DC

Invoicing

6 documents need you
1 invoice raised on the accountterms 60 days netinvoices raise when the last line shipsXero connected, and it keeps the ledger
Replaces: BC invoice posting · supplier invoices keyed into BC from a PDF
All companiesAdd invoice
Resolve NOR43664Nordlin Paper Mills, arrived by supplier portal download, £15,866.47 gross against PO-4803Read as a delivery noteBack to the desk
Where it stands0 of 6 lines matched, 6 need you
What the extraction says it isDelivery note
Read bygpt-4.1 on Azure OpenAI, the PDF rasterised to PNG first, 2 pages
The read1 field needs a person, 87% sure across the document
Billed£13,222.06 net, £2,644.41 VAT, £15,866.47 gross
Would post at£13,222.06 net
What is stopping it
The extraction read this as a delivery note, not a payable invoice. Nothing on it can post until somebody says what it really is.
2 posting codes have not been set. G/L accounts and VAT codes come from Business Central and are chosen by Finance, so the extraction will never fill them in.
Purchase order reference was read at 48%, under the 75% the desk lets through. The document says "Order 4803 / 1" and the other reading was "PO-4803". Confirm it or correct it.
Line 1, Marbury & Kent 5 Litre Odour Neutraliser, is billed for 5 where goods-in counted 1. That is 4 units and £46.72 more than MSC has received.
Line 2, Kestralon 750ml Toilet Descaler, is billed for 10 where goods-in counted 5. That is 5 units and £95.80 more than MSC has received.
Line 3, Nordlin 5 Litre Toilet Descaler, is billed for 48 where goods-in counted 24. That is 24 units and £919.68 more than MSC has received.
Line 4, Corvelle 750ml Washroom Cleaner, is billed for 384 where goods-in counted 190. That is 194 units and £4976.10 more than MSC has received.
Line 5, Purevex 5 Litre Multi Surface Cleaner, is billed for 150 where goods-in counted 75. That is 75 units and £567.75 more than MSC has received.
Line 6, Quenby 750ml Multi Surface Cleaner, is billed for 18 where goods-in counted 9. That is 9 units and £73.80 more than MSC has received.
Press it and it will tell you exactly what is stopping it, which line, and by how much.
This document was captured over the seeded orders and receipts, and nothing is sent to a real Xero tenant. Add invoice reads a document you upload for real, on the same contract. The purchase order, the goods receipt and this invoice are three independent sets of facts, so the variance is arithmetic rather than decoration.
What this document isThe extraction decides what the document IS before it reads a single field, and it is sometimes wrong in both directionsDelivery note
The extraction saidDelivery note
A person saidNothing yet
Say what it is, and whySay what you can see on the page. It goes to the supplier with the document.
Sending it back stops it posting and tells the supplier what to send instead. Calling it payable overrules the model and puts your name beside its classification, it does not erase it.
The classification is the extraction's own: invoice, credit note, delivery note or other. A delivery note that lands in the invoice inbox looks like an invoice to everybody except the model that was asked the question first.
The codes Finance setsThe one part of this document nobody is allowed to guess2 to set
G/L accountFrom the Business Central chart of accounts. The extraction is forbidden from proposing one.VAT codeBusiness Central's own code, which is not the same thing as the VAT figure on the page.DimensionDepartment or site. Optional, and only Finance sets it.
These go to the ledger with the document, attributed to you. Nothing on this screen will ever show a G/L account or a VAT code as if the model had chosen it.
The extraction's own instruction, word for word: never invent accounting codes, G/L accounts and VAT codes are chosen by Finance from Business Central. That is why they arrive empty and why they are the only thing here a person types from nothing.
