Create Receipts

Updated on March 25, 2025

Introduction

Adding in Details of the Packing Slip in Scan Match

Receipts Homepage

Edit a Receipt

Converting a Part Line to a Service Line

Special Cases

Order History After A Packing Slip And Receipt Were Processed

Introduction

Note: Functionality covered in this article is available to the Receiver role. See your admin to assign roles.

The Prendio Receipt is the artifact of that (=) effort; accurate accounting of the goods and services received as well as goods and services remaining "open" for future receipt on a specific Purchase Order.

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.

 

Uploaded packing slips will appear in the Scan Match queue, where OCR technology automatically extracts and processes 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:

 

 

Other Capabilities 

 

In Scan Match, the number of scans to review appears as thumbnails at the top.  If there are many scans to review, arrows will display to advance forward and back:

 

When a thumbnail is selected, it will display in a larger view:

 

 

Watch a Video Demo of Packing Slip Details Automatically Completed via OCR

 

 

 

 

 

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Receipts Homepage

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:

Edit a Receipt

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:

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.

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:

 

Auto Receive all Remaining

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:

 

When a user responds to a Proxy/Missing Packing Slip request, they are able to add Date Received to indicate the date the order was delivered.  If Date Received is left blank, Prendio will automatically note the date the user Confirms the proxy request as the Date Received:

 

If the Date Received is incorrect, a Receiver can adjust the date for each line in the Receipt:

 

 Watch a Video Demo of Creating Receipts

 

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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:

 

 

 

 Watch a Video Demo of Converting a Part Line to a Service Line

 

 

• Incorrect Packing Slip - In the listing of Receipts, Delete the problem Receipt to send it back to Scan Match where it can be correctly matched to the PO.
• Too much qty/amount received - The Admin and AP Management roles have access to Tolerances to address minor variations in the qty/amount received for a given line as compared to the original order line. If the variance is larger than what is permitted by the Tolerances, then the extra qty/amount must be negotiated with the supplier. If the additional qty/amount is to be received, the original purchase order will need to be edited (by the Buyer role) to reflect the new amount.
• Supplier on the packing slip does not match the Purchase Order - It is common that suppliers direct-ship from their manufacturers to their customers (you). In these cases, the packing slip will likely contain your correct Purchase Order Number, but it might not contain the name of the supplier with whom you placed the order. This is considered a "correct" form in Prendio and there is nothing to be changed.
• Part Numbers on the packing slip do not match the Purchase Order - There are a few situations in which this might happen, including several listed above. Confirmation that the items are indeed correct is a judgment based on what information is available in the part number and description.