Goods receipts (GR) are usually provided by suppliers when the goods of an order are delivered. Buyers may want to track the entire procurement journey, from the initial offer to the delivery of the goods or service. Users can track that relationship by matching purchase orders (POs), invoices, and goods receipt (GR) documents (three-way matching).
Yokoy lets users control invoice spending by checking quantities invoiced against the quantity indicated on goods receipts.
Goods receipts are imported into Yokoy as transactional data from the finance system/ERP (or via API).
🚧 Goods receipt linked to PO
Imported goods receipts must include the corresponding PO number. Otherwise, they cannot be matched against an invoice.
Viewing goods receipts
Invoice processors can consult imported goods receipts in Invoice processor > Purchase orders, in the Goods receipt column.
Invoice processor > Purchase orders, Purchase order view
✏️ Note
Purchase orders must be enabled for your company. If you cannot see the Goods receipt column, check that your Yokoy admin the Display goods receipt data checkbox has been enabled in Admin > Invoice settings, Enable Purchase orders.
Goods receipts are linked to the corresponding PO. Multiple goods receipts may be linked to a single PO.
Goods receipts in Invoice processor > Purchase orders, Purchase order view
While there may be multiple GRs, you can only match one good receipt line item to one invoice line item. If the invoiced item quantity has been split across good receipts, you must manually create an additional invoice line item to match these items.
Goods receipt information
Field | Description |
Delivery note | Goods receipt ID. This is usually the ID used by the finance/ERP system. |
Currency | Currency of the goods receipt. |
Goods receipt nr. | Number of the goods receipt. |
Posting date | Posting date of the goods receipt. |
Amount | Amount of the goods receipt item. |
Item nr. | Number of the goods receipt item. |
PO number | ID of the PO associated with the GR line item. |
PO line item number | ID of the PO line item associated with the GR line item. |
Qty | Number of items delivered. |
Unit | Unit of measurement of the line item. |
Status | Status of the goods receipt header. See PO & GR statuses. |
Matching status | Status of the goods receipt line item. See PO & GR statuses. |
Goods receipt line items in the invoice matcher
Goods receipt line items are displayed in the Invoice matcher window as child items of the associated PO line item.
1. Purchase order line item, 2. Goods receipt line items
Most of the data is read only, as it is imported directly from the finance system/ERP or procurement system, except for the Qty matched, Qty to Match, Matched amount, and Amount to Match columns.
Column | Description |
Description | There is no separate description for the goods receipt item. It matches the description of the PO item. |
Position | Indicates the position of the goods receipt in the goods receipt document. |
Delivery note | If a delivery document reference exists and is imported from the external system, it is displayed in this field. |
Article Nr | Used to display an item master number. |
Qty ordered | The purchased quantity as per PO item data. |
Qty delivered | The quantity that has already been delivered by the supplier. The quantity delivered doesn’t always match completely the quantity ordered. There are cases when the quantity is delivered in multiple shipments. In such cases, when the total quantity gets delivered, multiple goods receipt items can exist for the corresponding PO item. They are all displayed under the particular PO item node. |
Qty matched | The quantity that has already been matched to a supplier invoice. The same way as there can be partial deliveries as mentioned above, there can be partial invoices. That means that an invoice might not be issued for the full quantity delivered. Multiple invoice can be required to be matched to the same goods receipt item. This data is calculated by Yokoy. |
Qty to match | The quantity still unmatched. The open quantity against which an invoice can be matched. This data is calculated by Yokoy: Qty to match = Qty delivered - Qty matched. |
Unit | Displays the unit of measure of the item. |
Item price | Purchase price per unit of measure. |
Ordered amount | Purchase amount of the whole quantity ordered. In most of the cases, this is: Ordered amount = Qty ordered * Item price. |
Delivered amount | Purchase amount of the quantity delivered. In most cases, this is: Delivered amount = Qty delivered * Item price. |
Matched amount | Purchase amount of the quantity matched. This is calculated by Yokoy: Matched amount = Matched qty * Item price. |
Amount to match | Purchase amount of the quantity open to match. This is calculated by Yokoy: Amount to match = Qty to match * Item price. |
Goods receipt nr. | Goods receipt document reference. |