Preparing and Scanning Invoices
- Make sure you see the first and the last item of the page on the scanned copy.
- Make sure the left and right side of the page are visible and not cut off. If it is a multi-page invoice, you will need to scan all pages separately, but as a whole invoice. To do this, click +Add or Upload File for each page of the invoice.
- Important! Review the quality of the scanned document. Make sure that you can clearly read the scanned copy of the invoice. The Operators will see the same image, so if you cannot read the image, neither can they. If you cannot read the information on any of scanned invoices, please contact Petrosoft Tech Support at 412-306-0640.
- Do not use the same invoice number for several invoices for one day. If you use the date as the invoice number, make variations. For example: 080915. 8915, 0892015, 8092015….
- Do not enter “0” as the invoice number. Operators will not be able to process such invoice as they will not get the image of the invoice.
- Important! Please DO NOT DELETE scanned invoices. Even if you are rescanning, please do not delete a bad copy, as all comments/communications with the assigned Operator on that invoice will be deleted as well.
- Important! If you have to rescan an invoice, make sure to assign the correct date. If you assign it to the date on which you are rescanning, the Operator will receive it as a new invoice and a duplicate invoice will be created.
- Important! Operators form a database of all your vendors and your Price Book inventory. They enter items only by digital codes UPC or PLU. Therefore, it is important to provide UPC/PLU when scanning in invoices if the invoice provided by the vendor does not have the information. Simply write the information on the invoice before scanning or use the comment box to add all missing information. Below is the list of UPC/PLU types needed to enter a certain type of purchases:
- Merchandise: UPC/PLU is needed to complete the invoice.
- Store Use: The system UPC will be created by the Operator, just indicate on the invoice that such item is for store use.
- Food Preparation: The system UPC will be created by the Operator, just indicate on the invoice that such item is for store use.
- Business Supplies: The system UPC will be created by the Operator, just indicate on the invoice that such item is for store use.
- Expenses: The Other Charges section on the invoice is used for expenses.
- There are items in the store that DO NOT have barcodes when purchased. You will have to create PLUs for them before scanning invoices and use the same PLUs for scanning such items on the register end: donuts, flowers, medicine (sold by single pack), penny candies, single pieces of slim jims/beef jerky, ice bags, propane, bait items, produce/fruits, bottle deposits.
- Make sure that newspaper invoices show the name of the paper. Write the UPC or PLU for daily and Sunday papers BEFORE scanning.
- Make sure that handwriting invoices can be clearly read.
- Important! Each Operator is assigned to the vendor and he or she processes invoices only for that specific vendor. We cannot use Miscellaneous vendors; therefore, each scanned invoice will have to be scanned under the real name of the vendor, even if the vendor brings several items to your store.
- Important! Operators cannot enter or change the item CATEGORY, DEPARTMENT and RETAIL. Such changes will need to be made by a person accepting invoices on your end prior to invoice acceptance.
- Operators do not process the following types of invoices: EDI, Expenses/Service or Lottery. These types of invoices will have to be entered on your end manually. In addition, Expenses/Services and Lottery are set up with the help of a Price Book specialist during the Price Book setup process for automatic EDI.
- If an invoice has Previous Balance, please provide information on the items, together with the cost of the invoice.
- If an invoice has SHIPPERS, a break down of the items (UPC or PLU) and the quantity of each kind of items along with description are needed.
- If an invoice has a case of MIXED ITEMS, the names, UPC and quantity of each component are needed.
Reviewing Processed Invoices
When reviewing processed invoices, use the following tips:
- Do not delete processed invoices because of a wrong date, MOP, or shift. These criteria can be changed on your end while the invoice is pending.
- Do not delete processed invoices if the name of the vendor is wrong. Simply place a comment with the correct vendor name, and the Operator will reprocess the invoice.
- Do not delete a processed invoice if it does not belong to your location. The invoice may pertain to a different location on your account. Simply leave a comment for the Operator, and the Operator will ensure invoice transferring to the correct location.
