# Reconciling Purchase Orders
Reconciling Purchase Orders in Supply’d helps you ensure that what was ordered matches what was received and invoiced. This process allows you to confirm quantities, costs, and supplier details, making it easier to identify discrepancies, track deliveries, and maintain accurate inventory and financial records.
This document will guide you through reconciling your purchase orders, including:
* [#the-expenses-page](#the-expenses-page "mention")
* [#reconciling-a-purchase-order](#reconciling-a-purchase-order "mention")
* [#filtering-the-reconcile-list](#filtering-the-reconcile-list "mention")
***
## The Expenses Page
When you select **Expenses** from the main menu, the **Expenses** page will open. At the top, you'll see five tabs - **Reconcile**, **Invoice Files**, **Payments**, **Completed** and **Statements**.
#### Reconcile
The **Reconcile** tab lists purchase orders not yet reconciled.
{% hint style="success" %}
A dot next to the order status - - indicates that the invoice has been uploaded and scanned, or matched by Supply'd Intelligence, for that order.
{% endhint %}
#### Invoice Files
The **Invoice Files** tab displays a list of files that have been uploaded.
{% hint style="success" %}
Invoice files will have colour-coded statuses beside them:
* - The invoice has been matched to the order, but not yet reconciled.
* - The invoice has matched, the order completed and reconciled.
* - The invoice hasn’t been matched to an order.
An envelope next to the invoice file - - indicates that the invoice was matched via the **Invoice Inbox** (see [Managing Suppliers](/suppliers/managing-suppliers.md)).
{% endhint %}
{% hint style="info" %}
If you remove files from a purchase order while reconciling, they’ll go back to **Invoice Files** instead of being deleted. You can remove invoices from **Invoice Files** later if they’re duplicates or no longer needed.
{% endhint %}
#### 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.
#### Statements
The **Statements** tab lists any statements that have been uploaded to Supply'd.
***
### Reconcile Order Details
Clicking on an order opens its detailed view.
At the top of the order details page, you'll see the following:
**Order Date**
The date and time the order was placed.
**Order Number**
The order number. Clicking on this will open the order to display all the details.
**Supplier**
The suppliers name. Clicking on this will open the supplier's page.
**Location**
The location of the order.
**Invoice Number**
The invoice number. This 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**
The date payment will be made.
Clicking the field will open a calendar for you to choose a payment date.
For example, if you pay 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. This can be edited, if required.
{% hint style="success" %}
When an invoice is in a foreign currency, extra fields will appear in the totals section - including **Conversion Rate, Amount**, **Duty**, and **Tax on Duties** - to calculate and display the correct local currency values.
{% endhint %}
***
## Reconciling a Purchase Order
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{% step %}
#### Select the Purchase Order
To reconcile a purchase order, select it from the list. The purchase order details will open.
***
{% endstep %}
{% step %}
#### Check Order Details
Check the Purchase Order details.
***
{% endstep %}
{% step %}
#### Upload Invoice
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 no invoice was matched, you can upload it on this page. In the top right, you will see . Click this to upload the invoice for this order.
The **Attach File** form will open.
Click on to select the file to upload. The file must be in PDF format.
Once the file is uploaded, click to upload the invoice to Supply'd.
The invoice will appear next to the order details.
On the reconcile screen, you may see an button. This button only appears if the supplier has unmatched invoices in the system.
Clicking this button will open the **Attach Invoice** page, allowing you to select an invoice and attach it to the purchase order.
***
{% endstep %}
{% step %}
#### Check for Discrepancies
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 here to refresh".
"**SCANNED**" will appear across the top of the invoice with a blue background.
{% hint style="warning" %}
Please note that this process may not be 100% accurate and scanning errors may occur, so it's important to manually verify as well.
{% endhint %}
In the example provided below, 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.
{% hint style="info" %}
Hovering over the **Margin** field will show a pop-up with all the margins for the various sales channels.
{% endhint %}
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.