How it was read, field by fieldLeast certain first, so you only look at what the model was unsure about. Anything under 75% has to be confirmed by a person before this can post.1 the model is unsure about
Purchase order referenceRead at 48%, and it carries no weight in the score because it is checked against the order instead. The reference carries 5 digits where an mCentral purchase order has four. The first four were taken and the remainder treated as the supplier's own line or delivery suffix, which is a guess rather than a rule. The other reading considered: PO-4803.Invoice numberRead at 89%, and worth 20% of the document's score. Read cleanly from the invoice header.Net totalRead at 92%, and worth 10% of the document's score. Read from the totals block and checked against the sum of the extracted lines.SupplierRead at 93%, and worth 20% of the document's score. Matched against the supplier register on the trading name and the bank details block.Invoice dateRead at 95%, and worth 15% of the document's score. Read from the header and checked as a real date in UK format. A US-format reading would have given an impossible day.VATRead at 95%, and worth 10% of the document's score. Read from the totals block and checked at 20% of the net figure.Gross totalRead at 95%, and worth 25% of the document's score. Read from the totals block and checked as net plus VAT.
1 of these 7 were below the 75% threshold, so the document cannot post until a person has been over them. Confirming puts your name on all 7.
How that score was worked out
93% weighted across the fields. The total is worth 25%, the supplier 20%, the invoice number 20%, the date 15%, and the net and the VAT 10% each. The purchase order reference is worth nothing here because it is checked against the order itself.
Net plus VAT agrees with the printed total, so the score is lifted by three points.
The document reads as a delivery note rather than a payable invoice, so the score is capped at 35%.
35% published. The model's own scores are capped at 95% first, so an overconfident reading cannot walk a document through. A document read as a delivery note is not a payable invoice.
What it will never put in the purchase order field
It takes the customer's own order reference only. Your order, Customer's order, Order reference, Customer ref, PO NO, or a POR###### token.
It never puts an account number, a van route, an advice note, a consignment or a bank detail in the purchase order field.
VOW print Account No D5523 at the top. That is not the purchase order. The purchase order is the POR token on the advice note line.
Qualtex print Order No, which is their own number. The one that matters is under Order Reference.
Where the reference is digits only, it stays digits. It never invents a POR prefix to make it look tidy.
Every figure above is a proposal with a confidence and a reason behind it. Confirm the read and this becomes the record of who agreed to what, field by field.
The lines, against the order and the goods receiptWhat MSC agreed to buy, what the warehouse counted and what the supplier has billed. Price tolerance is 2% and quantity has none, because stock is a count.0 of 6 lines matched, 6 need you
LineOrderedCounted at goods-inBilledOut byRead atWhere it stands
1. Marbury & Kent 5 Litre Odour NeutraliserCHM-10865£11.68 each15£11.68 each£46.724 units69%Quantity variance
2. Kestralon 750ml Toilet DescalerCHM-109210£19.16 each510£19.16 each£95.805 units72%Quantity variance
3. Nordlin 5 Litre Toilet DescalerCHM-107848£38.32 each2448£38.32 each£919.6824 units80%Quantity variance
4. Corvelle 750ml Washroom CleanerCHM-1091384£25.65 each190384£25.65 each£4,976.10194 units66%Quantity variance
5. Purevex 5 Litre Multi Surface CleanerCHM-1083150£7.57 each75150£7.57 each£567.7575 units74%Quantity variance
6. Quenby 750ml Multi Surface CleanerCHM-109718£8.20 each918£8.20 each£73.809 units77%Quantity variance
1. Marbury & Kent 5 Litre Odour NeutraliserCHM-1086Quantity variance
Ordered5£11.68 eachCounted at goods-in1Billed5£11.68 eachOut by£46.724 unitsRead at69%
2. Kestralon 750ml Toilet DescalerCHM-1092Quantity variance
Ordered10£19.16 eachCounted at goods-in5Billed10£19.16 eachOut by£95.805 unitsRead at72%
3. Nordlin 5 Litre Toilet DescalerCHM-1078Quantity variance
Ordered48£38.32 eachCounted at goods-in24Billed48£38.32 eachOut by£919.6824 unitsRead at80%
4. Corvelle 750ml Washroom CleanerCHM-1091Quantity variance
Ordered384£25.65 eachCounted at goods-in190Billed384£25.65 eachOut by£4,976.10194 unitsRead at66%
5. Purevex 5 Litre Multi Surface CleanerCHM-1083Quantity variance
Ordered150£7.57 eachCounted at goods-in75Billed150£7.57 eachOut by£567.7575 unitsRead at74%
6. Quenby 750ml Multi Surface CleanerCHM-1097Quantity variance
Ordered18£8.20 eachCounted at goods-in9Billed18£8.20 eachOut by£73.809 unitsRead at77%
0 of 6 matched on their own, 0 decided by a person, 6 still open and worth £6,679.85
Nothing here is told it has a discrepancy. The order, the goods receipt and the supplier's own document are three separate records and the difference falls out of the arithmetic.
