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

How to use the mobile app to add an invoice for an order you generated in WISK.

Nick Neale avatar
Written by Nick Neale
Updated over 3 months ago

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.

Selecting an Open Purchase Order

To add the invoice for an order you generated in WISK:

  1. Tap “Orders” along the bottom menu bar

    An arrow points to the "Orders" tab on the app home screen.

  2. Tap “Add Invoices”

    The "Add Invoices" button is highlighted on the "Orders" screen.

  3. You’ll see a list of your open purchase orders, showing the distributor and the details. Tap an open purchase order to add the invoice

    On the "Add Invoices" screen, an open purchase order is highlighted for emphasis.

Note: If you didn’t generate an order, you can add an invoice by tapping “Add manual invoice”.

Adding Invoice Details

After selecting the purchase order, you’ll add the invoice details:

  1. 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

    On the "Invoice Info" screen, the "Date" drop-down has been tapped and is highlighted. You can choose the date and time the invoice items were added to the venue's stock.

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

  2. Drag horizontally and tap an area to select where the items from the invoice were added. If items were put into multiple areas, select the most applicable one

    The "Area" section is highlighted and the "Stockroom" area has been selected.

  3. You can also add the invoice number and total (the total includes all charges, fees, credits, etc.) in the optional fields

    The optional section is highlighted where it shows the invoice number and the invoice total.

  4. When done, tap “Continue”

Invoice Photos

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.

  1. Tap the “Scan” button to open the camera on your device

    An arrow points to the "Scan" button.

    Note: If you have already taken photos of the invoice on your device, tap "Select" instead and proceed to Step 6.

  2. Follow the prompt on the screen to position your camera so that the invoice page is in the frame

    The camera opens in the app. An onscreen prompt directs you to position the invoice within the frame.

  3. You’ll see a visual indicator when the camera detects an invoice page. Hold the camera still and it will take a picture automatically

    When the invoice is detected, it is highlighted in blue, and scans the highlighted area.

    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

  4. 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

  5. If the image appears blurry, you can tap “Retake” on the top-right corner to take another photo. If it looks good, tap “Done”

    A scanned invoice page.

  6. If the invoice has multiple pages, scan/select each of them. When finished, tap “Save”

    An arrow points to the "Save" button.

  7. 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”

    The invoice photo review screen where you can view or delete photos. The "Submit" button is highlighted.

Reviewing / Adjusting the Invoice

You’re now on the “List” tab. This shows you everything that was included in the purchase order. You’ll then compare the items on the order to your invoice to make sure you received everything and make any adjustments if necessary.

Received Items

If you received the item and the full amount placed in your order, you’ll swipe it to the right, and it gets added to the invoice.

A gif showing an item being swiped to the right.

Items Not Received

For any items that you didn’t receive / were not delivered in your order, scroll down past it and move on to the next.

A GIF where the item list is being scrolled down to go past an item that was not on the order.

Different Amount Received than Ordered

If there’s an item where you didn’t receive the amount ordered (either more or less), just tap the item, adjust the amount, and tap confirm.

Full Units / Cases

In the example below, 6 units were ordered, but only 2 were received.

  1. Tap the item

    An arrow points to the item to adjust.

  2. Adjust the quantity under units or cases using the + or - buttons

    An arrow points to the minus button beside the item.

  3. Tap "Confirm"

    The Confirm button displays 2 units and an arrow points to it.

  4. After making the change, it shows 2 units were added to the invoice, and 4 left that were not received

    It shows 6 units were ordered, but only 2 were received.

Weight-Based Items

For items that you purchase by a specific weight instead of a package/unit, you may need to adjust the amount that you received. For example, if you ordered 10lb of ground beef, but received slightly less (9.95lbs).

  1. After selecting the item, tap the amount

    An arrow points to the amount ordered for the item.

  2. Enter the value (you can use decimals) and tap "Done"

    The new value has been entered using the number pad (9.95), and an arrow points to the "Done" button

  3. Tap "Confirm" to submit the updated amount

    The new amount (9.95) shows on the confirm button. The button is highlighted for emphasis.

Items not in the Initial Order

If your invoice includes an item that was not part of the initial order, you can add it by using the scan or search functions.

An GIF showing the options to add a new item, either by using the barcode scanner or the "Search/Add" button.

Invoice Summary

After swiping all of your items in to be added, tap "Proceed to current scans".

An arrow points to the "Proceed to Current Scans" button.

This takes you to the Invoice Summary screen where 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”

The items on this screen will be added to your venue when you submit the invoice. Make sure that the costs and quantities in WISK match those on the invoice.

The invoice summary screen that shows all the items being added to the invoice

Adjusting Cost

If the cost of an item doesn’t match the invoice, you’ll need to update it.

  1. Tap the item

  2. Before adjusting the cost, make sure that it is set to the correct format. Either cost/unit or cost/case. Make sure you have the right option selected so that your pricing is accurate

    The Unit / Case toggle is underlined for emphasis on the "Edit Invoice Item" screen.

  3. Tap the “Cost” field and enter the updated value and tap “Done”

    An arrow points to the "Price/unit" field.

    Note: When updating the cost, make sure that you are entering the pre-tax unit cost of the item.

  4. 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

    The "Discounts" field is underlined for emphasis.

  5. After updating the cost and adding any applicable discounts, tap “Confirm”

    The item cost has been updated to $35 from $33 and the "Confirm" button is highlighted.

Invoice Total

At the bottom of the screen, it shows you the total value and number of items you’re receiving.

The unique items, total items, and total value displays at the bottom of the screen.

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 the value you entered in the Invoice Details. Learn more:

An arrow points to the "Charges & Credits" tab.

Submitting the Invoice

When finished reviewing the invoice:

  1. Tap Submit invoice

    An arrow points to the "Submit invoice" button.

  2. Tap Confirm

    An arrow points to the "Confirm" button.

  3. You are then prompted if you would like to send a confirmation email to your team about the invoice being added. If so, tap “Yes”

    An arrow points to the "Yes" button.

Confirmation Email / Difference Report

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

An example confirmation email for a venue. Showing each item, the amount, the price, and the total

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

The difference report included in the confirmation email.
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