An AI receiving discrepancy agent compares delivery documents, receipt entries and PO lines, and lists each discrepancy by type: short, over, wrong item, damaged or undocumented.
Notices short, over, damaged or wrong goods.
Adds order, receipt, photos and delivery note.
Proposes a type such as shortage or damage.
Chooses return, credit, replacement or acceptance.
Draft claim goes out after buyer review.
Outcome and credit expectations are recorded.
It gathers the evidence together, including the PO line, the delivery note, any photos or notes from the receiver and prior messages.
It drafts the claim or query for the buyer and tracks the outcome, such as credit, replacement or acceptance.
Discrepancies are noticed by receiving staff, handled by buyers and resolved by suppliers, with little shared record along the way.
Photos, notes and documents are spread across tools.
Suppliers may only accept reports within a limited window.
Credit, replacement or acceptance each have a different follow-up.
The same supplier or item repeats the problem.
Payment can run ahead of the resolution.
Compares received quantities and items with PO lines and flags each variance.
Labels the discrepancy as short, over, wrong item, damaged or undocumented.
Attaches the PO line, delivery note, receipt entry and receiver comments to a single case.
Writes a clear message to the supplier stating the problem and the resolution requested, held for review.
Monitors the reply and records whether it ended in credit, replacement, return or acceptance.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Raising it | Receivers email the buyer with partial facts. | A discrepancy record is created with order, receipt and evidence. |
| Categorising | Causes are named differently by each person. | Each case carries a consistent type. |
| Claim wording | Supplier messages are written from scratch. | A draft claim states what was ordered, received and expected. |
| Follow-up | Open discrepancies drift without owners. | Each case has an owner and a status. |
| Invoice effect | AP pays before the issue is settled. | Related invoice lines are flagged for holding. |
| If | Then | Who decides |
|---|---|---|
| Received quantity is lower than ordered | Opens a shortage case with the open quantity | Buyer |
| Goods noted as damaged | Opens a damage case and asks for photos | Receiver and buyer |
| Wrong item arrives | Opens a wrong-item case with both item references | Buyer |
| Case is open with no supplier reply | Prompts the buyer to follow up | Buyer |
| Invoice relates to a disputed line | Flags the line so AP can hold it | AP lead |
| Same supplier has repeat cases | Adds the pattern to the supplier review | Category manager |
The case notes the sign-off date and asks for evidence of when it was found. The buyer decides how to present the claim.
The agent lays out both counts and the sources. The buyer and receiving lead decide on a recount.
The agent records a request to accept with a note. The requester and buyer decide, and the reason is kept.
The agent keeps the case open against the promised delivery. The buyer closes it when the rest arrives.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Begin with simple quantity differences where evidence is clear.
Include cases that need photos and carrier notes.
Offer claim drafts for buyers to edit once cases are well formed.
Tie cases to invoice holds so payment waits for resolution.
This shows how reliable inbound deliveries are. Break it down by type and supplier to find where to focus.
Quick answers to what people ask most about receiving discrepancy.
Book a demoIt is a mismatch between what was ordered and what was delivered or documented. Common types are shortages, overages, wrong items, damaged goods and delivery notes that do not match the PO.
It should be recorded with evidence, the supplier should be told within the allowed window, and a decision made on credit, replacement or acceptance. Invoices for the affected lines should be held.
It prepares the message with evidence. A buyer reviews and sends it.
No. It flags the excess and shows the order terms. A person decides whether to accept, return or pay for it.
What is receipt matching?
→What is backorder management?
→What is a service receipt?
→What is a goods receipt?
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
