Reconciling Purchase Orders
When reconciling purchase orders in Supply'd, users can easily verify payments, track order statuses & resolve discrepancies, streamlining the reconciliation process for better financial clarity.
This document will guide you through reconciling your purchase orders, including:
Expenses Page
When you select Expenses from the main menu, the Expenses page will open. At the top, you'll see four tabs.
Reconcile
The Reconcile tab lists purchase orders not yet reconciled.
Payments
The Payments tab displays purchase orders that have been reconciled but still have pending payments scheduled for suppliers.
Completed
The Completed tab lists purchase orders that have been paid and reconciled.
Unmatched
The Unmatched tab displays a list of files that couldn’t be matched to any open purchase orders.
Order Details
Clicking an order opens its detailed view.
At the top of the order details page, you'll see the following:
Order Date
The date the order was placed.
Order Number
Clicking on the order number will open the order to display all the details.
Supplier
Clicking on the name will open the supplier's page.
Location
The location of the order.
Invoice Number
The invoice number can be edited if required.
Due Date
The date payment is due. Clicking the field will open a calendar for you to view or change the date.
Payment Date
Clicking the field will open a calendar for you to choose a payment date. For example, you pay your invoices every Friday. You can select the Friday before the due date to schedule payment for this invoice.
Amount Payable
To total amount due for this invoice. Can be edited, if required.
Reconciling a Purchase Order
To reconcile a purchase, select it from the list. The purchase order details will open.
If a photo invoice was uploaded when the purchase order was received, or if the supplier sent the invoice to the Invoice Inbox, Supply'd will automatically attempt to match it to the order. If it can’t find a match, the invoice will appear in the Unmatched tab.
If no invoice was matched, you can upload it on this page. On the top right, you will see 
. Click this to upload the invoice for this order.
The Attach File form will open.
Choose the file to upload. Click 
to upload the invoice to Supply'd.
The invoice will appear next to the order details.
Supply'd will scan the invoice to identify discrepancies with the order. During this process, "PROCESSING" will appear with a yellow background at the top of the invoice.
Once Supply'd has finished scanning the invoice, you will be asked to refresh the page. Click where it says "Click to refresh".
"SCANNED" will appear across the top of the invoice with a blue background.
Please note that this process may not be 100% accurate and scanning errors may occur, so it's important to manually verify as well.
In the example provided, the quantities received align with the invoice, indicated by the '=' symbol with a blue background. All prices match except for one discrepancy.
In our example, Supply'd have picked up a discrepancy in the price of the Pink Unicorns. The purchase order says they are $1.25 each while the invoice has them at $1.35, an increase of 8%. At this price, the margin has decreased from 31% to 26%, falling below our preferred margin of 30%, as highlighted with a yellow background.
Manually checking the invoice, we can see that Supply'd has picked up the discrepancy correctly. If this is an error on the Supplier's part you would then query it. If this is a price increase, you can update the product’s buy price by ticking the Update Product Buy Prices box at the bottom left. You can also use the Update Batch Cost of Goods feature to update costings for specific batches.
Update Product Buy Prices
This option automatically updates the default buy price of a product based on the actual price paid on a recent invoice. It keeps your product costs current without you needing to track every change manually.
Update Batch Cost of Goods
This updates the cost of goods for specific batches using the invoice data, ensuring your batch-level costing is accurate. That means your profit margins, stock valuation, and reporting are all based on real, up-to-date costs.
These features save time and reduce errors by automatically updating costs from supplier invoices. It’s ideal for managing large inventories, tight margins, or changing supplier prices - helping you make smarter decisions with less manual work.
You can update your sale price by clicking the three dots next to the product to open a menu, then selecting Edit Pricing.
While it is possible to edit the price from this screen, it is recommended to follow the method outlined in the Managing Products document for greater accuracy and consistency.
This will open the Edit Price form, allowing you to update the pricing accordingly.
The other options in this menu are:
Change Line Tax
Opens the Change Tax form which will allow you to change to change the line tax.
Tax* [required]: Which tax applies to this line item on this order. Options in the drop-down menu are GST and GST Free.
Update Product: Whether or not to update the product to match the tax for future orders for this supplier. Select Yes or No.
Change Units/Cartons
Opens the Change Units/Cartons form, where you can change whether the item was purchased in cartons or individual units.
Ordered By: Whether this line item was ordered by the unit or by cartons. Select Unit or Carton from the drop-down menu.
Update Product: Whether or not to update the product to match the units/cartons for future orders for this supplier. Select Yes or No.
Click 
to apply your selections.
Add Price Change
Open The Add Price Change form where you can update the product prices across selected sales channels. You can also choose schedule when the change takes effect.
See the Product Price Changes document for details on completing this.
View Related Recipes
If this is an ingredient or product that is used as part of a recipe in other products, this will allow you to view those products. You can then ascertain whether or not the price change will in turn affect the price of the other products.
In our example, the Pink Unicorns are used in a 3 pack of unicorns. The price for these would need to increase for us to maintain our preferred margins.
Additional Options
Clicking on the 3 dots at the top right of the order details, will bring up a menu:
Finalise
An alternative to the 
button. Will finalise the reconciling process and schedule payment for the invoice.
Add Item
Will open the Add Item form allowing you to add an item to the purchase order.
The selected item will be added to the purchase order, however, no stock will be added to your inventory. Please make sure you have received the stock if needed independently from adding this item to the purchase order.
Edit Invoice
Whether prices in the scanned invoice are tax-inclusive. Supply'd assumes they are exclusive when scanning. Changing this setting will adjust prices based on your product settings.
Mark As
Unpaid or Paid: Will mark the order as either "Paid" or "Unpaid".
Completed: Will mark the order as "Completed".
Refresh
Will refresh the page, much the same as clicking "Click here to refresh" above.
Scheduling Payment
Once you have checked the details and completed any changes required, adjust the relevant credit card and delivery fees to fully match the invoice amounts.
Click 
to schedule payment for the invoice. You will be asked to confirm.
The order will be moved from the Reconcile tab to the Payments tab.
For instructions on completing the payment, refer to the Purchase Order Payments document.
Filtering the Reconcile List
Supplier
Clicking on the field will bring up a list of your suppliers. Select the suppliers you would like to reconcile.
Supplier Group
Clicking on the field will bring up a list of your supplier groups. Select the supplier group you would like to reconcile.
Order Status
Clicking on the field will bring up a list of order statuses. Select the applicable statuses you would like to filter.
Location
Clicking on the field will bring up a list of your locations. Select the applicable location you would like to filter.
Order Date Range
Clicking on the field will bring up a calendar. Select an order date you would like to filter.
The lists under the Payments and Completed tabs can be filtered in the same way but will not have the Order Status field.
This page covers just one part of the procure-to-pay process. For a full overview, refer to the Expense Flow (Procure-to-Pay cycle) document.
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