Understanding The Prendio Receiver Role

Automated Processing (OCR) – for faster, automatic data extraction.  Please note that OCR can only handle single file uploads.  Users must separate files before uploading via the Automated Processing queue, or upload these documents into the manual upload section:

If Automated Processing is the preferred method, documents can be uploaded into Prendio using the company Scan Upload Email, eliminating the need to log into Prendio to upload them.  The unique company upload email address will be shown in the top right of the Automated Processing queue:

When documents are sent to the Scan Upload Email address, the user who sent them will receive a status update email response from Prendio confirming whether the upload was successful. Files that were Rejected will display a Note with the reason for the rejection. Prendio will accept files under the same rules as a manual upload. Files will be rejected if they are over 12 mb in size, are password protected, or are not in .pdf format:

 

Manual Processing – Users can choose to manually upload documents if document details require review and must be manually entered.  Documents including multiple files must be uploaded via Manual Processing:

 

After determining how the documents will be processed (Autonmated vs Manual), PDF files can be dragged and dropped to the Add Scanned Filed to the Queue:

Or users can select Add Files to manually select PDF documents to upload:

Note: If documents are already in the Scan Upload window, the Add Files button will display + # Files Queued and can be used to upload additional documents:

Documents added to the queue can be deleted by selecting the minus symbol on the top right of the document:

Select Start Upload to upload the PDF Documents:

 

When an upload of a document is complete, a Check Mark appears in the corner of document:

100% appears in the corner of the window when the upload is complete:

 

After the documents are uploaded, they migrate to the Scan Match section of the Scan tab:

 

 

 

 

 

---

Receiver Scan > Scan Match

To create a receipt, a packing slip must be uploaded to Prendio. For more information about how packing slips can be uploaded and matched, please visit: Scan Upload and Scan Upload Email.

Most packing slips will be scanned into Prendio and assigned to the PO during the Scan Match Process.

Please note that if areas in the Scan Match are greyed out, a service provider handles the company's Receiver and AP services.  Users have view only access to keep track of the service provider processing packing slips into Receipts.  Some users do not have access to the Scan Match.  If users need access to Scan Match, another user with the Admin role can grant the user Confidential Order permissions for access.

 

 

Packing slips uploaded via Automated Processing or via Scan Upload Email will prompt OCR technology to automatically extract data from these files and process key details.  The OCR tool will automatically attempt to match each document to an existing PO.  Files in progress will display a loading indicator to the top right of the document and all fields will be greyed out until the process is complete:

A message will appear indicating the number of files uploaded from Scan Upload.  The validation process takes between 30-45 seconds per file, but users can also select the Refresh button to update progress:

 

OCR matches the packing slip details with the corresponding purchase order. Once matched, packing slips will move to the Receipts tab of the Receiver role for final processing.

If a packing slip cannot be matched to an existing PO, the packing slip will remain in the Scan Match queue with a note icon located on the top right of the document:

 

For any documents not matched to a PO, OCR will automatically complete any detected fields and Scan Notes will be added to indicate why a receipt could not be created.  Users can also add additional notes for further clarification:

 

These packing slips require manual review.  After review, users can manually add in the packing slip details in the Scan Match. Select Done, Next to move the packing slip to the Receipts tab for final review:

 

Packing Slips uploaded via Manual Processing will stay in the Scan Match queue for human review.  A user with the Receiver or Accounts Payable role must manually select the document and add details to the right:

When complete, select Done, Next to move the packing slip to the Receipts tab for final review.

 

 

Other Capabilities 

After details of a packing slip are added in the Scan Match, they move to Receipts.  Users can process Scanned Packing Slips or Proxy Packing Slips into Receipts:

The total Number of Receipts to be processes is listed at the top:

The Filter field can be used to search for data in this window and the Refresh button is used to clear the filter and display all receipts:

The Company, Supplier, PO #, Receipt #, Date Items Recd, Receipt Status, and Notes columns can be sorted using the Arrowhead icons:

Clicking on the link in the PO # column will display the PO in another browser tab:

Receipts created through OCR can be identified by an automatic note that includes the date, time (ET), and the message: Receipt created via automated scan match process:

