Typical flow
- Upload the invoice (Invoices > Upload; PDF, JPG or PNG). The system reads the lines.
- Review extracted lines. Each line is matched to a catalogue product; fix a wrong match with Pick a different catalogue product for this line. Set the supplier, currency, markup, transport and the USD to CAD rate for this invoice.
- Approve. Approving posts the purchase to the supplier’s ledger (positive = we owe them) and creates price approvals for any cost that changed.
- Review price approvals (sidebar badge shows how many are waiting). Approve to apply the new cost, reject to keep the old one. The page shows two kinds of row per product - vendor cost (our product cost) and supplier price (the supplier’s price row). They are normally the same number.
- Link the invoice to a purchase order if there is one; the PO shows what was ordered vs invoiced vs received, with margin per line.
- Receive goods (warehouse “Receive” page) so stock and short shipments are tracked.
Alerts
Alerts lists cost changes bigger than your threshold (set per invoice: “Alert when price moves more than …%”).Purchase orders
Created from the Signal bot or manually. A PO has a status (pending, partial, received…), an agreed exchange rate, a PDF export, and can be linked to an invoice. Lines can be removed or restored while reviewing.
Rules of thumb
- An invoice never silently changes catalogue costs; approvals do.
- A negative margin on a line is flagged so you can fix the sale price.
- Invoice approval for supplier “Guy” applies the markup set on the invoice (Guy’s list is x1.14).