Article Contents

Introduction

Whenever you receive new stock in a venue, you need to add the invoice to your account.

If you didn’t generate the purchase order in WISK, you need to add the invoice for it manually.

In this article, we’ll go over how to add the invoice on the WISK Web Portal.

Create the Invoice

  1. On the WISK Web Portal, Click “Orders” then “Invoices / Returns”

  2. Click “Actions” and under “New”, click Invoice

    The

Add Invoice Details

Before adding items to the invoice, you’ll enter the distributor, when and where it was received, the invoice total, and photos of each page of the invoice.

  1. Select the distributor you’re receiving the invoice from by clicking the drop-down menu

    The

    Note: If you don’t see the distributor in the list, scroll down to the bottom and click “New Distributor” and fill in the distributor details

    The
  2. Select an area where the items from the invoice are being added. If items are being put into multiple areas, select the most applicable one. In this example, we'll select the Stock Room.

    The
  3. As an optional step, you can enter the invoice number and the invoice total on paper. This value reflects all charges, taxes, etc that are on the invoice.

    The
  4. Make sure that the date and time reflect when the items in the invoice were placed with the rest of your stock. By default, it populates with the current date and time, but if you need to change it, click the Date field. After making your changes, click "OK"

    The date selector, where you can enter the date and time.
  5. If you have images or a PDF of the invoice, click “Add images / pdf” to attach them. Attached files can be viewed side-by-side with the invoice when adding items

  6. When finished adding the invoice details, click "Save"

    The

The invoice is created and you can add items to it.

Adding Items

Now that you’ve added the invoice details, it’s time to start adding the items on the invoice. For each item on the invoice, you’ll add the quantity, and the cost.

Adding an Existing Item

  1. In the “Add Item” field, type the name of the item you’re adding to the invoice

    The
  2. You’ll see any matches from your existing item list, and you can click an item to add it

    The search shows any matches in your venue. Click a match to select the item.

Note: If you see a match, but it's not in the format/size you're receiving, see the "Adding a New Item" section below. You'll need to either add a new item, or new item variation. For example, if we normally have a 750ml bottle of Campari, but are receiving a 1L bottle on this invoice.

Adding a New Item

  1. If the item isn’t already on your venue item list, click “New” to add it

    An item name has been entered in the
  2. Select whether you want to create a new item, or a new item variation

Item

This opens up a window to add a new item. When typing the name of the item in the “Title” field, it searches the WISK database to find a match. If it's still not there, you can fill in the item details manually. Learn more here:

Item Variation

This opens up a window where you search your existing items. Find the item you want to create a new variation for, and enter the details. Learn more here:

Quantity

After adding the item, you’ll enter the quantity on the invoice.

In the “Measurement” field select whether you’re adding individual units, cases (if a case size has been designated), or a manual value.

The

Units / Cases

Enter the quantity of units / cases received. This value can be entered in whole or decimal numbers (if adding a partial unit/case).

Unit is selected in the

Partial Units

It’s uncommon to receive partial volume-based items, but there are weight-based items where you’ll need to add a partial amount.

For example, any meat or seafood that you purchase by the pound or kilogram.

In the example below, we’ve added Ground Beef that is purchased by the pound. The amount we received isn’t a whole number, and have entered it as 5.56 units (lbs).

In this example, Ground Beef is entered as 5.56 units.

Manual

The manual measurement option is used when you need to either:

  1. Enter the amount received of an item on the invoice in a different unit of measurement

  2. Are adding a partial item and know the exact measurement

For example, you normally inventory an item in pounds, but it's in kilograms on the invoice.

After selecting “manual”:

  1. Select the unit of measurement

    Note: It only shows units of measurement that are the same type as the item’s normal measurement unit (weight or volume)

  2. Enter the quantity

    The measurement is set to manual, the unit of measurement is kilogram, and the quantity is 2.

Cost

After adding the quantity of the item, check that the cost matches the invoice. It automatically populates with the cost from the most recent invoice.

The

If the cost is the same, click “Add” to add the item to the invoice.

The

Update / Add Cost

If it's a new item, or if the cost doesn’t match the invoice, you’ll need to update it.

  1. Before adjusting the cost, make sure that it is set to the correct "Cost per UM" (Unit of Measurement). It should be set to the selected measurement automatically

    The
  2. Click the “Cost” field and enter the updated cost

    The
  3. If there are any supplier discounts, you can enter them into the discount field. The discount is based on the unit of measurement in the “Cost per UM” field.

  4. Click the "Add" button to add the item to the invoice

    An arrow points to the
  5. The item is added to the invoice, and the total updates. Add the rest of the items on the invoice

    The item has been added, and now appears as a line item on the invoice. The value in

    Note: The invoice saves automatically whenever an item is added or removed

Reviewing & Finalizing the Invoice

After adding all of the items on the invoice, review everything. You can add any additional charges and credits if needed.

An invoice with all of the items added.

Editing the Quantity / Cost of an Item

The cursor is over an item, making the pencil / edit icons visible.

To edit the quantity or price of an item you’ve already added to the invoice, hover your cursor over the item and click the pencil icon in the field you want to change.

Removing an Item

If you need to remove an item from the invoice, hover your cursor over the item and click the blue arrow, then “Remove”.

The cursor is over an item, making the blue arrow button visible. It has been clicked and an arrow points to the

Adding Additional Charges or Credits

If you entered an "Invoice total on paper" you may see a message about the invoice total and the value of the items not matching.

The invoice total on paper field displays $314.00, but the value of the items is $304.00. A message displays saying these values don't match.

Note: You can enter the "Invoice total on paper" at any time if you didn’t add it in an earlier step.

At this point, you can add any additional charges or credits (delivery fees, deposits etc.) to the invoice. When the "Invoice total on paper" and "Total" values match, the message disappears.

You can learn more about charges and credits here:

Accounting Integration Features

If you are on a Professional plan or higher, there is added functionality on invoices as part of the accounting software integration feature.

You can assign GL accounts to your items, and set how taxes are represented in item costs (inclusive vs exclusive). To learn more, see:

Finalizing the Invoice

Once you have added all of the items, reviewed the quantity and costs, and added any applicable charges and credits, the invoice is complete.

  1. Click the X button on the top right to close the invoice

    An arrow points to the
  2. You are then prompted if you want to send a confirmation email, which goes to the designated recipients on your team. Learn more: Email Report Permissions

    The invoice email confirmation window.
  3. The items from the invoice are then added to your inventory.

Confirmation Email Example

An example of the confirmation email for the invoice.
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