Article Contents
Introduction
If the WISK Team processes your invoices, issues are sometimes flagged for your review. These appear in the "Client Review Needed" section.
These are invoices the team is unable to process without your assistance.
These are either:
reported by a member of the processing team or
automatic if an invoice doesn't pass validation rules
The team cannot move ahead with processing these invoices until you have reviewed and resolved the issue.
Note: If you process your own invoices without the WISK Team, members of your team can apply these statuses to invoices as well.
Alternatively, if you have opted for the WISK Team to process your draft invoices, but not convert them, they appear under "Client Review Needed" for you to approve.
Viewing Invoices Needing Review
WISK Web Portal
If invoices are flagged for review, you'll see a notification on the dashboard on the WISK Web Portal:
Clicking it takes you to the "Client Review Needed" section that shows each invoice and its status.
Click the details button beside a draft invoice to see the issue and required fix.
Mobile App
To view invoices that require review on the mobile app:
On the Orders tab, tap "Draft invoices history"
The page is automatically filtered to show draft invoices flagged with an issue. The "Status" field shows the issue with the invoice. Tap an invoice to open it
Email Notification
Whenever an issue on an invoice is flagged, an email is also sent to users in the venue with:
the reason why the invoice was flagged
a direct link to the invoice on the WISK Web Portal
a link to the help article on how to fix it
a link to download the invoice
Processing Team Reported Issue
For issues reported by the processing team, draft invoices have the following statuses:
Missing Pages
An invoice is marked as "Missing Pages" if not all pages of the invoice have been included together in the same PDF.
For example, if there is only one page in a PDF and it says "Page 2 of 2" and there are missing line items from the invoice / it won't add up to the reported total.
In this example, the invoice:
Is page 2 of 2
The total is $1,200 but the line items only add up to $600
Without the first page, it's impossible to know the quantity and the price of the first two items.
Fixing the Issue
To fix the issue, you can either:
upload the missing pages to the existing draft invoice (web only)
reupload the invoice with all pages included
WISK Web Portal
Click the"Fix" button beside the status
In the upload window, you can either:
Add the missing pages to the invoice
Click "Click here to add more files"
Select the file(s) from your computer. They get added to the invoice. You can drag and drop to re-arrange the page order
or remove the current file and upload the full invoice
Place your cursor over the existing page(s) and click the "Remove" button
Click "Click here to add more files" and select the file(s) from your computer
Note: If you don't have the file(s) on your computer you can also reupload the invoice using the mobile app.
When finished selecting your files, click "Submit"
The updated files are uploaded and the current draft invoice is archived. The new draft invoice opens in a window. When the character recognition process completes it goes back to the "Ready for Review" status for the processing team
Mobile App
If you don't have a PDF of the invoice to upload, you can take new scans using the mobile app.
Tap the invoice on the "Draft invoice history" page
Tap "Reupload"
Take new scans of all invoice pages and submit
The invoice is reuploaded. When the character recognition process completes it goes back to the "Ready for Review" status for the processing team
Uploading Tips
When uploading an invoice, all pages of the invoice should be in the same PDF.
If you upload or email a separate PDF for each page, those will upload as separate invoices.
If you are uploading them on the web, you will have an option to combine the PDFs.
The team will do their best to merge the PDFs if they are separate files, but uploading them together to begin with won't delay the processing team.
Unreadable
An invoice is marked as "Unreadable" if it's too blurry for the invoice processing team to read it. The invoice could also have been submitted with something obstructing part of it.
This happens most often when taking pictures of the invoice using your iOS device.
The character recognition process can extract some of the data, but not enough for our team to convert the invoice.
In these examples you can see that the images are too blurry to read, or are obstructed by something else (sometimes a receipt that is stapled to the page, etc.).
Fixing the Issue
To fix the issue, you will need to reupload the invoice.