Line 1, Marbury & Kent 5 Litre Odour NeutraliserBilled for 5 but goods-in counted 1 received of 5 ordered, so 4 units are billed and not held.£46.72 out
Why you are deciding it this wayIt goes on the document, on the supplier's record and into the audit trail. A held match has never been allowed through on a shrug.
Accepting pays Nordlin Paper Mills £46.72 more than the order agreed on this line. Querying holds that £46.72 off the payment and the rest of the invoice can still post.
Claude reads the three documents server side and answers in plain words. The line above is the match's own reason and it stands either way.
Line 2, Kestralon 750ml Toilet DescalerBilled for 10 but goods-in counted 5 received of 10 ordered, so 5 units are billed and not held.£95.80 out
Why you are deciding it this wayIt goes on the document, on the supplier's record and into the audit trail. A held match has never been allowed through on a shrug.
Accepting pays Nordlin Paper Mills £95.80 more than the order agreed on this line. Querying holds that £95.80 off the payment and the rest of the invoice can still post.
Claude reads the three documents server side and answers in plain words. The line above is the match's own reason and it stands either way.
Line 3, Nordlin 5 Litre Toilet DescalerBilled for 48 but goods-in counted 24 received of 48 ordered, so 24 units are billed and not held.£919.68 out
Why you are deciding it this wayIt goes on the document, on the supplier's record and into the audit trail. A held match has never been allowed through on a shrug.
Accepting pays Nordlin Paper Mills £919.68 more than the order agreed on this line. Querying holds that £919.68 off the payment and the rest of the invoice can still post.
Claude reads the three documents server side and answers in plain words. The line above is the match's own reason and it stands either way.
Line 4, Corvelle 750ml Washroom CleanerBilled for 384 but goods-in counted 190 received of 384 ordered, so 194 units are billed and not held.£4,976.10 out
Why you are deciding it this wayIt goes on the document, on the supplier's record and into the audit trail. A held match has never been allowed through on a shrug.
Accepting pays Nordlin Paper Mills £4,976.10 more than the order agreed on this line. Querying holds that £4,976.10 off the payment and the rest of the invoice can still post.
Claude reads the three documents server side and answers in plain words. The line above is the match's own reason and it stands either way.
Line 5, Purevex 5 Litre Multi Surface CleanerBilled for 150 but goods-in counted 75 received of 150 ordered, so 75 units are billed and not held.£567.75 out
Why you are deciding it this wayIt goes on the document, on the supplier's record and into the audit trail. A held match has never been allowed through on a shrug.
Accepting pays Nordlin Paper Mills £567.75 more than the order agreed on this line. Querying holds that £567.75 off the payment and the rest of the invoice can still post.
Claude reads the three documents server side and answers in plain words. The line above is the match's own reason and it stands either way.
Line 6, Quenby 750ml Multi Surface CleanerBilled for 18 but goods-in counted 9 received of 18 ordered, so 9 units are billed and not held.£73.80 out
Why you are deciding it this wayIt goes on the document, on the supplier's record and into the audit trail. A held match has never been allowed through on a shrug.
Accepting pays Nordlin Paper Mills £73.80 more than the order agreed on this line. Querying holds that £73.80 off the payment and the rest of the invoice can still post.
Claude reads the three documents server side and answers in plain words. The line above is the match's own reason and it stands either way.