Smart Receive Guide

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

What you can do with Smart Receive

Part 1: Getting started

Accessing Smart Receive

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

1. Open your Purchase Order.
2. Click Smart Receive.

Part 2: Smart receiving

Step 1: Choose your workflow

When you open Smart Receive, pick how you want to go: apply costs only, or also receive parts into inventory at the same time.

Step 2: Upload your invoice

Upload your vendor invoice to start. Smart Receive takes PDFs and common image types. Click Select File, or drag and drop the file into the upload area.

If you use Sage as your accounting system, you can send the invoice you're uploading to Sage: check Create Bill and pick the right account.

To Smart Receive against a Receiving Voucher you already have, select Use Existing in the Voucher section, then choose that Receiving Voucher.

Note: Received quantities don't change when you Smart Receive against an existing Receiving Voucher.

What Smart Receive does after upload

Once your invoice is uploaded, Smart Receive analyzes it and shows the results for your review. Here's what it pulls and applies:

• 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, with any discrepancies called out in the summary
• Freight and tax fees: found and added as separate fee lines
• Invoice total: stamped on the uploaded attachment, which sets the Attached Values in the Receiving Voucher total section

Smart Receive's findings and the actions it took show in a summary on the Receiving Voucher it creates. Review any flagged discrepancies, adjust as needed, then close the Receiving Voucher when you're ready.

Heads up: Always review the extracted results before you confirm. Smart Receive flags discrepancies for your review, but the final approval is yours.

Tip: We appreciate (and need) your feedback. Every Receiving Voucher created with Smart Receive has thumbs up and thumbs down buttons on its summary. Found an issue? Click thumbs down and leave a note on the voucher for a Flyntlok employee to review. Did it help? Give it a thumbs up.

Part 3: Vendor training

To get ready for the beta release, we combined several technologies to handle the range of vendor invoices coming through Flyntlok, so Smart Receive captures the right data. The lists below show the preparation (training) done for each vendor. Vendors not listed go through our Tier III Generic Model. We keep upgrading the technology behind Smart Receive so it works with more vendors over time.

Tier I (dedicated models)

• AA Welding
• AGCO
• Astec
• Bandit
• Bobcat
• Curbtender
• Develon
• Enz
• Epiroc
• EZGO
• Hitachi
• John Deere (2 document types)
• Kawasaki
• LiuGong
• LS Tractor
• Mack Trucks
• Manitou
• Medart Engine
• Midway Ford
• Moridge Manufacturing (Grasshopper)
• NAPA
• O'Reilly
• PACCAR
• Perkins
• Power Distributors
• Rapidview
• Rotary
• SANY
• Schwarze
• Stanley Black & Decker
• STIHL NW
• Tompkins
• Toro
• Volvo
• Walker
• YANMAR

Tier II (composed model)

• Bell Trucks America Inc
• Clarke Powered Solutions (Perkins distributor)
• Cummins
• Cutting Systems Inc.
• Engine Distributors Inc. (Deutz distributor)
• FAE USA Inc.
• Hamilton Power Solutions (Scania, Deutz and Isuzu distributor)
• Husqvarna
• JLG
• Kioti
• Kobelco Construction Machinery USA Inc.
• Lawson
• Liebherr
• Mack Boring & Parts Co.
• Ponsse North America Inc.
• Skyjack
• Stauffer Diesel Inc. / Stadco (Deutz distributor)
• Superior Diesel / Bell Power Systems
• Terex Corporation
• Wacker Neuson America Corporation