What this is
Invoice import helps read supplier invoices or statements and turn them into draft products, stock lots and prices. While a farm is on trial, Phase reads ten invoices with Phase AI; a subscription has no limit, and the parsers that already understand Nutrien or Elders files are not capped.
Where to find it
Inventory → Actions → Upload invoice, in Chemicals, Fertiliser, Seed or Parts & other. Upload invoice is also on the first screen of Add chemical, Add fertiliser and Add seed, and the Add part or fluid form (Add item in Parts & other, or Jobs & Maintenance → New work → Add a part or fluid) has Add from an invoice. An invoice takes every kind of product at once, whichever section you start from, and each product lands in its own section.
A workshop's or dealer's invoice for servicing or repairing a machine belongs in Jobs & Maintenance → New work → Upload a service invoice instead. It records the service on the machine as well as the parts; see Jobs And Maintenance.
How it works
Upload the invoice or statement.
Phase reads the line items.
Review each line. Each has a Use / Skip switch; set a line you don't want to Skip.
Check Match or New on every line. The match list shows how much of each product is on hand and whether it is already on a crop plan, and Phase prefers the crop-plan wording when the invoice spells the same product differently.
Choose category, quantity, unit, price and storage location.
Mark prices as inc GST or ex GST where needed.
Confirm the import.
Product details on each line
Open Product details on a line to check the same fields you would fill in adding that kind of product by hand:
Part or fluid (a filter, hose, belt, oil or AdBlue): Brand / manufacturer, Part number, Kind of part, Preferred supplier and Fits these machines. Phase reads the part number or item code off the invoice and fills in the invoice's supplier as the preferred supplier.
Chemical: formulation, APVMA number, chemical groups and actives.
Fertiliser: formulation and its Nutrient analysis.
Seed and grain: Brand / breeder, Crop type and variety.
A line whose part number matches a part you already have is matched to that part, even when the invoice names it differently ("Filter element, engine oil" finds your "Engine oil filter" by its part number). A matched line shows the product as it will be saved: what it already records stays, blanks are filled from the invoice, and its category follows the product. If a new line carries a part number another part already has, it shows Part number in use and offers Match to that part instead of making a second one.
An invoice uploaded from Chemicals, Fertiliser, Seed or Parts & other starts any line Phase can't place as that section's kind. Lines Phase can place keep their own kind, because one invoice can hold every kind of product.
Miticides, nematicides, molluscicides and seed treatments on an invoice import like any other chemical, and a herbicide whose name Phase doesn't recognise stays a herbicide, with its actives.
Uploaded a stock list from your old system?
A stock-on-hand report or a stock levels export from another system belongs in Inventory → Import stock levels (in the Actions menu, next to Upload invoice), or Inventory → Add → Import a stock list (on a computer the button reads Add chemical, Add fertiliser or Add seed). Supplier invoices and statements stay in invoice import.
If Upload invoice recognises your file as a stock list, choose Import it as stock levels. This closes invoice import and opens stock-level review with the same file, so you do not need to upload it again. If no hand-off button appears, close invoice import and open one of the stock-import paths above.
Review product matches, quantities, units, locations, costs and Stock as at, then confirm Import. Nothing is added to Inventory merely by taking the hand-off. Zero-stock rows can be added as products without stock. See Inventory, Products And Stock for the full review, duplicate-file and opening-balance checks.
Important checks
Before importing, check:
Product match
Quantity
Unit
Price
GST setting
Storage location
Inventory, activities and reports generally use ex-GST pricing for cost calculations.
If a line's price per unit looks like a per-tonne price on stock counted in kg, Phase asks about that row before import and offers Record in tonnes, or to keep the price as it is.
If the importer finds the wrong product
Choose the product that is on your crop plan or already has stock; the match list shows both. If the product is not available, create it during review where supported, or add it in Inventory before trying again.
If a past invoice created a second product for something already on the plan, join them with Actions → Merge products in Inventory, keeping the one on the plan or the one with stock. If the plan line was only typed text and never a product, Merge lists that match and offers Link to crop plan. Do not try to move the stock across in Movements (the view under a section's heading); that screen records use, purchases and adjustments and cannot join two products.
Avoid confirming an import with a temporary or incorrect product name. It can make stock, demand and reports harder to clean up later.
If import will not continue
Check every line in the review table. Most blocked imports are missing one required value, such as quantity, unit, product match, storage location or GST setting.
If the source invoice is blurry or scanned, export or upload a clearer PDF where possible.