Whenever you receive new stock, you need to add the invoice to your WISK account.
If you didn’t generate the purchase order in WISK, you need to add the invoice for it manually.
Adding the Invoice
To add the invoice:
Tap "Orders" on the bottom menu bar
Tap "Add Invoices"
Tap "Add manual invoice"
Tap the Distributor that the invoice is from
❗Note: If you don’t see the distributor for the invoice, tap the three dots at the top of the screen to add them. If you haven't added any distributors yet, you can learn more about it here:
Adding Invoice Details
Before you add the items on the invoice, you’ll enter the details about when and where it was received, the invoice total, and photos of each page.
Tap the “Date” drop-down to select the date and time. It auto-populates with the current date and time by default. The time should reflect when the items from the invoice were unboxed and placed with your other stock
Under "Area", drag horizontally and tap an area to select where the items from the invoice were added
Note: If items were put into multiple areas, select the most applicable one
As an optional step, you can enter the invoice number and total. The invoice total should reflect all charges, taxes, etc
At this point you're prompted to take a clear photo of each page of the invoice. This creates a digital record that you can view in your account.
Note: In the Venue Settings on the WISK Web Portal you can make adding photos a requirement when adding invoices. Otherwise, you can skip this step.
Tap the “Scan” button to open the camera on your device
Note: If you have already taken photos of the invoice on your device, tap "Select" instead and proceed to Step 6.
Follow the prompt on the screen to position your camera so that the invoice page is in the frame
You’ll see a visual indicator when the camera detects an invoice page. Hold the camera still and it will take a picture automatically
Note: You can also tap the button on screen to take a picture. If you do, you'll need to manually set the scan area
When the photo is taken, it appears as a thumbnail on the bottom left. Tap the thumbnail to review it and make sure it isn't blurry
If the image appears blurry, you can tap “Retake” on the top-right corner to take another photo. If it looks good, tap “Done”
If the invoice has multiple pages, scan/select each of them. When finished, tap “Save”
You’ll see a summary of all the photos you’ve taken. You can tap a photo to view it, or delete it by swiping it to the left and tapping “Delete”. When you are done, tap “Submit”
Scanning and Adding Items
Now that you’ve added the invoice details and photos, 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 Item
To add an item to the invoice, you can use the:
Search bar/scroll through your list of items by category
Barcode Scanner (if the item has a barcode)
If the item isn't already in your venue's list of items, you can add it by either:
scanning the barcode on the item (if applicable)
tapping "Search/Add" and tapping "Add item" or searching the online database
To learn more, please see "Adding an Item to Your Venue"
Full Units / Cases
Regardless of whether it is a weight, volume, or unit-based item (see "Units of Measurement"), the process for adding full units and cases is the same:
After finding the item, enter the amount on the invoice by tapping the "+" button beside cases and/or individual units
If it’s a larger number, you can tap the number under cases or full units and type an amount, then tap “Done”
❗Note: If you haven’t set a case size for the item, you can tap “Set case size” to add one
After adding the amount, it displays on the “Confirm” button at the bottom of the screen. Before tapping "Confirm", you'll need to verify the cost (see "Cost" below)
Sometimes, you may need to add partial units to an invoice.
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 produce or proteins that you purchase by the pound or kilogram.
Note: If the item's unit of measurement is "unit" or "each", you can't submit partial units.
To add a partial unit for a weight-based item:
Tap “Add partial”
You can enter the amount using either the “Visual” mode, or entering the weight (either manually or placing it on the scale). If selecting weight, you’ll select the unit of measurement and then either place the item on the supported Bluetooth scale, or tap “0” to enter the value manually.
If entering the amount manually, tap “Done” after entering the value
After entering the amount, tap “Confirm”
The partial value displays below cases and units, and the "Confirm" button shows the total quantity of the item
❗Note: If you selected a different unit of measurement than the one assigned to the item, it gets converted. For example, if the item's unit of measurement is in pounds, but you add a partial amount in grams, it's converted to pounds.
After adding the item and the amount, before tapping “Confirm”, verify that the cost of the item matches the invoice. If it matches the invoice, tap “Confirm”.
❗Note: In most cases, the cost that displays for an item will be the value from the previous invoice.
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 format. Either cost per unit or cost per case
❗Note: Make sure you have selected the correct cost method. If you accidentally put the cost per case as the cost per unit, you will see your inventory value increase significantly.
Tap the “Cost” field and enter the updated value and tap “Done”
❗Note: This value should be the list price from the distributor before taxes.
If there are any discounts on the item, tap the “Discount” field. The discount will either be by the unit or case, depending on the format that you selected earlier. Tap “Done” after entering the discount amount.
After updating the cost and adding any applicable discounts, tap “Confirm”
Reviewing and Submitting the Invoice
After adding all of the items on the invoice, you’ll have the opportunity to review everything before submitting it.
Tap "Proceed to current scans"
On the Invoice Summary screen you'll see everything you've added to the invoice. If you need to make any changes, you can:
Adjust item counts by tapping the “+” or “-” buttons.
Tap an item to update the cost
Remove an item by swiping it to the left and tapping “Delete”
At the bottom of the screen, it displays the number of unique items in the invoice, the total units, and the total $ value
❗Note: This is the pre-tax value and doesn’t include taxes or any additional charges / fees. You can add any additional charges or credits by tapping the "Charges & Credits tab" to get the invoice total to match. Learn more:
After finishing your review and adding any necessary charges / credits, tap “Submit Invoice”
Tap “Confirm”. You are prompted if you want to send a confirmation email, which will go to the designated recipients on your team. Learn more:
The items from the invoice are then added to your current stock (if the invoice was backdated to a time before your most recent inventory count, your historical data updates)