Smart Receive Guide

Smart Receive is Flyntlok's AI-enhanced receiving tool built to streamline your parts receiving process. By uploading a vendor invoice, Smart Receive automatically extracts key data, flags discrepancies, and applies costs — so you spend less time keying in data and more time focusing on what matters.

What You Can Do with Smart Receive

Feature

Description

Invoice Data Extraction

Automatically apply invoice number, invoice date, and due date from your uploaded invoice

Cost Alignment

Set received costs to match what is analyzed from the invoice

Discrepancy Identification

Identify cost and quantity discrepancies between your purchase order and the vendor invoice

Fee Detection

Add freight and tax fees with accurate costing pulled directly from the invoice

Invoice Stamping

Uploaded invoice attachments are stamped with the invoice total for easy reference

Inventory Receiving

Optionally receive parts into inventory based on invoiced quantities

Part 1: Getting Started

Accessing Smart Receive

Smart Receive is available from within a Purchase Order. Once you have a Purchase Order past “Draft” status with a vendor invoice ready to upload, you can use Smart Receive.

To use Smart Receive:

1. Navigate to your Purchase Order
2. Click Smart Receive

Part 2: Smart Receiving

Step 1 — Choose Your Workflow

When you open Smart Receive, you will be prompted to select how you want to proceed. You can choose to apply costs only, or to also receive parts into inventory at the same time.

Workflow

What It Does

Invoice Only

Sets costs on the Receiving Voucher without receiving parts into inventory

Invoice and Shipment

Sets costs and receives parts into inventory from the Receiving Voucher in a single step

Step 2 — Upload Your Invoice

Upload your vendor invoice to begin the Smart Receive process. Supported formats are PDF and common image types.

To upload your invoice, click Select File or drag and drop your file into the upload area

If you use Sage as your accounting solution, you can submit the invoice you’re uploading to Sage by checking the Create Bill button and selecting the appropriate account.

If you have an existing Receiving Voucher that you want to Smart Receive against, you can select the Use Existing button in the Voucher section then choose the receiving voucher you want to use. Note: Received quantities will not be changed when Smart Receiving against an existing Receiving Voucher.

What Smart Receive Does After Upload

Once your invoice is uploaded, Smart Receive analyzes the document and presents the results for your review. Here is what gets extracted and applied:

• Invoice Number, Date, and Due Date — pulled from the invoice header and applied to the Receiving Voucher
• Item Costs — matched to your purchase order lines; discrepancies are identified and mentioned in the generated summary
• Freight and Tax Fees — detected and applied as separate fee lines
• Invoice Total — the uploaded attachment is stamped with the recognized invoice total, setting the “Attached Values” in the Receiving Voucher total section

The findings from Smart Receive as well as the actions that were taken will be presented in a summary on the created Receiving Voucher.

Review any flagged discrepancies, make adjustments as needed, and then close the Receiving Voucher when ready.

⚠️ Always review the extracted results before confirming. Smart Receive surfaces discrepancies for your review, but final approval is yours.

We appreciate (and need) your feedback:

Thumbs up and down buttons will be presented on the generated summary of any Receiving Voucher created with Smart Receive. If you found issues with the Smart Receive, click the thumbs down button to indicate that (consider leaving a note on the voucher for a Flyntlok employee to review). On the other hand, if you found the Smart Receive was helpful you can let us know by leaving a thumbs up.

Part 3: Vendor Training

We have been preparing for our beta release by combining a number of technologies to support the variety of vendors’ invoices streaming across Flyntlok in order to accurately capture the right data via Smart Receive. The table below indicates the type of preparation (i.e. “training”) completed for each vendor. Any vendors not listed will be routed through our Tier III Generic Model. We are continuing to upgrade the technology Smart Receives relies on to scan invoices to become more vendor agnostic over time.

Tier I (Dedicated Models)

Tier II (Composed Model)

AA Welding

Bell Trucks America Inc

AGCO

Clarke Powered Solutions (Perkins distributor)

Astec

Cummins

Bandit

Cutting Systems Inc.

Bobcat

Engine Distributors Inc. (Deutz distributor)

Curbtender

FAE Usa Inc.

Develon

Hamilton Power Solutions (Scania, Deutz, and Isuzu distributor)

Enz

Husqvarna

Epiroc

JLG

EZGO

Kioti

Hitachi

Kobelco Construction Machinery USA Inc.

John Deere (2 document types)

Lawson

Kawasaki

Liebherr

LiuGong

Mack Boring & Parts Co.

LS Tractor

Ponsse North America Inc.

Mack Trucks

Skyjack

Manitou

Stauffer Diesel Inc. / Stadco (Deutz distributor)

Medart Engine

Superior Diesel / Bell Power Systems

Midway Ford

Terex Corporation

Moridge Manufacturing (Grasshopper)

Wacker Neuson America Corporation

NAPA

O’Reilly

PACCAR

Perkins

Power Distributors

Rapidview

Rotary

SANY

Schwarze

Stanley Black & Decker

STIHL NW

Tompkins

Toro

Volvo

Walker

YANMAR