What a delivery note states — and what it deliberately omits
A delivery note shows quantities, not prices. It carries the supplier in the letterhead, its own delivery note number, a delivery date and almost always a reference to your order. Those two numbers have different jobs. The delivery note number identifies the paper, the order number links it to the purchase order. The delivery note number belongs in the filename because it is unique — the order number repeats on every partial delivery note of the same order. Line items, article numbers and batches do not belong in the name; a filename is too short for that.
Why LS_20240315.pdf turns into a complete name
LS_20240315.pdf has a date but no supplier. If three deliveries arrive on one day, the names collide and the operating system appends a bracketed digit — from then on there is no telling which note belongs to whom. The target name 2024-03-15_Lieferant-Mueller_Lieferschein_LS-2024-0891.pdf solves this in four fields: delivery date in sortable form, supplier from the letterhead, document type to separate it from invoice and order confirmation from the same house, and the delivery note number as a unique key. Hyphens inside a field hold together what belongs together and underscores separate the fields, so two-word supplier names stay readable.
Delivery date, dispatch date, goods receipt — three moments
The paper often shows a print or dispatch date and a differing delivery date. For goods receipt documentation the delivery date counts, because notice periods and the stock comparison follow it. The goods receipt day, in turn, is not printed on the note at all but added as a stamp — by hand, and therefore unreliable for recognition. Filery takes the printed delivery date when it is labelled. If no date is present at all, as happens with notes from point-of-sale systems, the field stays empty rather than being guessed, and you add it in the preview.
Partial deliveries, returns and combined notes
Three special cases keep turning up in goods receipt. Partial deliveries carry the same order number but each has its own delivery note number — if you name by order number, they land on top of each other. Return notes look like delivery notes but run the other way; a separate document type in the pattern keeps them apart, otherwise the count in the folder stops working. And there are combined notes, where a supplier bundles several orders or sends several notes inside one PDF. Filery renames files, not pages: split multi-note PDFs beforehand.
One naming stem for order, delivery note and invoice
Matching order, delivery and invoice is the real reason the delivery note is kept at all. It works when all three documents follow the same pattern and differ only in the type field. If the supplier sits in the same position as on the invoice, the documents end up next to each other as soon as the folder is sorted by supplier. Filery works with one pattern across all document types instead of a separate rule per document kind, and the date format should be set identically for all three.
How Filery handles the delivery data
The app reads the PDF on your device and transmits the text content encrypted for AI analysis. Only the recognised fields come back — supplier, date, type, number. The renaming then runs on the device again, and the delivery notes themselves are not stored permanently. For businesses that want to run the analysis through their own keys, there is the Custom plan at 5 euros a month with your own API keys. To get started, the free Starter plan with 50 documents a month is enough and needs no sign-up.
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