Drop a vendor's invoice and Gearflow finds the order it bills, checks each line against what you ordered and received, and puts it in one queue to pay. Returns and vendor credits live on the same orders.
An accounts-payable clerk gets a stack of vendor invoices and must match each one to a PO, check the prices, chase the vendor about the lines that are wrong, and code the spend before it is paid. Gearflow does the matching and the arithmetic, so the clerk works one queue instead of one order at a time.
Who sees what.
Upload invoice is on the Parts list header and in a request's footer. Drop or pick the vendor's file.
When no open order matches ("No open order matches this invoice."), Gearflow offers Log as a new order, filled in from the invoice. See Log an order already made.
A quote instead of an invoice. On a request, a dropped vendor quote ("This is a quote from …") offers two choices:
When Gearflow cannot tell which vendor sent it, it asks you to pick one (Search your vendors).
Open it from Review invoice → on an order. The review checks the invoice against the order, line by line.
At the top the review gives its verdict: Matches the order, Needs a look, or Totals not checked, and whether the numbers hang together (lines, shipping and tax against the invoice total).
The tabs:
| Tab | What you do there |
|---|---|
| Invoice | Each invoice line against the order line, with a flag where the price, the quantity or the part differs. Correct a price or a quantity in place. Add a line the vendor billed extra, such as freight, a core charge or a fee. A line the order has but the invoice does not bill shows, and is never deleted. |
| Cost codes | Each line's cost code. Code all lines codes them in one step. A change saves to the order line. |
| Vendor | The order's thread with the vendor. Draft from flags writes a message about the flagged lines for you to send. |
| Timeline | What happened on this invoice, and who did it. |
Documents shows the invoice beside the review, with the packing slip and the delivery-receipt photo when the order has them. Re-read document reads the file again.
Status. One Status button moves the invoice through Not read, Needs review, Waiting on vendor, Approved and Paid, or Dismissed for a document that is not an invoice. Mark paid marks the invoice paid in the Invoices queue.
Open Invoices in the main menu (accounts with the Invoices feature). The queue holds every vendor invoice logged on an order, typed in or uploaded, and a placeholder for each received or logged order until its real invoice arrives.
| Tab | What is in it |
|---|---|
| To pay | Invoices not paid yet. |
| To bill | Paid invoices to bill on to your customer (customer billing only). |
| Done | Paid, and billed where billing applies. |
| All | Every invoice. |
| Credits | Credits vendors owe you. |
The columns are Vendor, Invoice #, Date, PO, Work order, Job, Amount and Status. Search the queue and filter it by status.
Work the queue. Select rows and use Mark paid, Mark billed or Mark paid and billed; Undo paid and Undo billed take it back. A row with no file has Upload invoice, which puts the vendor's PDF on that order without leaving the page.
Each row's status line says who marked it and when, or "Not paid".
Cost codes first. Mark paid checks that every line has a cost code. An invoice with uncoded lines is not marked paid ("1 line needs a cost code before this invoice is paid."); open its review's Cost codes tab to code them.
A return and a credit are two records on the order.
Return a part.
A return can also close with no credit (Close, no credit).
Log a credit. Log credit on the order records money the vendor owes with no return: a price correction or a core refund. Give it the Amount, the Memo number and the Reason. Marking a credit received is optional.
Each return and credit puts one event on the order's timeline and on the request's timeline.