Receipts generated via the automated scan match will automatically be assigned a receipt number.  Users can determine whether the receipt has been reviewed and confirmed via the Receipt Status column.  Receipts that must be reviewed will have a Scanned status:

A Receipt # will also be assigned:

Packing Slips that have not been automatically created into a receipt via OCR will appear as N/A in the Receipt # column and Scanned as the Receipt Status:

Clicking on the link (Proxy on file) allows the user to view the proxy packing slip history in a new window:

Notes:
If a service provider provides your Company’s Prendio Accounts Payable Services, processing a packing slip or proxy packing slips will be handled by the service provider.  These fields will be greyed out, but users will have view only access.
If a Note was entered while matching a Packing Slip in the Scan Match, they will display in the Notes column.

 

Each line of the original order is represented on the right along with the following. Lines from previous receipts are also listed (in grey) for information purposes only.

• Qty Ordered (on the original Purchase Order)
• Qty Remaining (after previous receipts are taken into account)
• Qty Received (this receipt)
• Date Received (this receipt) - used to track supplier delivery performance
• Close Line (checkbox) - allows for exceptional situations in which receiving fewer than what is remaining open on the order should be considered the final receipt. No more items will be received. Example - a few less than a large number of custom widgets are manufactured and delivered. According to your agreement, you have allowed for this and no more widgets will be delivered. You want to close the line and consider it complete.

 

If a receipt was created via automated scan match, packing slip details will automatically add in the Qty Received for each line on the packing slip.  Users must verify that the quantities are correct and adjust if needed.

If automated scan match was unable to add in the correct quantities or amounts, users must manually add these details. If adding in the Qty manually, note the part lines listed on the packing slip/proxy packing slip on the left.  Add in the Qty Received to the corresponding line on the right.  Ensure that the Qty matches the packing slip:

It is possible that lines may not be fully received (Qty Remaining 0 or Remaining 0).  Lines that are not fully Received/Closed will have future packing slips/proxy packing slips processed against the PO and will have multiple receipts.

Examples of receiving Qty for part lines

The packing slip indicates a Qty 1 delivered for the item and this Qty is added in the Qty Received field.  Since the line is fulfilled (Qty Remaining is 0), Prendio automatically closes the line (Close Line checked):

The packing slip indicates a Qty 2 delivered for the item and this Qty is entered in the Qty Received field.  The Qty Remaining for the line is 1 indicating that this will be expected in a future delivery/packing slip.  The line is left open for the future packing slip/Receipt:

 

 

Service lines appear similar but display the "Amount" ($) ordered for both remaining and received.

Example of receiving an amount (pricing) for a service line:

The proxy packing slip indicates the service total is $5,979 amount is added in the Received field.  Since the line is fulfilled (Remaining is 0), Prendio automatically closes the line (Close Line checked):

The proxy packing slip indicates that the service total is $2,500 and this amount is added in the Received field.  The Remaining amount on the PO is $7,500 indicating that future services will be expected.  The line is left open for the future proxy packing slip/Receipt:

 

If there are lines that are not reflected on the packing slip/proxy packing slip, leave the Qty Received/Received field blank.  After the line is fulfilled and a packing slip/proxy packing slip is ready, the field can be completed to process another Receipt.

In the example below, Part #0003 was not delivered and not listed on the packing slip.  The Qty Received field is left at 0:

 

 

Converting a Part Line to a Service Line

A part line can be converted to a service line in order to receive an amount (pricing) instead of a Qty.  This is common if the user mistakenly created a line as a part when it should have been a service.

In the example below, the line is for a service (Installation); however, Prendio is requiring a Qty be added instead of an Amount:

 

Select the S on the bottom right of the line:

Confirm Yes to update from a part to a service line:

The line is updated and an amount can be added.  Qty Remaining also updates to the remaining total on the PO ($500.00):

Prendio will indicate in the Receipt Notes area that the line has been converted to a service:

 

After the appropriate field are added, select Done, Next:

 

The user is directed back to the Receipts tab.  If a Receipt # was not previously available, one will be generated to replace the N/A.  The Receipt Status will update from Scanned to Created:

 

 

 

Other Notes:

Receipts that have already been applied to the same PO will appear in grey with the Receipt number for the user's awareness: