> For the complete documentation index, see [llms.txt](https://docs.riff.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.riff.ai/playbooks/procurement/handle-delivery-exceptions.md).

# Handle delivery exceptions

**Best fit:** Agent (detection) + App (action queue) **ERP systems:** Infor LN / M3, SAP S/4HANA, Oracle ERP Cloud, Microsoft Dynamics 365 **Time to build:** \~40 minutes

***

## What you're building

An agent that monitors inbound deliveries and flags exceptions automatically — short deliveries, wrong items, quantity mismatches, damaged goods. The flagged exceptions appear in a team App where your warehouse or procurement team can action them: raise a debit note, contact the supplier, or update the PO.

***

## What you need

* Riff workspace with your ERP connected
* Read access to goods receipt records and purchase orders
* Write access to create exception records or notes in your ERP
* An agreed classification for exception types (short delivery, wrong item, quality reject, etc.)

***

## Part 1: Build the detection agent

### Step 1: Brief the agent

Create a new Agent and describe the job:

> You monitor goods receipts in \[ERP] as they are posted. For each receipt, you compare the received quantity and item against the corresponding purchase order line. If the received quantity is more than 5% below the ordered quantity, you flag it as a short delivery. If the item code or description doesn't match the PO, you flag it as a wrong item. If a quality rejection code is posted alongside the receipt, you flag it as a quality exception. For each exception, you create an exception record in \[ERP] with the receipt number, PO number, supplier, exception type, and discrepancy detail.

### Step 2: Connect and trigger

* **Integrations tab**: connect your ERP
* **Triggers tab**: add a schedule trigger (e.g. every 4 hours during business hours, or after each shift's GR batch)

***

## Part 2: Build the action App

Your team needs a screen to see and action the exception queue.

### Step 3: Create the App

1. Click **+ New** → **App**
2. Name it — e.g. "Delivery Exception Queue"
3. Build a table view showing:
   * Exception type
   * Supplier and PO number
   * Received vs ordered quantity
   * Date received
   * Assigned to (blank until claimed)
   * Status (New / In progress / Resolved)

### Step 4: Add action buttons

For each exception, add buttons that trigger the appropriate workflow:

| Button                | What happens                                                           |
| --------------------- | ---------------------------------------------------------------------- |
| Raise debit note      | Agent drafts a debit note against the supplier and adds it to your ERP |
| Contact supplier      | Agent drafts an exception notification email for review before sending |
| Accept short delivery | Closes the exception and updates the PO quantity                       |
| Reject delivery       | Flags the receipt for return and creates a return-to-supplier record   |

### Step 5: Assign and notify

Configure the agent to:

* Assign exceptions to the right team member based on category or supplier
* Send a daily summary of open exceptions to the procurement lead

***

## What good looks like

* Exceptions are flagged within minutes of a goods receipt being posted
* Every exception has a clear status and owner in the App
* Supplier correspondence and ERP updates are logged against the exception
* Nothing falls through the cracks between shifts or handovers

***

## Variations

**If your team works on mobile:** Build the App with a mobile-friendly layout and enable push notifications for new high-priority exceptions.

**If debit notes need approval:** Add an approval step in the App before the agent raises the debit note in your ERP.

**If you want to track exception rates by supplier:** Add a dashboard tab to the App showing exception volume, type, and resolution time by supplier — useful for supplier performance reviews.


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