Purchase Invoice: Resolve Quantity and Charge Differences

Check a supplier invoice against the agreed order and actual receipt before completing the commercial action. In Optiwise, invoice-photo extraction and purchase-order-to-invoice conversion help enter the document while the linked records explain any difference. Extracted text still needs checking against the supplier’s original.

Start with the original invoice and purchase order

Retain the invoice image or document, supplier reference, date and purchase order. Review the recognised supplier, item, unit, quantity, rate and charges before saving the entered values. A clear photo can still contain an ambiguous item code or a misread decimal. Manual conversion from the order is another supported route.

Our purchasing timeline connects inward, goods receipt, quality, invoice and return events. Open the actual receipt and quality record when checking what is available for use.

Work through a quantity and freight mismatch

Suppose the order is for 100 pieces at ₹200 each. Only 80 have arrived: 60 accepted, 15 held and five rejected. The supplier’s invoice bills 100 pieces plus ₹500 freight, while the agreed order includes freight. The billed item amount is ₹20,000. Arrival represents ₹16,000 at the agreed rate, but that does not settle how the held and rejected quantities should be billed.

If extraction reads the invoice as 1,000 pieces, correct that entry to the source’s 100 and retain the source. Then record the actual commercial discrepancy: 20 undelivered pieces, unresolved quality outcomes and the extra freight. Correcting extraction does not resolve the supplier’s charge.

Assign the commercial decision

The buyer follows the supplier’s agreed delivery, replacement, return or credit response. Quality decides the held quantity. Accounts reviews the approved invoice and applicable tax treatment before the next payment action. Keep the resulting documents and follow-up linked to the purchase context. A recorded invoice is separate from a completed payment.

ERPNext’s receipt documentation likewise distinguishes a physical receipt from the later payable. For your factory, use the configured Optiwise document sequence. Bring one invoice and its receipt mismatch to a factory walkthrough so we can show the handover between buying, stores, quality and accounts.

Does invoice OCR approve a payment?

Optical character recognition extracts text from an image. Your team still checks the source, receipt, commercial terms and required authorisation.

Should rejected material be silently removed from the invoice?

Retain the supplier’s original and resolve the difference through the agreed correction or commercial document. Keep the rejection and supplier decision visible.