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
On the WISK Web Portal, Click “Orders” then “Invoices / Returns”
Click “Actions” and under “New”, click Invoice
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.
Select the distributor you’re receiving the invoice from by clicking the drop-down menu
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
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.
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.
Note: If the invoice number matches another existing invoice number from the same distributor, you'll be blocked from creating the invoice. Make sure you've entered the number correctly and that you're not adding a duplicate.
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"
Note: You can't set an invoice date to be in the future or before a locked inventory. Learn more here
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
When finished adding the invoice details, click "Save"
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
In the “Add Item” field, type the name of the item you’re adding to the invoice
You’ll see any matches from your existing item list, and you can click an item to add it
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.
If the item isn't already assigned to a distributor, it will be assigned to the selected distributor.
Adding a New Item
If the item isn’t already on your venue item list, click “New” to add it
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.
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).
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).
Manual
The manual measurement option is used when you need to either:
Enter the amount received of an item on the invoice in a different unit of measurement
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”:
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)
Enter the quantity
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.
If the cost is the same, click “Add” to add the item to the invoice.
Update / Add Cost
If it's a new item, or if the cost doesn’t match the invoice, you’ll need to update it.
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
Click the “Cost” field and enter the updated cost
If there are any supplier discounts, you can enter them into the discount field. The discount can be a dollar value or a percentage. The discount is based on the unit of measurement in the “Cost per UM” field
Click the "Add" button to add the item to the invoice
The item is added to the invoice, and the total updates. Add the rest of the items on the invoice
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.
Editing the Quantity / Cost of an Item
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”.
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.
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 have the accounting add-on, there are additional fields you can apply to each line item on an invoice.
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.
Click the X button on the top right to close the invoice
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 items from the invoice are then added to your inventory.
Confirmation Email Example