👉 See **Step 6 -** [#tick-update-product-buy-price-and-cogs-boxes](#tick-update-product-buy-price-and-cogs-boxes "mention").
You can update your sale price by clicking the three dots next to the product to open a menu, then selecting **Edit Pricing**.
👉 See [#edit-price](#edit-price "mention") below.
{% hint style="info" %}
If any items on the scanned invoice haven’t been matched to items on the purchase order, an orange box will appear at the bottom of the items list stating:\
\&#xNAN;**“There are \_ items not yet matched to an item on the purchase order.”**\
This helps ensure no items are missed before finalising reconciliation.
{% endhint %}
{% hint style="warning" %}
**Defective Stock**
If defective stock is received , the system will flag the item line with a red dot. Hovering over the dot will show the item marked as “**Defective Stock**.” You may want to hold off on making payments until the issue is resolved with the supplier.
**Note:** The item must be marked as defective at the time of receiving for it to be flagged.
(👉 See the [Receiving Purchase Orders](/purchase-orders/receiving-purchase-orders.md#adding-batch-data) section of [Receiving Purchase Orders](/purchase-orders/receiving-purchase-orders.md).)
{% endhint %}
***
{% endstep %}
{% step %}
#### Check Shipping & Credit Card Details
Check that the shipping and credit card details are correct and update if necessary.
***
{% endstep %}
{% step %}
#### Perform any Additional Options
Perform any additional actions.
👉 See [#additional-options-for-order-items](#additional-options-for-order-items "mention") and [#additional-options](#additional-options "mention") below.
***
{% endstep %}
{% step %}
#### Tick Update Product Buy Price & COGs Boxes
If a product in your order has a price increase, you can update its buy price in Supply’d by selecting the **Update Product Buy Prices** checkbox at the bottom left.
If you only need to adjust costs for certain batches, use the **Update Batch Cost of Goods** feature instead. This lets you update pricing at the batch level without changing the overall product buy price.
{% hint style="success" %}
**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.
{% endhint %}
***
{% endstep %}
{% step %}
#### Schedule Payment
Once you have checked the details and completed any changes required, 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.
{% hint style="info" %}
Once reconciliation is finalised, the purchase order status on the **Purchases** list & purchase order will change from to .
{% endhint %}
{% hint style="success" %}
👉 For instructions on completing the payment, refer to the [Purchase Order Payments](/expenses/purchase-order-payments.md) document.
{% endhint %}
{% endstep %}
{% endstepper %}
***
## Additional Options for Order Items
Clicking on the 3 dots beside an item will bring up a menu.
***
### Change Line Tax
Opens the Change Tax form which will allow you to change the line tax.
**Tax\* \[required field]**
Select the tax that applies to this line item on this order.
**Update Product**
Select whether or not to update the product to match the tax for future orders for this supplier.
Click to apply the changes.
***
### 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**
Select whether this line item was ordered by the unit or by cartons.
**Update Product**
Select whether or not to update the product to match the units/cartons for future orders for this supplier.
Click to apply your selections.
***
### Edit Price
This will open the **Edit Price** form, allowing you to update the pricing accordingly.
{% hint style="warning" %}
While it is possible to edit the price from this screen, it is recommended to follow the method outlined in the [Managing Products](/products/managing-products.md) document for greater accuracy and consistency.
{% endhint %}
***
### Add Price Change
Opens **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](/products/product-price-changes.md) 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.
{% hint style="info" %}
If this ingredient is used in small quantities within a recipe, such as sugar or salt, the resulting price difference may be negligible, making a price increase unnecessary.
{% endhint %}
***
## Additional Options for the Order
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
Selecting this will open the **Add Item** form allowing you to add an item to the purchase order.
{% hint style="success" %}
This feature is useful if items were missed during the receiving process. It allows you to add those items to the purchase order so the PO can be reconciled accurately.
{% endhint %}
{% hint style="warning" %}
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 additional stock, if needed, independently from adding this item to the purchase order.
