Reviewing an invoice: catch mistakes before you pay

Quick answer: Open an invoice from Orders & Invoices → Invoices. The status chips across the top tell you what’s fine and what needs you. Decide any flagged lines, then click Confirm. If you trust our suggestions, ⚡ Accept all & send does the whole review in one go — it shows you every step first.

The review screen

• The header is one summary line (invoice, date, total, supplier). Click Edit details ▾ to correct the invoice number, dates, total or supplier.
• The status chips sit under the header — for example Lines = $96.75, GST, Counted or Not counted, Order ONRKO3 or No order, 2 new products and Possible duplicate. Green is fine. Tap a chip for its explanation and actions.
• The lines are listed in the order the supplier printed them, with Invoiced and Received quantities. The document sits beside them — use Expand or Hide to change its size. On a phone, tap 📄.
• The confirm bar stays at the bottom with what’s left to do, Save, ⚡ Accept all & send and Confirm.

What the line labels mean

Lines that match show no label. Most labels hide their explanation behind why?; red ones stay open.

• Billed, not received — billed for more than was counted. Raise a credit request, or Accept it anyway — don’t claim.
• Price up / down N% — choose Accept & update my price (recipes re-cost), Pay it just this once (price list unchanged) or Decline — claim the difference. For a supplier connected on Open Pantry, their catalogue sets the price, so the first option reads Accept — pay what they billed.
• Different unit — billed per kilo but bought per box, say. Always needs you.
• Check this price — far above the known price, usually a misread decimal. Correct it.
• New product — find the match in your list or create it.
• Charge — not stock — delivery fees and the like. Goes to accounting only.
• You may also see Substituted, Not ordered or Couldn’t read this.

The three things to finish

1. Every line decided. accept N clean accepts all the straightforward lines at once.
2. Lines add up. If they don’t match the invoice total, fix opens the Lines chip: add the missing line or correct the misread one. If you’ve checked the document yourself, click I’ve checked — proceed anyway → (recorded in your name). GST mismatches work the same way.
3. Delivery counted. If it was checked off at the door, that count is used. If not, type what arrived in Received, use count all as billed, or open the chip and choose Accept the supplier’s figures as the count →. Either way it’s recorded in your name.

Confirm shows how many things are left until all three are done. Confirming records the delivery, raises one credit request for every shortfall and price claim, updates only the prices you chose, re-costs your recipes and makes the bill ready to send to accounting. If there’s no Open Pantry order, the No order chip lets you record the invoice as the delivery.

⚡ Accept all & send

This first lists exactly what it will do. That might include counting on the supplier’s figures, accepting lines with our suggestions, acknowledging a total or GST difference, confirming, and sending the bill to your accounting system. Click Do it all & send →, or Let me look first to back out. It stops on anything only you can decide — a short delivery, a unit mismatch or a misread price — and tells you what’s left. Every step is recorded in your name.