Article Overview

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

  • total value

  • date it was generated

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

  • invoice status.

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

A purchase order with the Invoice Status of

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

An arrow points to the

5. In the purchase order window, click “Actions”, then “Generate invoice”.

In the purchase order window, the

Add Invoice Details

A window then opens where you will add some details about the invoice.

Area

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.

The

Invoice Number & Total (Optional)

You can add the invoice number, and the grand total of the invoice (including any charges or credits)

The

Date

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.

The date selector window.

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.

The

Quantity Received

If you received more or fewer items than you ordered, you can update the quantity.

To update the quantity:

  1. Hover 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.

    The

    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.

    The

  3. After making your changes, click "Save"

    The
  4. The updated amount now displays on the invoice

    The units for the item has changed from 2 to 1.

Cost

If the cost of an item changed, you can update the value so it matches 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

    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.

    The

  3. If there were any discounts applied, you can enter those in the "Disc" field. The discount is based on the selected Cost per UM.

    The discounts field has been populated with a discount of $0.50 per unit.

  4. When finished, click "Save"

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

    The updated cost, discount, and total displays.

Adding 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.

The

Note: If the item doesn't already exist in your venue, click "Create new item"

Removing Items

If you didn’t receive any of an ordered item:

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

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”.

An arrow points to the

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.

A message displays under the

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:

Invoice Finalized

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.

The Invoice status now displays as

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 price changes.

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