Arr2Reg: stock receipts from delivery notes and invoices
What the Arr2Reg bot does
Arr2Reg is a warehouse and trade bot that takes over booking goods in. Every delivery arrives with a document: a delivery note, an invoice, a specification. Normally a storekeeper or an accountant types every line of it into the accounting system by hand — code, name, quantity, price, tax rate. A hundred-line delivery costs an hour, and by the evening the database has typos, duplicate item cards and stock that no longer matches the shelves. Arr2Reg does the same job in a minute and without typing errors.
The bot accepts the document in any usual shape: a PDF, Excel or XML file, an email from the supplier, a photo or a scan of a paper note. It finds the header and the table, identifies the supplier, the number and the date, splits the rows into positions and matches them against your catalogue. The result is a ready receipt that only needs a look and a confirmation.
How it works
- Intake. The file is dropped into a shared folder, sent to the warehouse mailbox or uploaded in the system — the bot notices a new document and picks it up.
- Parsing. The bot recognises the goods table, scans and photos included, and extracts code, name, unit, quantity, price, amount, tax rate and tax sum.
- Catalogue matching. Every line is matched to your item list by code, barcode or name. A match confirmed once is remembered: in the next delivery from the same supplier that position is found automatically.
- Checks. Line amounts are compared with the document total, quantities with the purchase order, prices with the previous delivery. Anything that differs is listed separately.
- Receipt creation. The receipt appears in the accounting system with all its lines, stock levels go up and the purchase price is written into the item's history.
What the business gets
- Time. A hundred-line delivery is booked in a minute instead of an hour: one person now processes as many documents per shift as a whole team used to per day.
- Accurate stock. No manual typing means no wrong quantities or prices, and no surprises at the next inventory count.
- Price control. The bot shows immediately that a supplier raised a price or shipped a different quantity than ordered — while the goods can still be sent back.
- A clean item list. New positions are created by one set of rules instead of five different names for the same product.
- Ready for an audit. Every receipt keeps the source document it was built from, so nobody has to dig through folders.
Handling discrepancies
The point of a receipt is not typing lines but noticing that something in the delivery is wrong. Arr2Reg checks the document for the usual problems: an item missing from the catalogue, a price that differs from the previous delivery by more than the percentage you set, a quantity that does not match the order, a line total that does not match price times quantity, a document number already booked. Doubtful lines are never posted silently — the bot collects them into a separate list and waits for a human decision while booking the rest.
A notice about a problematic delivery goes where it will be seen: to the manager's Telegram, to email or into the warehouse group chat. That way a disagreement with the supplier is settled on the day of delivery instead of a month later during reconciliation.
Integration
Arr2Reg works with our Stocker warehouse system and connects to other accounting programs through file exchange or an API — there the receipt appears exactly as if a person had entered it. Parsing rules are tuned per supplier: one has its own note layout, another keeps codes in a separate column, a third quotes prices with tax included. A template set up once keeps working on its own.
We install the bot, train it on your real delivery notes from previous months and set up the catalogue matching. Launch usually takes a few days, after which the warehouse keeps its usual rhythm — only without typing documents by hand.
Who it suits
Wholesalers and retail chains with daily deliveries, online shops running their own warehouse, production sites receiving raw materials and parts, and any company where goods intake is limited by how fast someone can type a delivery note. Write to us — we will run the bot on your own documents and calculate how much time it frees up.