Invoicing
The invoice meets a known quantity.
Receiving compares expected against received units on the advance shipping notice. The number is in the platform before the invoice turns up.
HORIZON · INBOUND RECEIVING
A delivery finance can trace.
ASN-0910-31 · PO-48231 · Easey Gar · Riverside DC · Illustrative delivery
| Product | Expected | Received | Outstanding | PO unit cost |
|---|---|---|---|---|
| Rain Jacket · Moss · M | 120 | 2 | $24 | |
| Rain Jacket · Moss · L | 96 | 0 | $24 | |
| Cotton Knit · Ink · M | 180 | 0 | $18 |
QUANTITY REVIEW
2 units remain on the order.
The receipt records 394 units actually delivered. If the invoice bills all 396, query the 2-unit difference with the supplier.
Check the delivery quantities, then confirm the receipt.
Queries hold up the payment run.
Invoices arrive as PDFs by email, quantities disagree with what the warehouse booked in, prices disagree with what was agreed, and nobody closes it without three systems open. The email chain is the problem, not you.
A mid-market retailer runs 10+ systems and 50+ spreadsheets before merchmix.
Agreement starts before the invoice.
Two are in front of you before the third arrives.
The order
Raised against the supplier, with quantities and costs.
The receipt
Expected against received units, posted as an inventory movement.
The invoice
UNCONFIRMED
Purchase-order handling and finance operations are partially available today.
Most gaps come from receiving.
A handful of reasons cover most of them.
The quantity is short.
It sits on the receipt, posted when confirmed.
The goods failed inspection.
Inspected, accepted and rejected quantities are recorded. Rejected units move to quarantine, scrap or a supplier return.
The count was wrong.
A cycle count posts corrections in one transaction.
The price disagrees.
UNCONFIRMED
HORIZON · QUALITY INSPECTIONS
Every rejected unit has a reason.
QI-0910-024 · PO-48213 · Easey Gar · Riverside DC
| Product / SKU | Inspected | Accepted | Rejected | Reason |
|---|---|---|---|---|
| Rain JacketRJ-104 · Moss · M | 120 | 118 | ||
| Rain JacketRJ-104 · Moss · L | 96 | 96 | ||
| Cotton KnitKN-208 · Ink · M | 180 | 180 |
RECONCILIATION
394 accepted + 2 rejected = 396 inspected
$48 of goods at unit cost is flagged for invoice review. A supplier credit is not assumed.
Quantities reconcile. Ready to record.
Matched and queried look different.
When it matches
The receipt agrees with the order, and approval happens in your accounting system.
When it does not
The receipt shows where it differs, and the query starts with that evidence.
Approval stays with finance.
yukti cuts the purchase order inside rules you set, the first of the three documents. It does not approve an invoice or release a payment. That is yours.
Invoicing lives inside horizon.
beacon gives your suppliers the order and the shipping notice, receiving posts what arrived, horizon holds the record. merchmix is not an accounting package: it does not replace your general ledger, file tax or run payments.
Questions, answered.
Is this an accounting package?
No. It gets the invoice to the point where finance can approve or query it.
How does the received quantity get there?
Receiving posts it against the advance shipping notice, creating the inventory movement.
Can it match prices to the order?
Price matching against the order is UNCONFIRMED.
What happens to rejected goods?
Rejected units move to quarantine, scrap or a supplier return.
Where does the invoice itself live?
Finance operations, including invoices and credit notes, are partially available today.
One query is enough to test.
1 hour with sales and product, then a free 6-week POC on your own data.