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How To Enter and Upload Invoices

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Available in:  Agile |  Aware  | Analyzer | Multi-Outlet

 

Entering invoices into reciProfity gives you immediate visibility into your costs and inventory. That clarity helps you track spending as it happens, spot stock issues early, and respond before they affect your operation.

With current invoice data in place, you can forecast demand more accurately, plan cash flow with greater confidence, and keep inventory aligned with real-time needs. These entries also drive Price Creep Alerts, update recipe costs, and feed the Actual Usage report—connecting your daily inputs to the tools that guide your decisions.

Understanding Pricing History in reciProfity

Before entering invoices, it’s helpful to know how reciProfity tracks pricing changes. Every invoice, whether entered manually or imported, creates a pricing history entry for each item, even if the price hasn’t changed. This ensures a complete and accurate record of all pricing activity over time.

If you update the price on a saved invoice, reciProfity adds a new entry to reflect that change. Pricing history entries are sorted by date, so the most recent updates appear first.

Accessing the Invoices Section

  1. Click on the hamburger menu icon in the left corner.
  2. Expand the Manage Inventory tab.
  3. Select Invoices.

Choose How You Want to Enter Invoices

There are several options for entering invoice data. Use the links below to go directly to the method that fits your workflow:

Need a template? Download the Vendor Invoice Import Template files to get started.

Once your invoices are in, you can manage pricing and track changes across your operation:

To apply the latest invoice costs to your recipes, run the Bulk Reprice. This ensures your Price Creep Reports reflect the most current data.
 

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Uploading Invoices Manually

Manual entry gives you full control over invoice details. From the Invoices screen, you can create a new invoice, choose a vendor, and enter product-level data line by line—exactly as it appears on the invoice.

Follow the steps below to complete a manual invoice entry in reciProfity:

  1. From the main Invoices screen, select New Invoice.



  2. Click Select Vendor or Create a New One. 
  3. Click to save.
  4. Populate the Invoice Number, Invoice Date, and Received Date. 

  5. Populate the invoice with products from the vendor by typing the name or item code into the Add Product box.

  6. Enter the received quantity for each item in the Quantity column. Make sure to include the pack and/or unit amounts. The cost will default to the last purchased price for the item, but it can be updated in the cost column.

  7. If you want to add sales tax, freight, or a note, click the Show Details button.
  8. When you are done, click Save and Close to exit or Save and New to enter a new invoice. You can select Save at any point during the process to save your work and continue working on the invoice.

Please Note: reciProfity creates a pricing history entry for every invoice, even if the price hasn’t changed. This ensures a complete record of invoice activity.

If you reopen a saved invoice and change the price of an item, an additional entry will be created to reflect that change.

 

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Uploading Invoices from PO's

If a vendor has open purchase orders, you can use them to speed up invoice entry. This method pulls in product details directly from the PO, so you can focus on verifying quantities, updating costs, and adding any extras.

Follow the steps below to create an invoice from a purchase order:

  1. From the main Invoices screen, select New Invoice.



  2. Click Select Vendor or Create a New One. 



  3. Click to save.
  4. If the vendor has associated purchase orders, an additional field will be visible: Select Purchase Order. Choose a purchase order from the drop-down menu to import.



  5. Add the invoice number.
  6. The invoice date and receive date default to today’s date. Update them to match the invoice.
  7. Click the Hide Details button to add sales tax and/or freight.



  8. Update the received quantities and the packaging costs. Use the Add Product field to include any extra items listed on the invoice that are not in the purchase order.



  9. Click to keep your changes, or to abort.

 

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Uploading Using Vendor Templates

If your vendor provides invoices in a consistent format, you can save time by uploading them using a Vendor Invoice Import Template. This method lets you match the layout of your vendor’s file, preview the data before importing, and make adjustments as needed.

reciProfity has templates for the following vendor invoices:

To upload an invoice using a vendor template:

  1. From the main invoice screen, select Upload.



  2. On the following screen, you can either:

    a) Choose your vendor or enter a new one.

    b) Select a template that matches your vendor’s invoice layout — you can choose from a reciProfity Standard format, a vendor-specific template, or create a custom Excel or CSV import profile.

    c) Browse and select a file to import.


