TREN

Retail · Scope and volume to be determined during discovery

AI System Supporting Store Delivery Receipt with Images

We design an AI system that reviews parcel images, delivery notes and purchase order records with their source and time information. The system prepares a review list for damage and quantity discrepancies but does not carry out technical, security or access decisions. If a seal is broken or a product is not visible, the system does not finalise the outcome; the goods receiving officer evaluates the evidence.

Representative goods receipt ops panel with a work queue, checks and an audit trail: delivery proof review queue — **Delivery proof review queue** Representative interface — contains no real data. Supplier data is masked. The panel does not accept or reject deliveries.

The problem

Parcel images, delivery notes and purchase order records arrive from different systems and event logs, preventing the team from viewing each case on a single timeline.

As a result, source links may be lost while the damage and quantity discrepancy review list is prepared, the case may be referred to the wrong team and the basis for a technical decision may remain unclear.

An incomplete workflow may overlook a broken seal or a product that is not visible, while an unsuitable workflow could treat an incomplete delivery as accepted.

What we set out to improve

Time taken for the draft damage and quantity discrepancy review list to be ready for specialist review
Correct referral of records involving a broken seal or a product that is not visible to the appropriate specialist queue
Record of suggestions corrected or rejected by the goods receiving officer

How the system works

01 Retrieve parcel image, delivery note and purchase order record data from authorised sources
02 Verify the source, timestamp and record identifier
03 Add the context of the relevant asset, user, store, vehicle or content
04 Prepare a draft damage and quantity discrepancy review list
05 Compare the draft with technical rules and authority limits
06 Check for exceptions: a broken seal or a product that is not visible
07 Obtain the goods receiving officer's approval, correction or rejection
08 Write the input, suggestion, change and final decision to the audit log

Methods we used

Source- and time-traceable data extraction for parcel images, delivery notes and purchase order records
Structured output that constrains the damage and quantity discrepancy review fields according to technical rules
An exception gate that separates a broken seal or a product that is not visible from workflow processing
An authorised queue that presents evidence and suggestions together for the goods receiving officer
Duplicate transaction checks and a rollback record to address the risk of treating an incomplete delivery as accepted

Where people stay involved

The goods receiving officer is the final decision-maker. The workflow stops if a seal is broken or a product is not visible, and the evidence is moved to the specialist queue. The system does not independently decide to block an action, change access, carry out a technical intervention or take a physical action.

Data and security

Only fields required for the task are processed from parcel images, delivery notes and purchase order records. Source-system permissions are preserved, and personal, technical and security-sensitive data is minimised before being provided to the model. Every read, suggestion, human change and target-system action is written to the audit log.

Who this suits

A good fit

Retail teams that carry out recurring reviews
Companies with defined responsibility for sources and approvals
Organisations that want exceptions to remain under human oversight

Not a good fit

Organisations whose source data is not current
Operations without a designated decision-maker and rollback process
Operations where the existing method is sufficient for the low volume

Frequently asked questions

What data is used?

Parcel images, delivery notes and purchase order records are used. The exact connections, fields and retention limits are determined during the access review.

How are exceptions managed?

The workflow stops if a seal is broken or a product is not visible. The record and its source evidence are referred to the goods receiving officer's queue.

Does the system act on its own?

No. Because an incomplete delivery could be treated as accepted, the final technical, security or access decision remains with a person; the suggestion and decision are recorded separately.

Project led by:DijitalPi

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