Stop chasing paperwork. Here's exactly how it works, step by step.
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Industries / Retail & Warehouse Management / Sample workflow

Sample workflow — Retail & Warehouse Management

How a delivery becomes a double-checked stock record

Walk through how goods arriving at the dock get checked against the original order before they ever touch your stock records.

1

Goods received at the dock

When a delivery arrives, it's logged against the purchase order it belongs to — not entered as a standalone note.

Example — PO #7742 — 500 units expected from Vendor A.
2

Quantity matched to the order

The quantity actually received is checked line-by-line against what was ordered, catching short or excess deliveries immediately.

Example — 480 units received vs. 500 ordered — a shortfall of 20 units.
3

Mismatch flagged to the purchase team

Any shortfall or excess is sent straight to the purchase team to resolve with the vendor, instead of being quietly absorbed into stock.

Example — 20-unit shortfall on PO #7742 flagged for vendor follow-up.
4

Stock record updated

Once confirmed, the actual received quantity updates your inventory record directly — no separate stock-take needed to catch the difference.

Example — Stock ledger updated: 480 units received against PO #7742.
Before Karyaa.AI
  • Deliveries counted by hand, checked against paper POs later
  • Shortfalls often only noticed during a stock-take
  • Vendor disputes handled weeks after the delivery
With Karyaa.AI
  • Every delivery checked against its order on arrival
  • Shortfalls and excess flagged the same day
  • Stock records always reflect what actually came in

Want to see this running on your own data?

Book a short walkthrough and we'll show this exact flow using an example close to your business.

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