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:
Click “Orders” then “Draft Invoices”
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
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
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".
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.
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.
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.
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.
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.
When you click a line item on the right, it highlights on the invoice where the character recognition software pulled information.
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.
If you want to download a copy of the invoice PDF, click the "Download PDF" button.
Clicking the "Text Result" tab shows the raw data that was pulled from the invoice.
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.
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.
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.
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.
This populates with the date on the invoice. If no date is detected, click into the field to set the date and time.'
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
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 grand total of the invoice that includes all line items and charges, fees and/or credits. This amount can be edited if needed.
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.
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:
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.)
Quantity received (In either units, cases, or a manual weight or volume, and the number - for example, 10 units, 5 cases, 20 lbs)
Cost and Cost per unit of measurement (units, cases, manual weight or volume)
Any discounts if applicable
Based on the results of the character recognition software, each line item is either:
Highlighted in green - this item was recognized as a match with an existing item in your venue and all required information was pulled successfully.
Highlighted in red - there is information missing that requires action
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 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.
Clicking a recognized item expands it to see additional details.
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.
Note: After making all of your changes, click the "Save" button to commit them and update the totals
Items Needing Attention / Unrecognized Items
Items highlighted in red are either:
New to your venue
Are missing information (the number of units, cost, etc)
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
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.
Check the image on the left and add the missing details. In this example, the number of units is missing
Click the "Save" button
The updated total displays and the line item turns green and closes
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 “Item title” or "Code" field and type the name/code 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 attached to it, it won't find a match during the scanning process. To link the detected distributor code to an existing item:
In the "Item title" field, start typing the name of the item
Click the matching search result
The code is added to that item, and is no longer highlighted in red.
If the item isn’t already part of your venue’s item list, you'll need to create a new item.
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
Enter the Item measurement and any other details if the scanning process didn't detect them
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:
After entering all details, click "Search / Add"
In the window that opens, click "Create new item"
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
Add any other item details if you haven't already (including the item measurement), then click "Save"
The item is created and the line item turns green
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:
Click the "Search / Add" button
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.
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
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 variation is added to your venue, and is no longer highlighted in red
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:
This creates a blank line item where you can either search for an existing item, or add a new one:
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.
You can also click the checkboxes beside line items and click 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:
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.
To add charges or credits, click the “Charges / Credits” tab
Click the “+” button
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:
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
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.
To convert the invoice: