ReceiveFlow
Free purchase-order reconciliation template
Compare what you ordered, what physically arrived, and what the supplier invoiced before approving payment.
Use it with any purchasing workflow
The CSV contains generic example rows only. It does not connect to Shopify or send data anywhere. Delete the examples, then add one row per purchase-order line.
Recommended columns
| Group | Columns | Why they matter |
|---|---|---|
| Identity | PO number, supplier, SKU, product | Connects each row to source records. |
| Quantity | Ordered, received, invoiced | Finds shortages, overages, and billing for unreceived stock. |
| Cost | PO unit cost, invoice unit cost | Finds price changes and invoice variance. |
| Resolution | Evidence reference, owner, status, notes | Makes every exception actionable and traceable. |
Three useful spreadsheet formulas
After opening the CSV in a spreadsheet, add calculated columns using:
Quantity shortage = Ordered quantity - Received quantityUnreceived billing = Invoiced quantity - Received quantityUnit cost variance = Invoice unit cost - PO unit costReview sequence
- Copy the PO lines before the shipment arrives.
- Enter physical receipt quantities from a count or receiver document.
- Enter invoice quantities and costs from the supplier invoice.
- Filter for non-zero quantity or unit-cost differences.
- Assign an owner and attach a stable evidence reference.
- Resolve the exception before marking the invoice approved.
When the sheet becomes the bottleneck
A spreadsheet is useful for proving the workflow. ReceiveFlow becomes useful when multiple people need immutable receipts, Shopify inventory sync, invoice matching, evidence, discrepancy ownership, claims, payments, and reproducible exports.