DC

Invoicing

6 documents need you
1 invoice raised on the accountterms 30 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 BEL45997Bellhaven Paper, arrived by supplier portal download, £1,466.06 gross against PO-4815Match heldBack to the desk
Where it stands1 of 2 lines matched, 1 needs you
What the extraction says it isInvoice
Read bygpt-4.1 on Azure OpenAI, the PDF rasterised to PNG first, 2 pages
The readRead at 95% confidence, nothing flagged
Billed£1,221.72 net, £244.34 VAT, £1,466.06 gross
Would post at£1,221.72 net
What is stopping it
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.
Line 1, Purevex Catering Colour Coded Chopping Board, is billed at £12.53 against £11.88 agreed on the order. That is 5.5% and £39.00 on the line.
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 directionsInvoice
The extraction saidInvoice
A person saidNothing yet
Say what it is, and whyOnly needed if you disagree. Most documents read correctly and go straight through.
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.Nothing under the threshold
SupplierRead at 90%, and worth 20% of the document's score. Matched against the supplier register on the trading name and the bank details block.Purchase order referenceRead at 93%, and it carries no weight in the score because it is checked against the order instead. Punctuation, spacing and the supplier's own prefix were stripped, leaving the four digits 4815, which were re-formed as PO-4815. The other reading considered: PO-4815.Invoice dateRead at 93%, 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.Net totalRead at 94%, and worth 10% of the document's score. Read from the totals block and checked against the sum of the extracted lines.Invoice numberRead at 95%, and worth 20% of the document's score. Read cleanly from the invoice header.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.
Confirming puts your name on all 7 fields. Correcting the purchase order reference re-runs the match against the order it names.
How that score was worked out
94% 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.
97% published. The model's own scores are capped at 95% first, so an overconfident reading cannot walk a document through.
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.1 of 2 lines matched, 1 needs you
LineOrderedCounted at goods-inBilledOut byRead atWhere it stands
1. Purevex Catering Colour Coded Chopping BoardCAT-117660£11.88 each6060£12.53 each£39.005.5% on price79%Price variance
2. Rillbeck Catering Oven CleanerCAT-117024£19.58 each2424£19.58 eachnothing85%Matched
1. Purevex Catering Colour Coded Chopping BoardCAT-1176Price variance
Ordered60£11.88 eachCounted at goods-in60Billed60£12.53 eachOut by£39.005.5% on priceRead at79%
2. Rillbeck Catering Oven CleanerCAT-1170Matched
Ordered24£19.58 eachCounted at goods-in24Billed24£19.58 eachOut bynothingRead at85%
1 of 2 matched on their own, 0 decided by a person, 1 still open and worth £39.00
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, Purevex Catering Colour Coded Chopping BoardBilled at the equivalent of 5.5% above the agreed order price, which is outside the 2% tolerance.£39.00 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 Bellhaven Paper £39.00 more than the order agreed on this line. Querying holds that £39.00 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.