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Adding an Invoice From a Purchase Order (Web)
Adding an Invoice From a Purchase Order (Web)

How to add an invoice from a purchase order on the WISK Web Portal

Nick Neale avatar
Written by Nick Neale
Updated yesterday

Article Contents

Introduction

When you generate an order in WISK, you have to add the invoice when the order arrives in your venue.

When adding the invoice, you'll confirm that you received the items, and make adjustments to the quantity and item cost if needed.

Select an Open Purchase Order

To add an invoice from an order you generated in WISK:

  1. Click “Orders” > "Purchase Orders"

    The "Purchase Orders" button on the side menu bar is highlighted for emphasis.

  2. All of your purchase orders display. For each purchase order, you’ll see the:

    • name of the distributor

    • total value

    • date it was generated

    • email & SMS sent status (if you emailed/texted the order to the distributor)

    • invoice status (whether it has been received or not)

    In this case, we’re interested in purchase orders with the status of “Not received”.

    A purchase order with the Invoice Status of "Not received" is highlighted for emphasis.

  3. To add the invoice, click the details button (the 3 dots) beside a purchase order

    An arrow points to the "Details" button beside the purchase order.

  4. In the purchase order window, click “Actions” > “Mark as received”

    In the purchase order window, the "Actions" menu button has been clicked, and an arrow points to "Mark as received"".

  5. Click "Receive order and add invoice"

    Note: If you sent an order to a distributor and they could not fulfill / cancelled the order click "Unable to fulfill" to close out the order. When the order is closed out, the items within no longer count towards "Pending purchase orders".

Add Invoice Details

Before receiving the order / adding the invoice, you'll add details about when and where the items were added.

  1. Click the "Area" drop-down to select where the items from the invoice were added. If items were put into multiple areas, select the most applicable one.

    The "Area" drop-down has been clicked and it displays the areas in the current venue.

  2. You can add the invoice number and "Invoice total on paper" (the total that includes all charges, fees, credits, etc.) in the optional fields if needed

    The "Invoice number" and "Invoice total on paper" fields are highlighted for emphasis.

    Note: You can also add these any time after you've generated the invoice. 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

  3. Click the “Date” field 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 stock. After updating the date/time click "OK"

    The date selector window. The date has been changed to June 20 instead of June 22 and the "OK" button is highlighted.

    Note: You can't set an invoice date to be in the future or before a locked inventory. Learn more here

  4. When finished adding the invoice details, click “OK” to generate the invoice

    An arrow points to the "OK" button.

  5. You’ll receive a message saying the invoice has been generated, then click “View Invoice”

    An arrow points to the "View invoice" button.

Reviewing / Adjusting the Invoice

After converting the purchase order into an invoice, make sure the information matches the paper invoice.

You can make any changes to the quantity or cost of items, and remove/add items if necessary.

Any changes you make to the invoice save automatically.

Note: You can view the original purchase order by clicking “view order” if you need to refer back to it.

Received Items

If you received an item and the quantity and cost match the paper invoice, no action is required.

Different Quantity Received than Ordered

If there’s an item you received a different amount than what you ordered (either more or less):

  1. Place your cursor over the item and click the pencil icon in the "Line measurement" column

    An arrow points to the pencil icon beside the number of units.

  2. Click into the "Quantity" field and update the quantity received. Depending on the selected unit of measurement you can enter a decimal value (for example, adding 5.5lbs of an item)

    The "Measurement" window where you can adjust the quantity and the unit of measurement (units, cases, or a manual measure)

    Note: If necessary, you can change the unit of measurement. You can enter units, cases, or a manual measurement based on whether it is a weight or volume-based item.

  3. After making your changes, click "Save"

    The "Save" button is highlighted for emphasis.

  4. The updated amount now displays on the invoice

    The units for the item has changed from 6 to 2.

Different Item Cost

If the cost of an item changed, update the value to match the paper invoice.

  1. Hover your cursor over the item and click the pencil icon in the "Cost" column

    An arrow points to the pencil icon beside the cost of the item.

  2. Click into the "Cost" field and update the amount to match the paper invoice

    The "Cost" window where you can adjust the cost of the item, the cost per unit of measurement, and the discount.

    Note: If needed, you can change the cost per unit of measurement. You can enter units, cases, or a manual measurement based on whether it is a weight or volume-based item

    The "Cost per UM" drop-down has been clicked and it shows all the options in the menu.

  3. If there were any discounts, you can enter those in the "Disc" field. You can select whether the discount is a dollar value, or a percentage. The discount applies based on the selected Cost per UM

  4. When finished, click "Save"

    An arrow points to the "Save" button

  5. The updated cost (and discounts if applicable) displays on the invoice

    The updated cost, discount, and total displays.

Items Not Received

If you ordered an item but didn't receive it / it was not delivered:

  1. Hover your cursor over the item

  2. Click the blue arrow that appears beside the item

  3. Click "Remove"

    The blue arrow button has been clicked, and an arrow points to the "Remove" button.

Items not in the Initial Order

Existing Venue Items

If you received an item that wasn't on the initial order, click into the "Add Item" field and type the name of the item. Click the matching item and add the quantity and the cost then click "Add".

The "Add Item" section of the invoice window.

Note: If you see a match, but it's not in the format/size you're receiving, see the "New Item/Item Variations" section below. You'll need to either add a new item, or new item variation. For example, if you ordered an item as a 1L bottle, but received a 750ml bottle instead.

New Items / Item Variations

  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:

Finalizing the Invoice

Before the invoice is complete, you can take these optional steps for your record keeping.

Adding Invoice Images / PDFs

You can upload any images / PDFs of the invoice by clicking "Add Image / PDF"

Once uploaded, the button updates to ways to view the attached images/pdfs

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.

A message displays under the "Invoice total on paper" saying it doesn't match the invoice total.

Note: You can enter the invoice total at any time if you didn’t add it in the “ Add Invoice Details” step.

At this point, you can add any additional charges or credits (taxes, delivery fees etc.) to the invoice by clicking the "Add Charge" or "Add Credit" tabs.

The tab to toggle between items, charges, and credits is highlighted.

You can learn more about charges and credits here:

When both totals match, the message disappears:

Both totals match and the warning message has disappeared.

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:

Invoice Finalized

Once everything is correct, close the invoice window by clicking the "X" button on the top right (every change you make saves automatically).

An arrow points to the "X" button on the top right of the window.

You’re prompted if you'd like to send a confirmation email about adding the invoice.

On the Purchase Orders screen, the status of the order displays as received, and the invoice appears on your Invoices / Returns page.

The Invoice status now displays as "Received"

Confirmation Email / Difference Report

The confirmation email provides a summary of everything from the invoice.

An example of a confirmation email that shows the total amount received on the invoice

Below the summary, It notes any differences in quantity received vs quantity ordered and cost changes.

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