  3. Click to move onto the Preview Invoice page.

Reviewing Invoice Details

On the Preview Invoice screen, you have the chance to review the invoice before importing it.

Here are some of the details to review or edit.

  • The Invoice Number and Invoice Date are automatically filled in using the data from the imported file. The Received Date defaults to today’s date, but you can change it if the invoice was received earlier.
  • Click the Hide/Show Details button to enter any Sales Tax or freight charges.
  • If you need to add internal comments, use the Notes field.
  • In the bottom right corner, a Show Not Imported Items button will appear if any items failed to import. These items must be added to the database before the vendor’s invoice and reciProfity can reconcile.

Click  to keep your changes, or to abort.

You can then click Save and Close to exit the screen, Save and New to save and a start a new invoice, or Cancel to exit the invoice screen without saving.

 

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Import Your Own Custom or CSV Invoices

To import a custom Excel or CSV invoice, follow these steps to upload your file, map the spreadsheet fields, and review the data before finalizing the import.

Uploading Your Custom File

  1. From the Invoice screen choose Upload.
  2. Click Select Vendor or Create New One.

  3. In the Select Invoice Template field, choose + Import your own custom Excel or CSV file.

After importing, you'll be directed to the Import Invoice screen where you can map your spreadsheet so reciProfity knows how to read your invoice data.

Use the button to search for the invoice file. Then, you can:

  1. Check the Spreadsheet has a header box if your spreadsheet includes a header row.
  2. Under the Header row number, enter the number of the row that contains the column headers.
  3. Under Data row starts at, specify the row where the item data begins in the spreadsheet.

Click to move onto the next page.

 

Reviewing and Mapping Custom Invoice Columns

The Spreadsheet Sample screen provides a sample overview of the import file and the columns to map.

On this screen, you can edit details like:

  • Invoice Date: The sample file does not include an Invoice Date column, so this field cannot be assigned during mapping. You’ll need to enter the date manually on the next screen.
  • Invoice Number: Like the Invoice Date, this field requires a dedicated column in the file. If it’s missing, you’ll be prompted to enter the invoice number manually later.
  • Item Code: The reciProfity Item Code is mapped to the vendor’s Order Code. Since naming conventions may differ, focus on matching the correct data rather than relying on exact terminology.
  • Quantity: Indicates the number of units shipped.
  • Unit Price: Reflects the vendor’s pricing, which may be listed by case or by each, depending on how the item is sold.
  • Catchweight: Used for products with variable weights that require weight-based tracking.
  • Save This Map: If you plan to import this type of invoice regularly, check this box to save the mapping for future use.
  • Template Name: Enter a name for the saved template so it can be easily reused.

Click to move to the next screen, Preview Invoice.

 

Reviewing Custom Invoice Details

Just like when you upload an invoice using a vendor template, you’ll have a chance to review the invoice on the Preview Invoice screen before importing it.

The same details are available to review.

  • The Invoice Number and Invoice Date are automatically filled in using the data from the imported file. The Received Date defaults to today’s date, but you can change it if the invoice was received earlier.
  • Click the Hide/Show Details button to enter any Sales Tax or freight charges.
  • If you need to add internal comments, use the Notes field.
  • In the bottom right corner, a Show Not Imported Items button will appear if any items failed to import. These items must be added to the database before the vendor’s invoice and reciProfity can reconcile.

Click  to keep your changes, or to abort.

You can then click Save and Close to exit the screen, Save and New to save and a start a new invoice, or Cancel to exit the invoice screen without saving.

 

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Why Invoice Uploads Matter

Uploading invoices isn’t just about recordkeeping — it’s what keeps your inventory, pricing, and reporting accurate and up to date. When you enter an invoice, reciProfity updates your on-hand quantities and the total value of your inventory.

These updates also trigger price creep calculations for both ingredients and recipes, allowing you to see how costs are changing over time. Running the Bulk Reprice tool updates your recipe prices based on the latest ingredient costs, and those changes ripple through to the Price Creep Reports.

This screen confirms that your recipe prices have been successfully updated after importing invoices and running the Bulk Reprice tool. You can continue working while reciProfity recalculates in the background, and the updated prices will appear in your recipe list and Price Creep Reports.

 

 

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