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:
Tap “Orders” along the bottom menu bar
Tap “Add Invoices”
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
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:
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
Note: You can't set an invoice date to be in the future or before a locked inventory. Learn more here
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
You can also add the invoice number and total (the total includes all charges, fees, credits, etc.) in the optional fields
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.
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”
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.
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.
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.
Tap the item
Adjust the quantity under units or cases using the + or - buttons
Tap "Confirm"
After making the change, it shows 2 units were added to the invoice, and 4 left that were not 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).
After selecting the item, tap the amount
Enter the value (you can use decimals) and tap "Done"
Tap "Confirm" to submit the updated amount
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.
Invoice Summary
After swiping all of your items in to be added, tap "Proceed to current scans".
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.
Adjusting Cost
If the cost of an item doesn’t match the invoice, you’ll need to update it.
Tap the item
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
Tap the “Cost” field and enter the updated value and tap “Done”
Note: When updating the cost, make sure that you are entering the pre-tax unit cost of the item.
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”
Invoice Total
At the bottom of the screen, it shows you the total value and number of items you’re receiving.
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:
Submitting the Invoice
When finished reviewing the invoice:
Tap Submit invoice
Tap Confirm
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”
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 item cost changes:
