# Delivery documents: attach evidence to the correct receipt and lot

A delivery document is most useful when it is linked to the relevant receiving event and product lines. A folder of images can preserve evidence while still making it difficult to locate the document needed for a particular batch investigation.

> A delivery document is most useful when it is linked to the relevant receiving event and product lines. A folder of images can preserve evidence while still making it difficult to locate the document needed for a particular batch investigation.

Kivloo editorial team · 2026-10-25

## Define the decision behind the record

Use stable document references and check readability at capture. Where information is transcribed or extracted, preserve the source separately. Avoid relying on a filename or a photograph timestamp as the only relationship to a receipt.

## Make each attachment retrievable from the right receipt

Identify the receipt and the evidence types needed to interpret it, such as delivery note or actual label image. Define how attachments preserve product, lot and event context. A file held only under the supplier’s name can be difficult to associate with one of several deliveries.

Attach the actual evidence to its receipt and retain readable document references. Where a file covers several lots, make that scope explicit rather than duplicating it in ways that suggest several different documents. Keep corrected or replacement evidence distinguishable from the original and record why it changed.

Test retrieval from a production batch back to the relevant receipt and attachment. Include two similar deliveries and a later supplier document revision. Another reviewer should locate the actual historical evidence without being shown the supplier’s latest file as if it applied to every previous transaction.

## Worked example

A multi-page delivery note contains several products and lots. The team attaches all pages to the receiving event and links relevant lines. Later, a batch lookup can recover the document without searching through unrelated uploads.

## Build a usable record

Use the fields below to capture the facts needed for this particular decision. Keep the actual observation separate from any later correction or approval.

- Receipt and document identity

- All relevant pages

- Product and lot links

- Capture or import information

- Review of extracted fields

## Example record and review decision

Fictional record example: REC-05 / LOT-D: delivery note BL-05, label image IMG-05 and actual receipt record; each has a readable reference.

Open the attachment from the receipt and confirm that the product, lot and delivery date actually match.

A supplier’s latest document stored at account level can accidentally appear to support unrelated historical receipts.

## Test the review, not just the form

Search from a lot to the document and back to all associated receipt lines. Check that replacement files do not silently remove the original evidence. Protect any personal information that appears in attachments.

## Should extracted fields be trusted without review?

Verify the information needed for the record and retain the source so mistakes can be investigated.

## Can one supplier folder provide all historical receipt evidence?

It can store supporting files, but the relationship to each receipt must remain explicit. Preserve event-specific references and applicable versions so a later upload does not obscure the evidence for an earlier delivery.

## Continue reading

- [Food batch traceability: connect deliveries, ingredients and finished products](https://kivloo.com/en/guides/food-batch-traceability-records)

- [Food receiving records: identify what arrived, not just what was ordered](https://kivloo.com/en/guides/food-receiving-record-identifiers)

- [Supplier document reviews: separate a stored file from an approval](https://kivloo.com/en/guides/supplier-document-review)

- [Rejected deliveries: connect the discrepancy and the stock decision](https://kivloo.com/en/guides/rejected-delivery-record)

- [Digital HACCP records: build a temperature log your team can actually use](https://kivloo.com/en/guides/digital-haccp-temperature-records)

- [Workplace safety inspections: turn findings into verified corrective actions](https://kivloo.com/en/guides/workplace-inspections-corrective-actions)

## Sources and further reading

- [GS1 · Global Traceability Standard](https://www.gs1.org/standards/traceability)

- [Codex Alimentarius · CXG 60-2006 / Traceability principles](https://www.fao.org/input/download/standards/10603/CXG_060e.pdf)

Operational guidance, not a certification or a legal assessment. Adapt examples to your site, approved procedures and local requirements. Product links lead to the English website; this guide does not imply a fully translated application or verified hardware compatibility.

Canonical: https://kivloo.com/en/guides/delivery-document-attachments