What the notes mean
Every note the invoice reader can put on a draft, and what the upload window can say.
When the invoice reader is unsure of something, it puts a short note under the line, or above the lines for the invoice as a whole. Tap why beside a note to read what it found.
- Red: sort it before the delivery can be finalised.
- Amber: check it, then tap ✓ It's right, or change the line.
- Plain: for your information only.
Issues on a line
To sort before finalising
| Note | What it means |
|---|---|
| Not on the sheet | Nothing on the sheet is this item. Pick it, or make it with + New item. |
| In the price list, not on the sheet | It is on the price list but not this period's sheet. |
| Which one? | More than one item could be this. Pick the right one from those offered. |
| On the sheet twice | It matches an item that is on the sheet twice. |
| Different flavour or colour | The nearest item is a different flavour or colour. |
| Figures don't agree | The line's quantity, price and value don't agree with each other. |
| Couldn't read it all | Part of the line couldn't be read. |
To check
| Note | What it means |
|---|---|
| Name differs | The invoice calls it something else; it was matched another way, such as by its price. |
| Not sure it's this item | Matched, but not certainly. |
| Pack guessed | The pack size wasn't printed plainly, so it was taken as the usual one. |
| Units unlike last time | It went on differently from that supplier's last delivery of it. Check the units are the same. |
| Cost up or Cost down | The price differs from the item's cost price, by the amount shown. |
| A figure corrected | A figure on the line was put right so the line adds up. |
| A return | A return printed on a delivery: it takes the item off the purchases. It might belong on a credit note. |
For your information: a line matched the same way as the last delivery from that supplier, or a line that isn't stock (such as a delivery charge) left off.
Issues with the whole invoice
These show above the lines:
- Already entered: that supplier's invoice with this reference is already on this period. To sort.
- Supplier unknown: the supplier isn't one of the outlet's suppliers. To sort.
- Doesn't add up: the lines come to more or less than the invoice's total. To sort.
- Page missing or Page may not belong: a page of the invoice seems to be missing, or a photo may be from another invoice. To sort.
- No lines read: no goods could be read. Add them from the paper, or upload a clearer photo. To sort.
- Date outside the period: it is dated before or after this period, or the date couldn't be read. To check.
When the upload goes wrong
The upload window says what happened:
| It says | What to do |
|---|---|
| …isn't a photo or a PDF, so it was left out. | Only photos and PDFs are read. The rest of the upload carries on. |
| There were no invoices in that drop. | Nothing was chosen. Try again. |
| That drop is too large. Try fewer photos at once. | Upload them in two or three goes. |
| No signal. The invoices can't be read until there is one; drop them again then. | Reading needs a signal. Try again once you have one. |
| The connection was lost while it read. Anything it finished is in the list; drop the rest again. | Check the list, and upload only the ones that aren't there. |
| The invoices could not be read. Try again in a minute. | It couldn't read them this time. Try again shortly, and tell us if it keeps happening. |
Want to see this with one of your own outlets? Book a demo.