WISK Web Portal
Click the "Fix" button beside the status
Place your cursor over the existing page(s) and click Remove
Click "Click here to add more files" and select the file(s) from your computer
Note: If you don't have the file(s) on your computer you can also reupload the invoice using the mobile app
When finished selecting your files, click "Submit"
The updated files are uploaded and the current draft invoice is archived. The new draft invoice opens in a window. When the character recognition process completes it goes back to the "Ready for Review" status for the processing team
Mobile App
If you don't have a PDF of the invoice to upload, you can take new scans using the mobile app.
Tap the invoice on the "Draft invoice history" page
Tap "Reupload"
Take new scans of all invoice pages and submit
The invoice is reuploaded. When the character recognition process completes it goes back to the "Ready for Review" status for the processing team
Uploading Tips
To help prevent this issue moving forward, if you have the invoice PDF from the distributor, upload it directly on the web or email it to your venue's unique email address.
This prevents any issues that can come up when taking a picture using your device.
If you have to take pictures, we recommend using the WISK app or a scanner app. This crops and brightens the image to make it easier to read.
Taking regular pictures often gets extra background and makes it harder for the image recognition software.
Note: In some cases, if the PDF file is sent via email and is corrupted, it will automatically switch to the "Unreadable" status.
Missing Information
An invoice marked as "Missing information" means there's missing information or context preventing the WISK team from converting the invoice.
This could be the size of an item is unclear, or the case size is unknown, etc.
This usually happens if there are new items on the invoice that aren't already in the venue.
If a draft invoice has the status of missing information, there will be notes asking for clarification on the affected line items.
Note: You can only review invoices with this status on the WISK Web Portal. If you check it in the mobile app it will direct you to the web.
In this example invoice, there is a new beer item. On the invoice it doesn't specify the size/measurement of an individual unit or the size of the case.
Any line items with notes are highlighted in red and show the number of comments:
You can use the "Needs attention" predefined filter to only show these items.
Note: If you have multiple invoices with the "Missing information" status, when you click the arrow to go to the next invoice, the "Needs attention" filter remains applied.
Checking Comments / Notes
To check and respond to comments:
Click the line item to expand it and click "Missing information"
The note explains what information is missing. In this example, it's a new item and the case size and item size are unclear based on the invoice. Click in the "Reply" section to respond
Add your response to the note left by the team and click "Send and mark as resolved"
Your response is added to the thread. If there are other line items with notes, please check and response to those as well
Note: While not required, you can also add this missing information to the appropriate fields after responding to the note and clicking "Save" on the line item
After responding to all notes, the invoice status goes back to "Ready for Review". The WISK Team will check your comments and complete the invoice. If it doesn't go back to "Ready for Review" check that you have viewed and responded to all comments
Automatic Issue
When you upload an invoice, it gets validated to make sure it can be processed properly by the team. The main statuses are
Note: There are a few other validation rules related to emailing invoices that prevent an invoice from being uploaded to a venue. This includes if the email contains no valid attachments, or is sent to an email address that doesn't exist. To learn more, see:
Check for Multiple Invoices
An invoice marked as "Check for multiple invoices" contains more than 5 pages.
In most cases, an invoice shouldn't be more than 5 pages long. If an invoice contains more than 5 pages it's possible the file contains multiple invoices.
To resolve this issue you'll need to either:
Split the invoice file into separate invoices using the built-in splitting tool or
Confirm that the invoice is more than 5 pages and run the character recognition processing manually
Note: You can only review invoices with this status on the WISK Web Portal. If you check it in the mobile app it will direct you to the web.
Splitting the Invoice
If the PDF contains multiple invoices, you can use the splitting tool to split them up and assign each one to the correct distributor.
In this example, we can see the invoice has 6 pages, and when reviewing them they have different styles indicating they are from different distributors.
