Invoices - how to enter and upload

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

Why It's Important

Receiving invoice data into reciProfity is crucial for maintaining accurate and up-to-date costs and inventory levels. Ensuring that every purchase is promptly recorded allows businesses to track their expenses and stock levels in real time. Additionally, having current invoice data helps forecast demand, manage cash flow, and optimize inventory turnover, ultimately leading to improved operational efficiency and profitability.

Invoice data ripples to the Price Creep Alerts, updates recipe costs, and is used in the Actual Usage report.

How To Use It

1) Click on the Hamburger menu in the left corner.
2) Expand Manage Inventory.
3) Select Invoices.

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

• Adding Invoices Manually
• Uploading Invoices from PO’s
  
• Uploading Invoices Using Vendor Templates
  
• Import your own custom Excel or CSV file
  

Vendor Invoice Import Template files

After entering invoices, refer to the following to manage your recipe and salable item pricing:

• Invoice Journals
• Ingredient Price Creep Analysis
• Recipe Price Creep Analysis

To ensure recipes are updated with the latest invoice costs, run the Bulk Reprice.  Recipe repricing will ripple through to the Price Creep Reports.

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Uploading Invoices Manually

Adding Invoices Manually

1. From the main Invoices screen, select "New Invoice"
   
   
   
   
2. Select a Vendor or Create a New One. Click to save.
   
   
   
   
3. Populate the Invoice Number, Invoice Date, and Received Date. 
   
   
   
   
4. Populate the invoice with products from the vendor by typing the name or item code into the "Add Product" box.
   
   
   
   
5. 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.
   
   
   
   
   
6. If you want to add sales tax, freight, or a note, click the "Show Details" button.
   
   
   
   
7. 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.
   
   

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Uploading Invoices from PO's

1. From the main Invoices screen, select New Invoice.
   
   
   
   
2. Select Vendor or Create a New One. Click to save.
   
   
   
   
3. 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.
4. Add the invoice number.
5. The invoice date and receive date auto-populate with today's date; update these appropriately.
6. Click the Hide Details button to add sales tax and/or freight.
7. 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.
8. Click to keep your changes, or to abort.

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Uploading Using Vendor Templates

Vendor Invoice Import Template files

reciProfity has templates for the following vendor invoices:

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, the reciProfity Standard format, or create a custom Excel or CSV import profile). 

   c) Browse and select the file to import.

   d) Click to move onto the next page.

   
   
   

3. On the Preview Invoice screen:
   

   a) The Invoice Number, and Invoice Date are populated by the imported file.

   b) The Received Date auto-populates today's date. Change it if necessary.

   c) Click the Hide/Show Details button to enter Sales Tax or freight charges.

   d) Use the Notes field to add comments.

   e) In the bottom right corner, click the Show Not Imported Items button to view the items that failed to import. This button will only be visible if items failed to import. These items must be added to the database before the vendor's invoice and the reciProfity will reconcile.

   f) Click  to keep your changes, or to abort.
   
   

4. 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.

   

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Import Your Own Custom or CSV Invoices

1. From the Invoice screen choose Upload.
   
   
2. Select Vendor or Create New One.
   
   
   
   
   
3. In the Select Invoice Template field, choose +Import your own custom Excel or CSV file
   
   
   
   
4. Spreadsheet Mapping:

   a) Use the button to search for the invoice file.

   b) Spreadsheet has a header: Check this box if the file has a header.

   c) Header Row Number: how many rows are in the file's header?

   d) Data Row Starts At: Which row does the item data start on?

   e) Click to move onto the next page.
   
   
   
   

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

   a) Invoice Date: the example file does not have an Invoice Date column, therefore, it cannot be assigned. In this scenario, the user manually assigns the date in the next screen.

   b) Invoice Number: This is the same as the invoice date. There must be a dedicated invoice number column before this field can be assigned. It too can be manually populated in the next screen.

   c) Item Code: reciProfity Item Code is mapped to the vendor's Order Code. Since reciProfity and the vendor's terminology are not always the same, mapping the data is more important than getting confused by naming conventions.

   d) Quantity: units shipped.

   e) Unit Price: The vendor's unit price can be either by case or each, depending on how the vendor sells it.

   f) Catchweight: Refers to the practice of managing products that have variable weights.

   g) Save This Map: If the invoice file is imported frequently, check the box to save the template for future use.

   h) Template Name: Name the template.

   i) Click to move to the next screen.
   
   

6. Preview Invoice: You have the chance to review the invoice before importing it.
   
   
   
7. 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.

   

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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.

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• Adding Invoices Manually
• Uploading Invoices from PO’s
  
• Uploading Invoices Using Vendor Templates
  
• Import your own custom Excel or CSV file