Do you pick and receive with a scanner instead of paper lists?

A scanner linked to the warehouse system tells you where to go, checks you have the right item and updates stock as you go. Nothing to type in later.

How to automate it

How to automate “check deliveries against paperwork and key in receipts”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min

typically, every day

60%

of the time can be automated

Some setup

to set up

Fix 1 of 2

Software featureBest fix

Pick, receive and move stock with a scanner, not paper

Handheld or phone scanning linked to the WMS tells you where to go, checks you picked the right item and updates stock as you go. Fewer mistakes, fewer searches, and nothing to key in afterwards.

Typically saves about 45% of the time8 h to set up

1Check what your WMS supports on handhelds or phones (many work with Zebra or Honeywell scanners, or phone scanning apps like Scandit).
2Make sure every location and product has a readable barcode label.
3Start with receiving or picking in one area.
4Retire the paper pick list once the scanned process is steady.

Tools: Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar) · Zebra or Honeywell handhelds · Scandit phone scanning

Fix 2 of 2

Photograph packing slips, delivery notes and invoices and let AI read them

AI can read a photo or PDF of a packing slip, bill of lading or invoice and turn it into lines you can check against the order. You compare instead of type.

Typically saves about 50% of the time10 min to set up

1Take a clear photo or use the PDF from the supplier.
2Upload it to an approved AI assistant with the prompt below, along with the PO lines.
3Check the differences it flags.
4Enter or import the confirmed lines into your system.

Prompt to copy

Read the attached [PACKING SLIP / BILL OF LADING / INVOICE]. Make a table with: item code, description, quantity, unit price (if shown), PO number. Then compare it with this purchase order and list any item that is missing, extra, or a different quantity or price: [PASTE PO LINES]. Mark anything you cannot read as [UNCLEAR]. Do not guess.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Microsoft Lens or phone camera

Quick wins

Have you tried…

Do you pick and receive with a scanner instead of paper lists?: A scanner linked to the warehouse system tells you where to go, checks you have the right item and updates stock as you go. Nothing to type in later.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Warehouse associate / lead

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