Smart Receive demo

Receiving the old way

Brandon starts on a purchase order with a status of New and marks it Ordered, which brings up the Smart Receive button. First he shows the old way: open a receiving voucher and check every line by hand, from whether the O-ring came in to whether the price matches. This PO is small. Picture a hundred lines, and every one is a chance for human error.

Two workflows, two ways to match

Invoice only handles costs and fees when the invoice beats the parts to your dock. Invoice and shipment handles costs and fees and receives the parts. Brandon drops in the vendor invoice, a demo invoice from Bobcat, then picks partial invoice or full receive. Partial matches only the lines on the invoice. Full receive compares everything on the PO and flags what's missing. Dealers on Sage can toggle on the accounting section to create the bill.

What the AI reads

Smart Receive reads the header first: the invoice number, the invoice date and the freight. Then it goes line by line for quantity changes, price changes, extra parts and missing parts. On the voucher, it fills in the bill ID and carries the invoice date straight over from the Bobcat invoice.

The Smart Receive summary

The summary flagged cost differences on four lines, where the invoice cost came in lower than expected. Each line lists the part number, the expected cost, the invoice cost, the action taken and a recommended next step. Smart Receive received at the invoice cost and recommended verifying the change with the vendor.

Freight, attachment and an audit trail

Freight came over on its own, so nobody adds a fee line by hand. The invoice is attached to the voucher with a comment noting it came through Smart Receive. “This happened in seconds,” Jenny says, and on a big shipment, Brandon adds, that's real time a parts manager isn't spending line by line. Jenny sums it up: “This is where the AI piece actually becomes practical.”