Receiving and payables, from the dock to the paid invoice
VenturusEAM receives freight against a purchase order, an advance ship notice or no paperwork at all, and posts each receipt to inventory, expense or a capital project as it is saved. Invoices are matched against the PO and the receipt before they can be approved, and any purchase price variance posts on its own.
25 capabilities on this page’s part of the platform
Receiving / Control center
Thursday dock schedule
Plant 1 · Receiving dock
- Due today
- 9
- Receipts today
- 6
- Overdue
- 2
- Orphan receipts
- 1
| Document | Vendor | Item | Qty | Status |
|---|---|---|---|---|
| PO-5531 | Midwest Bearing Supply | 7014 bearing kit | 4 | Received · bin A-14 |
| PO-5544 | Atlas Industrial | Hydraulic hose assembly | 6 | Due today |
| ASN-2207 | Atlas Industrial | Air filter element | 12 | In transit |
| PO-5540 | Lakeshore Welding Supply | Weld tip set | 40 | QC hold |
| RCV-10471 | Midwest Bearing Supply | Spindle drive belt | 1 | Needs PO match |
VenturusAILikely purchase order
- PO-5562 line 2 matches RCV-10471 on item and vendor, ordered 6 days ago.
- Compare the receipt and the order side by side before you confirm.
Receive however the freight shows up
Receive against every open line on a purchase order, scan a PO number for a quick receipt, receive an advance ship notice, or record freight that came with no paperwork. Industry receipt profiles add the trace fields you need, such as heat number, expiry date or UDI, and every receipt links to its PO, vendor and items.
Receiving control center
Shows the receiving dock's day in one place: open POs, expected shipments, unmatched deliveries and exceptions, with dock KPIs at the top.
Receive against PO lines
Receives a delivery against every open line on a purchase order, with quantities, rejects, put-away location and lot or serial numbers.
Quick receive by PO number
Lets a receiver scan or type a PO number, confirm the quantity and lot, and post the receipt in a few steps.
Industry receipt profiles
Captures the trace fields each industry needs on a receipt, such as heat number, expiry date or UDI, without custom development for each one.
Receipt chain-of-custody graph
Draws how a receipt connects to its purchase order, vendor and items, so anyone can trace where a part came from.
Receive from advance ship notice
Receives a shipment the supplier announced in advance, with the option to override the quantity that actually arrived.
Blind receiving
Records freight that arrived with no PO or shipping notice, so it can be matched to an order later.
Receipt history search
Searches past receipts by date range, vendor, status, PO number or receipt number.
Inspection and exceptions in priority order
Inspection records accepted and rejected quantities per line with a reason and a disposition. The exception queue puts QC holds and damage ahead of missing documents, and quarantined stock can only be released, scrapped or returned to the supplier.
Match unplanned receipts to POs
Suggests up to three open POs for each unmatched receipt and lets the receiver compare them side by side before confirming.
Receiving inspection
Records accepted and rejected quantities for each line of a receipt, with a rejection reason and disposition, and closes the receipt as accepted or rejected.
Receiving exception queue
Ranks receipts that need attention, such as quality holds, damage, missing documents and unmatched deliveries, so the most urgent come first.
Receipt status rules
Allows only valid status changes on received stock, so a scrapped or fully used lot cannot be put back on the shelf by mistake.
The ledger matches the dock
Each receipt posts to inventory or expense and books a received-not-invoiced accrual, and lines tagged to a capital project post to construction in progress. Only the quantity you keep is valued, so rejected goods never reach inventory or the ledger.
Automatic receipt posting
Posts each receipt to inventory or expense and books a received-not-invoiced accrual, so the ledger matches the dock.
Capital project receipts
Sends receipts for capital project POs to construction in progress, tied to the journal entry that recorded them.
Rejected goods are never valued
Values and stocks a receipt line only on the quantity kept, so refused goods never reach inventory or the ledger.
Receive directly to a job
Posts material bought for a specific job straight to that job's cost, skipping a trip through stock.
Invoices matched three ways before they are paid
Each invoice line is checked against its PO line and receipt line, and approval waits until it matches. Price, quantity and date differences are measured against set tolerances, and an administrator can approve a mismatch only with a written reason kept in the audit log.
Three-way invoice match
Checks each invoice line against its PO line and receipt line before the invoice can be approved for payment.
Tolerance-based match and cost exceptions
Classifies price, quantity and date differences against set tolerances and lists every invoice outside them for the buyer to resolve.
Vendor invoice list and entry
Enter vendor invoices and track them from entry through approval and payment.
Audited match override
Lets an administrator approve an invoice that does not match, but only with a written reason that is kept in the audit log.
Approval, payment and void, each with its own entry
Approving an invoice posts accounts payable, clears the receipt accrual and books any purchase price variance. Payments can be full or partial, overpayment and repeated submissions are refused, and voiding an invoice or a payment posts the reversing entry.
Vendor invoice register
Lists vendor invoices with their match status, balance and due date, and totals what is open, past due and paid this month.
Invoice entry against POs
Enters a vendor invoice and links it to its purchase order, with an optional capital project and cost type.
Invoice approval posting with price variance
Posts the approved invoice to accounts payable, clears the receipt accrual and books any purchase price variance automatically.
Payments with duplicate protection
Records full or partial payments on an invoice and blocks overpayment and accidental double entry.
Void invoices and payments
Void an invoice or a payment and post the reversing entry.
VenturusAI
VenturusAI suggests the match and explains the hold
VenturusAI ranks the likely purchase orders for a delivery that arrived without one and shows why each fits. Ask why a receipt is held and it gives the reason and two next steps, and a receiver can ask out loud what is arriving today. The receiver confirms every match and decides every release.
How VenturusAI worksSuggested purchase order for unmatched receipts
The system ranks candidate purchase orders and explains each score. The receiver reviews the side-by-side view and confirms the match before anything is posted.
Plain-language reason a receipt is held
The system explains the hold and suggests next steps. The receiver or QC inspector decides whether to release, return or fix the receipt.
Receiving suggestions strip
The system points out patterns in the receiving queue. The receiver chooses whether to follow each suggestion by clicking through to the queue.
Ask "what's arriving today"
Voice reads out the expected deliveries. The receiver opens the queue to receive them.
Ask "where did this come from" for a receipt
Voice narrates the recorded chain. The person opens the linked records to verify or act.
Related
Common questions
What happens when freight arrives without a purchase order?
The receiver records a blind receipt with the vendor, item, quantity and location, and it lands in the Orphans queue. Up to three likely purchase orders are suggested with the reasons behind each, and the receiver compares the receipt and the order side by side before confirming.
How does a receipt reach the general ledger?
Saving the receipt debits inventory for stock items or expense for services, or construction in progress for capital project lines, and credits received-not-invoiced. Posting the same receipt twice returns the original entry instead of booking it again.
Can an invoice that does not match be approved?
Only by an administrator, and only with a written reason. The audit entry records the match status at the time of the override and who approved it.
Which trace fields can a receipt carry?
Every receipt has lot and serial number. Industry profiles for steel, pharma, food, chemical, electronics, medical device, aerospace and automotive add their own fields, such as heat number, expiry date or UDI, checked against the profile.
The plant never stops. Neither does the record.
Bring an asset list and a month of work orders. We will load them and walk through your own plant in VenturusEAM, from the purchase order to the depreciation run.