To split the invoice:
Click Actions > Manage invoice pages
All pages in the PDF display. Place your cursor between any two pages and click to split the invoice. Any pages on either side of the split remain together. If you need to get a closer look at a page, click the magnifying glass icon
When you have finished splitting the invoices, click the "Distributor" drop-down for each to assign a distributor to it
Note: When you split an invoice, it automatically assigns the distributor from the source invoice to the invoice that is created. Change the distributor if needed
When all invoices have a distributor, click "Submit"
The existing invoice is archived, and the split invoices are reuploaded. The "Invoice number" field populates with "merged" and the date/time to show the process has run
The split invoices appear on the draft invoices page. In this example there were four separate invoices created from the split. The team will then review them
For more information on Splitting and Merging Invoices, see:
Confirm Invoice is More Than 5 Pages
If the PDF contains a single invoice more than 5 pages, you can run the character recognition processing manually.
Make sure you have assigned a distributor to the invoice and click "Actions > Reprocess".
The invoice status goes back to "Ready for Review".
No Invoice Lines Detected
An invoice marked as "No invoice lines detected" means the character recognition software was unable to detect anything.
This could be because the image is:
too blurry
contains no recognizable text or
isn't a standard invoice format (receipt, order confirmation etc.)
Invoices with this status aren't immediately set to "Client Review Needed", but you are sent an email as a heads up.
Our team will try to process the invoice manually, and change the status if your assistance is required.
Note: Depending on the length of the invoice, it will take our team longer to process since invoice items won't populate automatically.
If you want to get ahead of the issue, you are welcome to re-upload a better quality image or archive the invoice, but it is not required:
Reupload the invoice
Web - Click Actions > Reupload invoice and upload a better quality image
Mobile App - Tap into the invoice and tap Reupload
Archive the invoice
Web - Click "Actions > Archive" if the image may have been uploaded in error or you can't determine what the invoice is
Mobile App - Swipe the invoice to the left and tap "Archive"
Final Approval Needed
There are also situations where the WISK Team has done everything they can with the draft invoice, but need you to convert it.
These invoices appear with the status of "Final Approval Needed" on the Client Review tab.
This is either:
By user request. The user wants to have final say on all invoices being added to the venue
The date of the draft invoice is in a locked inventory period. The WISK Team cannot unlock inventories on your behalf. If you want to convert the invoice, you will need to unlock the corresponding inventory.
User Request
When the WISK Team processes the invoices you scan/upload, they normally convert the draft invoice into a "real" invoice that updates your item's stock and costs.
If you don't want the WISK Team to do this, you can make a request to your Customer Success Manager to have final approval on draft invoices.
This means the WISK Team will process uploaded invoices like usual, but you will be responsible for converting them. Your item's stock and costs won't be affected until you approve them.
If this feature is enabled, you'll see a new status on draft invoices called "Final Approval Needed". Any draft invoice with this status appears on the "Client Review Needed" tab.
Click the invoice and review the details. If everything is correct, click "Convert to Invoice". If there are any errors, please correct them before submitting.
Important: This option gives you full control over any items coming into your venue and cost changes, but requires constant upkeep.
Draft Invoice in Locked Inventory Period
If you upload a draft invoice that falls in a locked inventory period, the WISK Team will confirm all the details are correct, but won't convert it.
This is because you can't add invoices to locked inventory periods. To add the invoice, the inventory period needs to be unlocked. Unlocking inventories has the potential to alter your historical data and the WISK Team cannot do this on your behalf.
To learn more, see:
When the WISK Team has reviewed the invoice, it will appear on the "Client Review Needed" tab with the status of "Final Approval Needed".
When you open the invoice, you'll see the following message:
"This invoice is in a locked inventory period and cannot be converted until an Admin from the venue unlocks the corresponding inventory."
After unlocking the inventory, the message disappears and you must convert the invoice.
Important: To avoid this, we recommend you upload invoices as any orders arrive in your venue. This way you will get them in well before an inventory locks. You can also increase the window that inventory counts remain unlocked if you aren't able to add invoices early. Adding your invoices early benefits you because it keeps everything up-to-date and accurate.