Reviewing & Converting a Draft Invoice

How to convert draft invoices of scanned / uploaded / imported invoices so they're added to your venue's data

Nick Neale avatar
Written by Nick Neale
Updated over a week ago

Article Overview

Introduction

When you scan / upload, or import an invoice from a distributor/supplier integration, it creates a draft invoice on the WISK Web Portal.

This gives you an opportunity to approve the contents of the invoice before it’s converted and added to your venue.

This review process is important because it maintains the quality of your item data. New or unrecognized items on invoices are flagged for review before they are created, and you can make edits as needed.

If your subscription plan includes invoice processing by our team, we can process draft invoices for you.

Note: If our team processes your invoices, you'll see a user with an @wisk.ai email address and a role of "Draft Invoice Processing" on your Team page.

You can learn more about scanning / uploading, or importing from your suppliers here:

Selecting a Draft Invoice

To select a draft invoice to convert:

  1. Click “Orders” then “Draft Invoices”

    The Draft Invoices button is highlighted on the side menu of the WISK Web Portal

    Note: If you have draft invoices to process, you'll also see a banner across the top of the Home screen with the number of invoices

    The banner that appears if there are draft invoices to process
  2. You’ll see every invoice that has been scanned / uploaded or imported in your venue. Each invoice has one of the following statuses:

    • Added to WISK

    • Ready for Review

    • Done

Added to WISK

If an invoice shows as "Added to WISK", it's been imported / uploaded recently and is currently undergoing character recognition scanning to extract the data from the invoice. Once that process finishes, it's set to "Ready for Review".

The "Added to WISK" status is highlighted for a draft invoice.

Ready for Review

When status is “Ready for Review”, you'll see the following info about the draft invoice:

  • Total Items - the total number of line items detected on the draft invoice

  • Unmapped Items - line items that were not detected in your venue's item list and require action.

Click the “Details” button to review the extracted data and approve the draft invoice.

The status of the invoice shows as "Ready for Review". An arrow points to the "Details" button.

Note: Based on the data extracted from the invoice, the “Invoice date” and “Distributor” fields will update if that information is found. If not detected, you'll enter it during the review process.

Done

These have already been converted to an invoice and are kept for your records. You can view them by clicking the "Predefined filters" dropdown and selecting "Completed".

If you click the “Details” button beside a completed invoice, there's a link to view the created invoice.

Reviewing the Draft Invoice

On the left side (1) , you can view the invoice image / pdf or toggle to the OCR text result to see all of the data that was extracted from the invoice.

On the right side (2), you'll see the invoice details and items based on the extracted data. The total of all detected items displays on the bottom right corner.

When reviewing the draft invoice, your goal is to make sure the data on the right side matches the invoice image on the left.

An example of a draft invoice that displays the invoice image on the left-hand side, and the invoice details and item data on the right.

Note: If the invoice was imported from a supplier integration, there won’t be an image / pdf, but you'll be able to view the raw text data sent from the supplier.

Invoice Image

When viewing the invoice image, there are a number of ways to interact with it to verify the information populated on the right side is correct. If the image quality was blurry or poor and some data wasn't extracted, you can enter it manually by referring to the image.

Highlighted Items

When you click a line item on the right, it highlights on the invoice where the character recognition software pulled information.

A line item on the right has been clicked and the section of the invoice is highlighted

Cursor Type Toggle

When viewing the invoice image, you can choose between two different cursors:

  • Arrow Cursor - Allows you to click the highlighted elements on the draft invoice. Scrolling on the mouse / trackpad moves the invoice up and down. To zoom in or out you can choose the % selector, or the magnifying glass buttons.

  • Hand Cursor - Click and drag to position the invoice image. Scrolling on the mouse / trackpad zooms in and out.

PDF Download

If you want to download a copy of the invoice PDF, click the "Download PDF" button.

The button to download a copy of the scanned invoice

Text Result

Clicking the "Text Result" tab shows the raw data that was pulled from the invoice.

The text result is clicked and it shows the output from the character recognition scan.

Invoice Details

Based on the image / pdf (or the source data if from a supplier integration), the following invoice details populate:

If any of the information above wasn't detected by the scanning process, you'll see an information icon beside the "Convert to invoice" button that tells you what's missing when you place your cursor over it.

Add the missing information before continuing.

An example of the message that displays if invoice details are missing.

Invoice Number

If the invoice number wasn’t populated, you can enter it in this field if applicable.

Note: If this invoice number is already on another draft or processed invoice for the selected distributor, you'll see a message saying this is a duplicate.

The message that appears saying the draft invoice is potentially a duplicate.

Check your records to make sure you haven't already uploaded or converted a draft invoice with the same number.

You can put the invoice number in the search field on the "Draft Invoices" and "Invoices / Returns" to find the potential duplicate.

If the invoice is confirmed to be a duplicate of one you've already added previously, you can archive it safely.

Distributor

If the distributor isn’t already on your venue’s list of distributors, or no distributor name is detected on the invoice, you can either create a new distributor by clicking on the “+” button or selecting one from the drop-down list.

