Select an Open Purchase Order
To add an invoice from an order you generated in WISK:
1. Click “Orders”.
2.Click “Purchase Orders”.
3. You’ll then see a list of your purchase orders.
For each purchase order, you’ll see the:
name of the distributor
date it was generated
email sent status (if you emailed/texted the order to the distributor)
In this case, we’re interested in purchase orders with the status of “Not received”.
4. To add the invoice, click the details button (the 3 dots) beside a purchase order.
5. In the purchase order window, click “Actions”, then “Generate invoice”.
Add Invoice Details
A window then opens where you will add some details about the invoice.
You’ll need to select an area where the items from the invoice are being added. Click the “Area” field and select from your list of areas. If items were put into multiple areas, select the most applicable one.
Invoice Number & Total (Optional)
You can add the invoice number, and the grand total of the invoice (including any charges or credits)
By default, it populates with the current date and time, but if you need to backdate the invoice, you can click the date field to adjust. The time should reflect when the items from the invoice were unboxed and placed with your other stock. After changing the date and time (if needed), click OK.
Generating the Invoice
Once you’ve added the invoice details, click “OK”. You’ll receive a message saying the invoice has been generated, then click “View Invoice”.
Reviewing / Adjusting the Invoice
When you have converted the order into an invoice, make sure that the information matches the paper invoice that you have received.
If you need to make changes you can:
As you make any changes to the invoice, they save automatically.
Note: You can view the original purchase order by clicking “view order” if you need to refer back to it.
If you received more or fewer items than you ordered, you can update the quantity.
To update the quantity:
Hover your cursor over the item and click the pencil icon in the "Line measurement" column
Click into the "Quantity" field and update the quantity received.
Note: If necessary, you can change the unit of measurement as well. You can enter units, cases, or a manual measurement based on whether it is a weight or volume-based item.
After making your changes, click "Save"
The updated amount now displays on the invoice
If the cost of an item changed, you can update the value so it matches the paper invoice.
Hover your cursor over the item and click the pencil icon in the "Cost" column
Click into the "Cost" field and update the amount to match the paper invoice.
Note: If necessary, you can change the cost per unit of measurement as well. You can enter units, cases, or a manual measurement based on whether it is a weight or volume-based item.
If there were any discounts applied, you can enter those in the "Disc" field. The discount is based on the selected Cost per UM.
When finished, click "Save"
The updated cost (and discounts if applicable) displays on the invoice
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.
Note: If the item doesn't already exist in your venue, click "Create new item"
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".
Finalizing the Invoice
Before the invoice is complete, you can take these optional steps for your record keeping.
Adding Invoice Images
If you took pictures of the invoice, you can upload them by clicking “Add Image”.
Adding Additional Charges or Credits
If you entered an invoice total, you may see a message about the invoice total and the value of the items not matching.
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. When they match, the message will disappear.
You can learn more about charges and credits here:
Once everything looks correct, you can close the invoice window (every change you make saves automatically).
You’re then prompted if you would like to send a confirmation email about the invoice being added.
You’ll then see on the purchase orders screen that the status of the order shows as received, and the invoice appears on your Invoices / Returns page.
Confirmation Email / Difference Report
The confirmation email provides a summary of everything from the invoice.
Below the summary, It notes any differences in quantity received vs quantity ordered and price changes.