Capture, review, and approve supplier invoices
For the authorised purchasing reviewer. In the staff app, open Stock → Invoice
upload. In the Console, open Reports → Inventory reports → Invoices at the
correct location. Capture or upload the complete document, not unrelated
paperwork.
Capture and review
Add every page of the same delivery note or invoice before uploading. In the
app, check camera permission and remove unusable pages. The Console supports an
image/PDF or extracted text. Set the invoice reference where available and
verify upload success; uploading is not approval or proof that extraction is
correct.
Camera and upload validation appears beside the capture or upload controls.
Resolve permission or camera readiness before retaking a failed page. If asked
to capture an image or paste extracted text, add the document rather than an
empty upload. Check the existing invoice archive after an uncertain upload
before submitting those pages again.
Open the invoice detail. Compare vendor, number, total, extracted lines,
quantities, units, prices, matched stock items, and any accounting codes with
the original. Correct automated matches where needed. An unmatched line or
unexpected cost change needs review rather than automatic acceptance.
Read the approval consequence
| Approval | Displayed consequence |
|---|
| Approve and receive | Delivered quantities on matched lines enter stock; supplier prices and VAT are updated |
| Approve prices | Linked PO receipt already moved stock; approval updates prices/VAT only |
Use Review changes and the displayed approval action. Check whether receipt
already happened against a PO or another delivery flow before confirming. Lines
with zero delivered quantity move no stock. Do not approve an invoice as a new
receipt just to record prices for goods already received elsewhere. Outstanding
supplier credits are separate; the screen says approval records the invoice in
full. Have the responsible reviewer reconcile claims separately.
Credit notes
When the screen says This looks like a credit note, review supplier, amount,
reference, and existing claims. Nothing has been recorded yet is not a
recovered credit. Choose Process as credit note when correct, or No, it is
an invoice after checking. App processing requires purchasing rights; use
Leave for a manager when needed.
After an uncertain upload or approval, inspect the existing archive entry,
status, stock activity, and prices before resubmitting. Escalate with location,
supplier, document reference, disputed lines/units, intended consequence,
current state, and error through an authorised channel.