Prepare the Purchase Order and Receipt Details
Before matching, identify the supplier, purchase order number, receipt identifier, and invoice reference if one is available. Confirm that the receipt belongs to the correct company and purchase order, and check whether the items are inventory, non-stock materials, subcontracted work, or services. These details determine which receipt records and accounting controls apply.
Open the relevant purchasing or receipt inquiry and review the available transaction information. Depending on the configured workflow, receipt entry may occur before invoice matching, and a receipt may need to be entered or corrected before it can be selected for the next stage.
- Purchase order: Verify the supplier, part or service description, ordered quantity, unit of measure, unit price, and any agreed charges.
- Receipt record: Confirm the received quantity, receipt date, warehouse or destination, and applicable purchase order line.
- Supporting evidence: Compare the receipt with delivery documentation, inspection results, service confirmations, or other required records.
- Invoice details: When an invoice is available, compare its quantities, prices, taxes, and charges with the purchase order and receipt.
Match the Receipt in Epicor
Use the receipt, purchase order, or invoice-matching function available in your Epicor environment. Locate the purchase order and identify the receipt lines relevant to the transaction. If the workflow requires a receipt to be entered first, record the quantities actually received and complete the required inspection or receiving steps before proceeding.
Compare the receipt line with the purchase order line. Check the part number or service description, quantity, unit of measure, price, and any freight or additional charges that affect the transaction. For partial deliveries, match only the quantity supported by the current receipt and leave the remaining quantity associated with the outstanding order where the configured workflow supports it.
A Three Way Match compares the purchase order, receipt record, and supplier invoice. It helps confirm that the organization ordered the item, received the goods or services, and was billed consistently with the purchasing agreement. An Exact Match is achieved when the compared fields agree under the matching rules being applied; configured tolerances may also allow specified differences to pass review.
Where the purchase order and receipt agree but the invoice does not, review the invoice discrepancy separately rather than changing receipt quantities to force agreement. Receipt records should reflect what was actually received, while invoice corrections and purchase order changes should follow their respective authorization procedures.
Resolve Differences and Complete Validation
Common matching differences include partial deliveries, incorrect unit prices, quantity variances, duplicate receipt references, and invoices submitted before receiving is complete. First determine which record is inaccurate, then correct it through the appropriate Epicor workflow with supporting evidence and authorization.
For example, suppose a purchase order specifies 100 units at $25 each, but the warehouse receives 80 units. The receipt should reflect 80 units, representing $2,000 at the purchase order price. If the supplier invoice bills all 100 units, the 20-unit difference requires review against the delivery evidence and the company's invoice-matching policy before the full invoice is approved.
Receipt matching also supports period-end expense recognition. When goods have been received but the supplier invoice has not arrived, finance teams may need to identify the related goods-received-not-invoiced balance and assess the appropriate accounting treatment. Navigating AP Accruals: What You Need to Know discusses how receipt information can support accrual discovery, cut-off, and month-end review.
Use Epicor Integration and Automation Effectively
Epicor ERP provides the system context in which purchasing, receiving, and financial transactions are connected. When extending or integrating epicor workflows, confirm that receipt identifiers, supplier records, purchase order lines, quantities, and transaction statuses map correctly between connected systems. Test partial receipts, corrected transactions, and repeated submissions to ensure that updates preserve the original audit trail.
Automation can support the review by comparing purchase order, receipt, and invoice data, routing differences for investigation, and preserving matching outcomes. Process Specific Capabilities describe automation designed around the requirements of individual finance workflows, while Ready to Deploy Capabilities focus on reusable agents and integration components that can be configured for supported processes. Hyperbots Platform supports company-specific configuration of ERP integrations, roles, workflows, and general ledger structures.
For receipt and invoice exceptions, Human in the Loop review allows designated employees to investigate differences and approve decisions under established controls. Self Learning Capabilities can use human feedback to improve supported workflow decisions over time. The appropriate design should preserve the distinction between confirming physical receipt and authorizing a supplier invoice.
Receipt matching is also part of the wider procure-to-pay process. A 3-way match connects procurement controls with receiving and invoice verification, helping ensure that supplier charges are supported by purchasing evidence. For a broader view of AI-supported workflows around Epicor, How Hyperbots AI Agents 10x Epicor Finance Operations discusses automation across finance activities, including receipt-related posting workflows where applicable.
Summary
To match a receipt in Epicor, locate the relevant purchase order and receipt, verify the supplier and line details, compare received quantities and prices with the order, and investigate differences using supporting documentation. Complete the configured validation steps and retain a clear record of corrections and approvals. Accurate receipt matching strengthens purchasing controls, supports invoice verification, and gives accounts payable and finance teams reliable information for payment decisions and period-end reporting.