized purchase order

3. 3
   Driver ID Copy File Upload

   Upload photo of driver's ID — documents who delivered the consignment

4. 4
   Items Received (SKU List) Text

   Enter all SKU codes and quantities received — paste from delivery note or enter line by line

5. 5
   Actual Quantity Counted Text

   Enter physical count per line item — this is the number that will be entered into the inventory system

6. 6
   Condition on Arrival Single Select

   Select: Good / Damaged / Mixed — if Damaged or Mixed, photo and note are mandatory

7. 7
   Goods on Dock Photo File Upload

   Photo of received goods on the dock before they are moved to storage — timestamped visual record

8. 8
   Quantity Variance Noted Boolean

   Flag if actual count differs from delivery note quantity — triggers discrepancy note requirement

9. 9
   Discrepancy Notes Text

   Document the exact variance: which SKUs, what quantities, and the visible reason if known

10. 10
    Warehouse Supervisor Sign-Off Boolean

    Supervisor confirms receipt is accurate and goods are cleared for storage — with timestamp

HAKIKI Features Used