Skip to main content

Invoices - how to enter and upload

  • Updated

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

 

Why it's important

  • Invoices contain pricing and how much of an item you have purchased. reciProfity reads your invoices and updates both product AND recipe pricing.
  • Updates to pricing will ripple to your Price Creep alerts
  • Receiving goods adds to your on hand which is used to calculate the value of your goods on hand and your Actual Usage

How to do it

There are several ways to enter your invoices. Use the links below to choose your preferred option:


Access Invoices through the side menu Manage Inventory > Invoices

mceclip0.png



Import Your Own Custom or CSV Invoices

  1. From the Invoice screen choose Upload

    mceclip4.png

  2. Select or add a new vendor


  3. Select Template and choose + Import your own custom Excel or CSV file

    mceclip3.png

  4. On the following screen you will select the columns from your spreadsheet that match the reciProfity fields. Then you will select "Upload Invoice".

 

You will only need to map the Invoice Date, Invoice Number, Item Code and Quantity received.

 



To update the prices of your recipes run the Bulk Reprice 
Recipe repricing will ripple through to the Price Creep Reports.



Uploading Using Vendor Templates

reciProfity has templates for the following vendor invoices:

 

 

For an Excel invoice click here

  1.  From the main invoice screen, select "Upload"



  2. On the following screen, you will:

    a- choose your vendor (or enter a new one)

    b- choose a template to use (based on your vendor layout or the reciProfity standard layout). Please see this link for information on the different layouts. 

    c- then select the file to import.

     

    If your invoice does not match one of our vendor templates and you received an Excel file from your vendor, choose "Import your own custom Excel or CSV file" from the list. 



  3. On the following screen, you can preview your invoice. Insure everything looks ok, and select "Import Invoice".

 




To update the prices of your recipes run the Bulk Reprice 
Recipe repricing will ripple through to the Price Creep Reports.

 

 _




Uploading Invoices from PO's

 

From the Invoice screen after you choose your vendor use the PO pull down to choose the Purchase order/Select Purchase pull down to choose the PO you want to import. This will display all the items you have ordered from that vendor, on that PO. Double check and if everything looks right click SAVE.

 

09044FBA-0D41-41CA-BE09-CDFB58254D48.jpeg

 

From the main Invoice screen, you can:

a) access and edit previously entered invoices,

b) add and edit vendor information,

c) add a new invoice manually,

d) upload a Vendor Template or Excel invoice, or e) access reports associated with invoices.  

 

To update the prices of your recipes run the Bulk Reprice 
Recipe repricing will ripple through to the Price Creep Reports.

 

 

 




 

Adding Invoices Manually

 

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



  2.  Enter invoice number and date, received date, and select the Vendor.



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


  4.  Enter the amount you received for each item under the "Quantity" columns. Remember to input the pack and/or unit amounts. The cost will default to your last purchased price for the item but you can change it on this screen.




  5. If you want to add sales tax, freight, or a note, click the "Show Details" button.



  6. 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 keep working on the invoice.

 

The big picture

To update the prices of your recipes run the Bulk Reprice 
Recipe repricing will ripple through to the Price Creep Reports.

  • Entering invoices updates your on hand quantity and the value of your inventory.
  • Price creep for both ingredients and recipes are updated allowing you to see any changes to both your ingredients and your food costs.
  • Modify your serving recipe costs based on your most recent recipe price creep reports.

 

 

Related articles