Invoice processing is one of the most important parts of your inwards goods workflow. If you order through Loaded, and don’t want to process your invoices using AI, you can still receive these manually.
This will still update your stock on hand levels and live pricing. Once processed, invoices can be reconciled to a statement and exported to Xero, keeping your stock and accounting systems perfectly aligned.
🔐 What You’ll Need
🔑 Stock Permission
If you cannot access the Stock module, ask someone with Manager permissions to update your access.
What You’ll Learn
Understand your Receiving Workflow
🏆 I order via Loaded but do not want to receive these using AI Invoice Processing.
How to manually receive an invoice or credit
Tips and Tricks
Helpful Links
Understanding your Receiving Workflow
Receiving invoices may look different depending on your venue and workflow. The key is choosing a process that works consistently for your team. We’ll walk you through four separate scenarios to show how Loaded can work in multiple ways.
Do you order through Loaded? | How do you want to Receive Order Invoices? |
Yes | |
Yes | |
Yes | 🏆Manually Receive Invoices Without AI Invoice Processing (YOU ARE HERE!) |
No |
🏆 I order via Loaded but do not want to receive these using AI Invoice Processing
Go to Stock → Ordering → Outstanding Orders
Click Receive on the relevant purchase order
It’ll be helpful at this stage if you have a copy of the invoice with you so you can ensure you’re matching information correctly
Make sure your date invoiced field matches that on the supplier invoice, and make sure the date received field matches the date the stock physically arrived on site (delivery date)
Type the Invoice Number from the supplier invoice into the Invoice number field
Check each invoice line to ensure what you ordered is what actually arrived
Adjust any units, quantities and prices to match the invoice values
When the totals in Loaded match and the totals on your invoice (within 5 cents or so), click ‘Receive Invoice’ and this will update your stock on hand levels, live pricing and will move the received invoice out of Outstanding Orders, ready to be exported to Xero.
Want to make your life easier and leverage some AI magic in this process? Read more about AI Invoice Processing.
Tips & Tricks
Receiving a Credit follows the exact same process, just make sure the quantity received is a negative value.
Received Date should always be the date the stock was delivered to site - if you do this process infrequently you’ll want to make sure you backdate this so it doesn’t cause issues for your Stock on Hand figures.
Helpful Links
Once invoices are received, you can:
Reconcile supplier statements
Review Live COGS reporting