eProcureAI / Platform / Receiving and Goods Receipts
Receiving and Goods ReceiptsA shipment turns up, somebody checks it line by line against the order, and the goods receipt is raised on the spot. That single record is what lets the invoice behind it clear without a person.
This is the real screen. Shipment numbers, line checks and variance, straight from the product.
Receiving is the least glamorous step in procurement and the one that quietly determines whether everything after it works.
If nobody records what arrived, an invoice cannot be checked against anything. Accounts payable is left comparing a bill to an order and hoping the goods turned up, which is how companies end up paying for deliveries that were short, late or damaged.
So the receiving check is built to be quick enough that people actually do it. Somebody at the dock opens shipment SHP-2026-0114, sees the three lines that were ordered, counts what is in front of them, and marks condition where it matters.
Most systems treat a short delivery as an error state. In practice it is Tuesday. The receipt records what actually arrived, the order stays open for the balance, and the invoice matches against what was received rather than what was ordered.
If something is damaged, that is recorded too. Two damaged organisers become a replacement request that stays linked to the original order until it turns up.
The check runs on a phone, because the person who knows what arrived is standing on a loading dock rather than sitting at a desk. That is the difference between a receipt raised the same day and one raised from memory on Friday.
It references the order it belongs to, so the person checking already knows what should be in the box and how many.
Carrier, tracking, arrival date and dock are recorded, along with who is doing the checking.
Each line shows what was shipped and takes what was received. Differences are captured as they are found rather than summarised afterwards.
Anything damaged is marked with a variance, which is what turns a problem into a replacement request rather than an argument in six weeks.
The receipt exists, the invoice behind it can be matched, and anything short or damaged has already started moving.
Shipped against received on every line rather than a single total for the shipment. That is what makes a partial delivery something the system can handle rather than an exception somebody has to explain.
A count alone does not tell you whether the goods are usable. Condition is captured against the line, which is what allows a replacement to be requested immediately rather than after somebody opens the box next week.
The receipt carries the person, the date, the dock and the carrier reference. When a supplier disputes a delivery months later, that is the record that ends the conversation quickly.
Taken from the shipments list in the product. Between them they cover the normal week.
| Shipment | Vendor | Contents | State | Who acts next |
|---|---|---|---|---|
| SHP-2026-0114 | Classy Endeavors | Office supplies, 3 lines, 45 units | Awaiting check | The receiving site |
| SHP-2026-0117 | TechSup Inc. | Laptops, 1 line, 24 units | In transit | Nobody yet, arrival expected |
| SHP-2026-0098 | Northwind Supplies | Stationery, 2 lines, 30 units | Completed, GRN raised | Accounts payable |
A shipment that has arrived but not been checked is the one state worth watching, because everything downstream waits on it.
The receipt records the real number, the order stays open for the balance, and a credit note is raised against the shortfall if it has already been invoiced.
Condition is captured on the line and a replacement is requested straight away, staying linked to the original order until it arrives.
Flagged rather than quietly accepted, because paying for goods nobody ordered is a surprisingly common way to lose money.
Recorded against the line with a variance, so the supplier conversation starts from a record rather than a recollection.
Accepted and recorded with the actual date, which matters when payment terms run from receipt rather than order.
Shipments that pass their expected arrival are visible, so a missing delivery is noticed by the system rather than by an angry requester.
Receiving is quick to do and expensive to skip, so the design goal was to make it faster than not bothering.
Count what is in front of them and mark anything that looks wrong. That is the entire job.
Everything that turns a count into a document the rest of the process can rely on.
Bring a purchase order and a delivery note and we will run the check live, including a short delivery.
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