{% endhint %}
***
### Edit Invoice
**Sort Line Items By**
Choose how the line items in this expense should be arranged to make reconciliation easier.
**Issue Date**
Select the date hte invoice was issued.
**Price Calculation Method**
Select the method to use for this invoice for the line item unit price.
Sometimes invoices don’t show discounts in the unit price correctly. In those cases, when reconciling, you can change the **Price Calculation Method** to **Line Amount & Quantity** to calculate the unit price.
* **Unit Price:** Use the unit price scanned on the invoice by Supply'd Intelligence. This is the default.
* **Line Amount & Quantity:** Use the line amount divided by the quantity. Typically used for when unit prices do not include line discounts.
**Prices are Tax Inclusive?**
Select 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.
**Discount**
* **No Discount:** This option means that no discount will be applied to the invoice total.
* **Fixed Amount:** When this is selected an additional field will appear - **Fixed Amount** - allowing you to apply a set monetary value off the total (eg. $10 off).
* **Percentage:** When this is selected an additional field will appear - **Percentage** - allowing you to apply a discount as a percentage of the total (eg. 10% off).
**Save Settings to Supplier**
This option lets you apply the current invoice settings as the default for that supplier, ensuring consistency and saving time on future invoices.
***
### Reanalyse Invoice
This option re-runs the invoice analysis to re-scan and re-match items. This is useful if changes were made to the purchase order or if the invoice was updated or corrected.
***
### Mark As
**Unpaid** or **Paid**
Will mark the order as either "Paid" or "Unpaid".
{% hint style="info" %}
When you manually mark a Purchase Order (PO) as **Paid**, the associated expense status is automatically updated to as well and vice versa.
This is especially helpful for prepaid invoices, as it moves the expense directly to the **Completed** tab instead of the **Payments** tab, reducing the risk of double payments. If you mark either one as Unpaid, the status will automatically sync back to both records.
{% endhint %}
**Awaiting Credit**
Flags the reconciliation as waiting on a supplier credit, such as when items are missing, damaged, or incorrectly invoiced. This helps track outstanding credits before completing reconciliation.
You will be asked to confirm.
The status will change to .
{% hint style="info" %}
Updating the status here will also update the PO status in **Purchases**.
{% endhint %}
**Credit Received**
If an order is marked as **Awaiting Credit**, the option will change to **Credit Received**.
Once the credit has been received, select **Credit Received**. You will be asked to confirm. The status will revert back to or .
{% hint style="info" %}
Selecting **Credit Received** will also update the PO status in **Purchases**.
{% endhint %}
**Completed**
Will mark the order as "Completed".
**Credit Received**
This option will show if there is a mismatch between what you were invoiced and what you actually received.
You will be asked to confirm
Allows you balance your books by marking that a supplier gave you a discount or refund for missing or damaged items, or overcharged items, ensuring your final payment matches the adjusted invoice total.
***
### Refresh
Will refresh the page, much the same as clicking "Click here to refresh" above.
***
## Filtering the Reconcile List
Under the **Reconcile** tab on the **Expenses** page, the 3 lines next to the 3 dots in the top right let you filter the Reconcile list, while the magnifying glass allows you to search for specific order number or supplier name.
Clicking the 3 lines opens the **Filter Reconcile** form, giving you access to all available filtering options.
**Supplier**
Select the supplier(s) you would like to filter the reconcile list by.
**Supplier Group**
Select the supplier group(s) you would like to filter by.
**Order Status**
Select the applicable status(es) you would like to filter by.
**Location**
Select the location you would like to filter by.
**Order Date Range**
Clicking the field will open a calendar, allowing you to select a date range for filtering.
Click to set the range.
Click to view the list based on your selected criteria.
{% hint style="success" %}
The lists under the **Payments** and **Completed** tabs can be filtered in the same way but will not have the **Order Status** field.
{% endhint %}
***
{% hint style="success" %}
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)](/expenses/expense-flow-procure-to-pay-cycle.md) document.
{% endhint %}
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