How do I get started with Smart Receive?

Smart Receive reads a vendor invoice or packing slip and fills in a Receiving Voucher for you, either a new one or one you already have open. It matches every line to the PO, sets costs, quantities and fees, and flags anything that doesn't match, so your team reviews and closes the voucher instead of keying it in line by line.

Nothing posts automatically. The voucher stays open, and every value on it stays editable, until you close it.

Before you start: An administrator picks a Default Freight Fee and Default Tax Fee one time, under Flyntlok Settings > Purchasing > Smart Receive Settings. Without them, freight and tax on the invoice are not added to the voucher.

1. Click Smart Receive on a Part Purchase Order or an open Receiving Voucher.

From a Part Purchase Order that has been ordered: The button is next to the Actions menu and in the Receiving Vouchers section. Smart Receive creates a new voucher, or you can pick an existing one.

From an open Receiving Voucher: The button is next to Receive All. The results go onto that voucher.

2. Choose what the document is: Invoice, Invoice and Shipment or Packing Slip.

• Invoice: The invoice is in but the parts aren't. Sets costs, fees and invoice details without receiving parts.
• Invoice and Shipment: The invoice and parts arrived together. Sets costs and fees and receives the parts.
• Packing Slip: The parts arrived but the invoice hasn't. Receives the parts at the cost already on the voucher, or the PO cost on a new voucher.

Tip: Got the invoice first? Run Smart Receive on that same voucher when the parts arrive.

3. Drop in the PDF. PNG and JPG also work, up to 30 MB.
4. Choose Partial Receive for most receipts, or Full Receive when the document should cover the whole order.
5. Click Submit. Smart Receive shows its progress as it reads the document, matches parts and builds the voucher.

6. Check the discrepancies in the Smart Receive Summary at the top of the voucher. It shows what was matched, plus any cost differences, short or over shipments, or parts not on the PO, each with a recommended action.

7. Compare the voucher total with Attached Values, the invoice total read from the document.
8. Set a fee type on any extra fee lines.
9. Click Mark Closed to close the voucher.

Good to know:

• One document per run: If a PDF holds several invoices, split it first, and leave out pages like shipment tracking.
• Any vendor works: 37 vendors, including John Deere, Bobcat, Kawasaki, STIHL NW and Volvo, get a reader trained on their own invoice layout.
• Your pricing is safe: Smart Receive sets the received cost on the voucher only. It does not change item cost, list price or the pricing matrix.
• Tell us how it did: Use the thumbs up or down on each summary. It helps us choose which vendors get dedicated readers next.

Tip: Want the details? The Smart Receive Guide covers each mode in depth, every discrepancy type, how fees are handled, receiving against an existing voucher, Sage Intacct bills, and the full list of vendors with dedicated readers.