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/unrecognized items on invoices are flagged for your review before they are created, and you can make edits as needed.
Note: 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 “Draft Invoices” under “Orders”
Note: If you have draft invoices to process, you will also see a banner across the top of the WISK Web Portal that you can click.
2. You’ll see every invoice that has been scanned / uploaded or imported in your venue. Each invoice will display 1 of 3 statuses:
Processing
Ready for Review
Converted to Invoice / Added to WISK
Processing
If an invoice shows as Processing, it has been imported / uploaded recently and it is currently undergoing character recognition scanning to extract the data from the invoice. Once the invoice has been processed, it will be ready for review.
Ready for Review
When the draft invoice status is “Ready for Review”, you'll see for that 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.
Based on the data extracted from the invoice, the “Invoice date” and “Distributor” fields will update if that information is found.
Note: If not detected, you'll enter it during the review process.
Converted to Invoice / Added to WISK
These have already been converted to an invoice but are preserved for your historical records. If you click the “Details” button, there is a link to view the created invoice.
“Converted to Invoice” displays when the draft invoice was created from a scan / upload, and “Added to WISK” displays if it was created from a supplier integration.
Reviewing the Draft Invoice
On the left-hand side, you can view the invoice image / pdf or toggle to the OCR result to see all of the data that was extracted from the invoice. On the right-hand side, you'll see the invoice details and items based on the extracted data.
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 data from the supplier's portal by clicking "View OCR result".
Invoice Details
Based on the image / pdf (or the source data if from a supplier integration), the following invoice details populate:
Date
Distributor
Invoice Number
Invoice Total on Paper
Total (Line Items)
If any of the information above wasn't detected by the scanning process, you'll see a notification message that they need to be added:
Add any missing information and verify that the invoice details are correct.
Date - This populates with the date on the invoice. If no date is detected, click into the field to set the date and time.
Note: 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.
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.
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.
Invoice Number - If the invoice number wasn’t populated, you can enter it in this field if applicable.
Note: If this invoice number already exists, you'll see a message indicating this is a duplicate. Check your records to make sure you haven't already converted a draft invoice with the same number.
Invoice Total on Paper - The grand total of the invoice that includes all line items and charges, fees and/or credits. This amount can be edited.
Total - The sum of the individual line items on the invoice. You can add charges and credits to get the two total amounts to match.
Items
Below the invoice details, you’ll see each line item that was detected on the invoice.
For each line item, it will either be recognized as a match with something on your venue's item list, or will be highlighted in red and require action. You can filter the items to only show the items that need to be addressed:
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.
Recognized Items
The invoice scanning process checks the distributor code of the item to find a match in your venue’s item list. For the best results, make sure you have added distributor codes to all of your items.
Even though an item is recognized, you should double-check the amount with the invoice to make sure that everything is correct.
You can click into any field to edit the value if changes are required.
Items Needing Attention / Unrecognized Items
These items are either:
New to your venue
Are missing information (units etc)
Weren’t recognized during the scanning process
An item might not be recognized because the item code is missing, or the image quality is poor / obstructed.
You’ll need to take the following actions for each items that need attention before you can convert / approve the invoice. Either:
Add 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 was missed by the character recognition software.
Check the image on the left and add the missing details. In this example, the number of units is missing.
When the missing information is added, the item is no longer highlighted in red.
Replace with an Existing Item
If the item is already in your venue, but the scan wasn't able to detect it:
Click into the “Title” field and type the name of the item
A list of search results appear. Click the matching result
The item is replaced with the item that already exists in your venue
Link Distributor Code with an Existing Item
If an item is in your venue's list, but doesn't have a distributor code, it won't find a match during the scanning process. To link the distributor code to an existing item:
Click the "Actions" button on the unrecognized invoice item
Click "Add this code to an existing item variation"
In the window that opens, type the name of the existing item and click the matching search result
The code has been linked to that item, and is no longer highlighted in red.
New Item
If the item isn’t already part of your venue’s item list:
Type the name of the item in the "Title/Search" field, or click the Paste button beside the Imported title
Enter the Item measurement and any other details if the scanning process didn't detect them
Click "Actions", then "Create new item"
The item is created and added to your venue’s item list.
New Item Variation
Sometimes you might receive an item that's a variation of an item already in your venue.
For example, you may order a 20lb bag of all purpose flour, and receive two 10lb bags. 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 a 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
Type the name of the item in the "Title/Search" field, or click the Paste button beside the Imported title
Enter the Item measurement and any other details if the scanning process didn't detect them
Click "Actions", then "Create new item variation"
Type the name of the existing item that you want to create an item variation for. In this example, we received a 1L bottle of tequila, but we normally receive the 750ml version. Click the matching search result.
Fill in any other item details for the variation then click "Save"
The item variation is added to your venue, and is no longer highlighted in red.
Add Entry
In some cases, the scanning process might not detect a line item on the invoice. This would apply to invoices that were scanned using the mobile app or uploaded.
You can add an item to the invoice at any time by clicking the “Add Entry” button.
This creates a blank entry where you can either search for an existing item, or add a new one:
Removing an Entry
If an entry was added in error, you can remove it by clicking the "X" button when you hover your cursor over it.
Adding Charges or Credits
Before you approve the invoice, you have the opportunity to add any charges and credits if applicable.
This can include but is not limited to:
Taxes
Shipping Fees
Deposits
As a reminder, the “Invoice total on paper” 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 any charges or credits, click “Charges / Credits”:
2. Click “Add entry”
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:
4. After selecting the reason, enter the quantity and $ value of the charge / credit. The line item will then turn green, and is applied towards the invoice total on paper value. You can add additional charges / credits if required.
Approving / Converting to an Invoice
1. Once you have added all of the items and taken all necessary actions you can convert / approve the invoice by clicking “Convert to Invoice” (which now appears solid).
2. Click "OK" on the confirmation screen
3. The status updates, and you’ll be able to view the invoice. If you made any mistakes, you can make edits on the converted invoice.
