Reviewing an invoice: catch mistakes before you pay
Invoice review is where the office checks a supplier's bill line by line — against what was ordered and what the kitchen actually counted — before it goes anywhere near your accounting system. Three facts are kept deliberately separate: Ordered (what you asked for), Received (what was counted at the door), and Invoiced (what the supplier claims). The gaps between them are real money, and this screen is where they surface.
The review screen
The invoice document sits on the left; the lines on the right, in exactly the order the supplier printed them, showing the item as printed, unit, price, Invoiced and Received quantities. If the delivery was already checked off, matching lines are accepted automatically — you're never asked the same question twice. If nobody has counted the delivery yet, confirming is blocked — either the kitchen counts it or finance counts it right there. Nobody signs for goods no one checked.
What the labels mean
- Billed, not received — the invoice claims more than was counted. The gap becomes a credit claim.
- Price up / down — you choose: accept and update my price (your recipes re-cost automatically), pay it just this once (your price list is untouched), or decline and claim the difference.
- Different unit — billed per kilo but bought per bucket, say. Always needs a human decision — this is exactly where the big billing errors hide.
- Check this price — a price wildly above the known price (usually a misread decimal). Blocked until corrected.
- New product — search your catalogue for a match, or create it (with the supplier's full printed description kept).
- Charge — not stock — delivery fees and the like. Goes to accounting only; never touches your recipes or stock.
Lines that match quietly show no label at all — nothing is moved, grouped or hidden.
Totals and GST
A banner under the grid checks the lines against the invoice's own total. If they disagree, that's a signal a line was missed or misread — you can add the missing item, or, if you've checked the document yourself, click "I've checked — proceed anyway" (recorded with your name). GST is read per line from the invoice itself, and a GST mismatch shows a warning rather than a silent guess.
One supplier price rule worth knowing
If the supplier is connected on Open Pantry, their live catalogue is the price — a bill that differs is a billing discrepancy to pay or claim, never a change to your prices. If the supplier is one you manage yourself, accepting a price change updates your price list properly, so every recipe and report sees the new price.
Confirming
When every line is resolved, Confirm records the delivery, raises one credit request bundling every shortfall and price claim (visible to you and the supplier), updates only the prices you chose to update, re-costs the affected recipes (warning you if a dish drops below its target margin), and makes the bill ready to send to accounting.