Note: This has to be set before you can modify any of the items on the invoice.

The "Distributor" drop down menu has been clicked

Date

This populates with the date on the invoice. If no date is detected, click into the field to set the date and time.'

The date and time selector window.

If the date on the invoice doesn’t reflect the time when the items on the invoice were added with the rest of your stock, you can click the “X” and put a new date and time.

Note: If you select a date that's in the future, you'll need to confirm this action. In most cases invoices will be for the past. Check the date format of the invoice to confirm if it's in dd/mm/yyyy or mm/dd/yyyy

Message that displays when selecting a future date.

Area

This selects your default stock area. Click the drop-down arrow to select a different area if needed. If items were put into multiple areas, select the most applicable one.

The "Area" drop down has been clicked

Scanned Total

The grand total of the invoice that includes all line items and charges, fees and/or credits. This amount can be edited if needed.

The "Scanned total" field is highlighted for emphasis.

Total (Line Items)

The sum of the individual line items on the invoice. You can add charges and credits to get the two total amounts to match. This value appears on the bottom right of the screen.

Once you've added all missing information, you can start reviewing the items on the invoice.

The invoice details as they appear on the draft invoice. The fields mentioned above are populated with data from the draft invoice image / pdf.

Items

Below the invoice details, you’ll see each line item that was detected on the invoice.

For each line item, the character recognition software searches for the following information:

  1. Item title

  2. Distributor Code

  3. Item measurement (The size of an individual unit of the item, which includes the quantity and unit of measurement - for example, 1L, 750ml, 500g, 5lbs etc.)

  4. Case size

  5. Quantity received (In either units, cases, or a manual weight or volume, and the number - for example, 10 units, 5 cases, 20 lbs)

  6. Cost and Cost per unit of measurement (units, cases, manual weight or volume)

  7. Any discounts if applicable

A scanned line item showing the corresponding number from the list above beside each field

Based on the results of the character recognition software, each line item is either:

  1. Highlighted in green - this item was recognized as a match with an existing item in your venue and all required information was pulled successfully.

  2. Highlighted in red - there is information missing that requires action

A comparison showing a recognized and unrecognized item.

Note: At the top of the page, you’ll see that the “Convert to invoice” button is greyed out until all items that require action are dealt with.

The "Convert to invoice" button is currently greyed out because there are action items that need to be addressed.

Recognized Items

The invoice scanning process checks the distributor code of the item to find a match in your venue’s item list. If an item is recognized and has no missing information, it's highlighted in green.

Note: For the best results, make sure you've added distributor codes to all of your items.

Recognized items display in a collapse state on the draft invoice

Clicking a recognized item expands it to see additional details.

An invoice line item has been clicked and it shows the expanded values

Even though an item is recognized, you should double-check the amount with the invoice to make sure that everything is correct.

The recognized item is highlighted on the invoice on the left and shows the corresponding item on the right

You can click into any field to edit the value if changes are required.

Note: After making all of your changes, click the "Save" button to commit them and update the totals

The "Save" button is highlighted for emphasis.

Items Needing Attention / Unrecognized Items

Items highlighted in red are either:

  1. New to your venue

  2. Are missing information (the number of units, cost, etc)

  3. Weren’t recognized during the scanning process

An item might be unrecognized because the item code is missing, or the image quality is poor / obstructed.

Note: Under "View Items", you can filter the items to only show the items that need to be addressed.

  • Unmapped items - any line item where a match wasn't found from your existing items

  • With error - this line item contains missing information

  • Cost Changes - any line item where the cost is different than the previous invoice

  • Needs attention - you can click a checkbox beside the item to flag it manually

The "View all" drop down has been selected and shows the options

You’ll need to take the following actions for each items that need attention before you can convert / approve the invoice. Either:

  • Add the missing information

  • Replace with an existing item

  • Link the distributor code with an existing item

  • Create a new item or new item variation

  • Add a new entry / line item if it wasn't detected at all

Add Missing Information

In some cases, an item is recognized, but a detail such as the cost or number of units was missed by the character recognition software.

  1. Check the image on the left and add the missing details. In this example, the number of units is missing

    The invoice image on the left displays, showing the missing information to be added.

  2. Click the "Save" button

    The number of units has been entered and an arrow points to the "Save" button
  3. The updated total displays and the line item turns green and closes

    The number of units received is entered and the item is highlighted in green

Replace with an Existing Item

If the item is already in your venue, but the scan wasn't able to detect it:

  1. Click into the “Item title” or "Code" field and type the name/code of the item

    The "Item title" and "Code" fields are highlighted for emphasis
  2. A list of search results appear. Click the matching result

    An arrow points to the matching search result.
  3. The item is replaced with the item that already exists in your venue

    The item has been replaced with the existing item and fills in any other missing information

Link Distributor Code with an Existing Item

If an item is in your venue's list, but doesn't have a distributor code attached to it, it won't find a match during the scanning process. To link the detected distributor code to an existing item:

  1. In the "Item title" field, start typing the name of the item

    The "Item title" field is highlighted and the imported title is underlined
  2. Click the matching search result

    An arrow points to the matching search result
  3. The code is added to that item, and is no longer highlighted in red.

