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.

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

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.

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.

Invoice Files

The Invoice Files tab displays a list of files that have been uploaded.

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).

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.

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:

When you open an expense for the first time, the Due Date, and Payment Date are not pre-filled by default. You must either enter the dates manually, go to Edit Invoice and enter the Issue Date to automatically calculate the remaining dates, or attach an invoice to the expense.

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.

If payment days are set in the Payment Days section of your Expense Settings, those days will appear shaded grey. The system will also automatically select those days as the payment dates once the Issue Date or due date is entered.

Amount Payable

To total amount due for this invoice. This can be edited, if required.

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.

Reconciling a Purchase Order

Select the Purchase Order

To reconcile a purchase order, select it from the list. The purchase order details will open.

Check Order Details

Check the Purchase Order details.

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.

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.

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 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.

Hovering over the Margin field will show a pop-up with all the margins for the various sales channels.

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 & COGs Boxes.

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 below.

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: “There are _ items not yet matched to an item on the purchase order.” This helps ensure no items are missed before finalising reconciliation.

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 Adding Batch Data section of Receiving Purchase Orders.)

Check Shipping & Credit Card Details

Check that the shipping and credit card details are correct and update if necessary.

Perform any Additional Options

Perform any additional actions.

👉 See Additional Options for Order Items and Reconciling Purchase Orders below.

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.

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 Supplier SKU

This updates the supplier’s product code (SKU) during reconciliation. This helps keep supplier product details accurate for future orders and imports.

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.

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.

Once reconciliation is finalised, the purchase order status on the Purchases list & purchase order will change from to .

👉 For instructions on completing the payment, refer to the Purchase Order Payments document.

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.

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.

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 document for details on completing this.

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.

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.

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.

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.

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.

Edit Invoice

Issue Date

Select the date the invoice was issued.

This is helpful to automatically work out Due Date and Payment Date for the system (if you have payment terms for this supplier) and if there's no invoice attached to it. If there's an invoice then data on invoice will override all your dates

Sort Line Items By

Choose how the line items in this expense should be arranged to make reconciliation easier.

Update Data By

Select whether you want to update product buy prices and batch Cost of Goods Sold (CoGS) for the Whole Order, or manage these values individually Per Line.

Update Per Line is useful when you need more control over how pricing updates are applied from the expense screen. For example, if an item has a temporary discount, you may want to update the expense without changing the system buy price. However, if an item has a genuine price change, you can choose to update the system so it is reflected everywhere.

This helps when invoices contain a mix of both scenarios - some items with permanent price changes that should update buy prices, and others with short-term discounts that should not. It allows you to manage both types of pricing within the same expense.

When enabled, the usual three tick-box options (such as updating COGS and SKU settings) move to the left of each line item and are pre-selected. Users can hover over the icons to see what each option controls.

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

Select whether a discount applies to this order and, if so, choose whether the discount is a fixed amount or a percentage.

No Discount: This option means that no discount will be applied to the invoice total.
Fixed Amount: When this is selected an additional field - Discount Amount ($) - will appear allowing you to apply a set monetary value off the total (eg. $10 off).

Percentage: When this is selected an additional field - Discount Percentage (%) - will appear 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.

Actions >

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.

Request Credit

Allows you to send an email about short received items. The system will automatically calculate which items were short received; otherwise, it will show that all items were fully received.

The expense status will automatically change to if a user requests credit.

Mark As >

Unpaid or Paid

Will mark the order as either "Paid" or "Unpaid".

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.

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 .

Updating the status here will also update the PO status in Purchases.

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 .

Selecting Credit Received will also update the PO status in Purchases.

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.

Order Activity

Under the Reconcile and Invoice tabs, there is an Order Activity section at the bottom of the page when an order is opened. This section lists all activity related to the order, such as when it was placed, paid, and received.

You also have the option to add an internal note. Simply click on to open the Add Internal Note form, enter your note, then click to add it to the Order Activity.

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.

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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Last updated 14 days ago

The Expenses Page

Reconcile

Invoice Files

Payments

Completed

Statements

Reconcile Order Details

Reconciling a Purchase Order

Select the Purchase Order

Check Order Details

Upload Invoice

Check for Discrepancies

Check Shipping & Credit Card Details

Perform any Additional Options

Tick Update Product Buy Price & COGs Boxes

Schedule Payment

Additional Options for Order Items

Change Line Tax

Change Units/Cartons

Edit Price

Add Price Change

View Related Recipes

Additional Options for the Order

Finalise

Add Item

Edit Invoice

Actions >

Mark As >

Refresh

Order Activity

Filtering the Reconcile List