    The code is added to the item and is no longer highlighted in red.

New Item

If the item isn’t already part of your venue’s item list, you'll need to create a new item.

  1. Type the name of the item in the "Item title" field, or click the Pre-fill button beside the Imported title to paste it into the field

    An arrow points to the "Pre-fill" button beside the imported title.
  2. Enter the Item measurement and any other details if the scanning process didn't detect them

    The Item measurement (size of the item) is added.

    Note: By default, it puts the "Item measurement" as 1 unit. If the item is weight or volume-based, make sure you enter the proper unit of measurement and quantity if able (for example, 750ml, 500g, 10lbs, etc). To learn more, see:

  3. After entering all details, click "Search / Add"

    The "Search / Add" button is highlighted for emphasis.
  4. In the window that opens, click "Create new item"

    An arrow points to the "Create new item" button
  5. Before you can create the item, you must select an item category. Note: If you don't know what it is, you can put "Unknown" for now and change it later

    The item "Category" field is highlighted for emphasis.
  6. Add any other item details if you haven't already (including the item measurement), then click "Save"

    The "Save" button is highlighted for emphasis.

  7. The item is created and the line item turns green

    The item is added and requires no further action

New Item Variation

Sometimes you may receive an item that's a variation of an item already in your venue.

For example, you order a 20lb bag of all purpose flour, and receive two 10lb bags instead. These 10lb bags will have different costs and codes, but are still all purpose flour.

Another example would be that you normally order a 750ml bottle of an alcohol, but the supplier only has 1L bottles in stock at the moment.

To learn more about item variations, please see:

To add a new item variation on a line item:

  1. Click the "Search / Add" button

    An arrow points to the "Search/Add" button
  2. Type the name of the item you want to create a variation for in the "Search field". Click the "New variation" button beside the matching result. In this example, we received a 1L bottle, but normally order a 750ml bottle so we'll create a variation of the 750ml.

    An arrow points to the "New variation" button

    Note: You may need to clear the "Code" field to see a matching result. Copy the code to use in the next step if there is one

  3. Add an item measurement for the variation (in this example, 1 Liter), and any other relevant details (code, case size, etc). Click "Save"

    The "Item measurement" field is highlighted and an arrow points to the "Save" button
  4. The item variation is added to your venue, and is no longer highlighted in red

    The item variation has been added and is highlighted in green

Add Line Item

In some cases, the scanning process might not detect a line item on the invoice.

You can add a new line item to the invoice by clicking either:

  1. the “+” button on the top right

  2. or the "Add new line item" button at the bottom of the page

    An arrow points to the "+" button and the "Add new line item" buttons

This creates a blank line item where you can either search for an existing item, or add a new one:

A new blank entry appears at the bottom of the invoice

Removing a Line Item

If a line item was added in error or isn't relevant to the invoice, you can remove it by clicking the "Remove" button when you hover your cursor over it.

An arrow points to the "Remove" button that appears when you place your cursor over an entry.

You can also click the checkboxes beside line items and click the "Remove selected lines button".

The checkboxes beside items have been clicked and an arrow points to the "Remove selected lines" button

Adding Charges or Credits

Before you approve the invoice, you can add any charges and credits if applicable.

This can include but is not limited to:

  • Taxes

  • Shipping Fees

  • Deposits

As a reminder, the “Scanned Total” is the total value of the invoice, including any charges and credits. The “Total” is the total value of the line items detected on the invoice. To get these values to match you’ll need to add charges and/or credits.

  1. To add charges or credits, click the “Charges / Credits” tab

    The "Charges/Credits" toggle is highlighted above the items on the draft invoice.
  2. Click the “+” button

    An arrow points to the "+" button
  3. Click the “Reason” drop-down menu. If you haven’t added any Charge or Credit reasons prior to this invoice, you’ll see an option to create a new one. You can learn more about Charges & Credits here:

    An arrow points to the "Reason" drop-down menu.
  4. After selecting the reason, enter the quantity and $ value of the charge / credit. The line item then turns green, and is applied towards the invoice total. You can add additional charges / credits as needed

    The charge has been added and now the totals match

Approving / Converting to an Invoice

Once you've finished reviewing the draft invoice and the Scanned total matches the Total, you're ready to convert it.

The draft invoice has no unmapped items and the Scanned total and total value match

To convert the invoice:

  1. Click the “Convert to Invoice” button (which now appears solid)

    The "Convert to invoice" button is now solid and highlighted for emphasis.
  2. Click "OK" on the confirmation screen

    The "OK" button is highlighted on the confirmation screen.
  3. The invoice converts and there is a link to view it. If you made any mistakes, you can make edits on the converted invoice

    An arrow points to the "View invoice" button
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