Manually changing line item information on a processing invoice can result in unbalanced or inaccurate bills for your accounting. To prevent this, ensure your invoice total amounts are correct before submitting invoice edits. |
Edit Invoice Items Overview
Once your uploaded documents (invoices and receipts) enter the xtraCHEF system, our artificial intelligence begins to break out and record information, including:
Vendor
Invoice # and date
Invoice item information such as item description, quantity, and unit price
Total invoice values
And more!
In some instances, xtraCHEF may misread a piece of information. In most cases, this occurs due to:
Information being cropped off an uploaded document scan or photograph
A partially illegible scan or photograph
Smudges or hard-to-read handwritten adjustments
Other upload-related errors
Edit Your Invoice and Invoice Items
If your invoice processing was paused due to missing information, you'll find it by navigating to Invoices > Action needed tab. Use the Statuses drop-down menu to filter to specific Action Needed statuses. Typically, invoices flagged with an Info Missing status may require you to edit line item details.
Select an invoice. On the top of the invoice, locate the details of the specific action needed. In the Invoice Details section, you can edit header level invoice details like invoice amount, date, document type, invoice number, and more. Take note of the fields with a red asterisk next to them; they are required fields.
Scroll down further on the left side of the page. In the Line Item Details tile, you can view and edit invoice items information by selecting the edit pencil. Use the + Add invoice item button to create new invoice items.
Between the Invoice Details and the Line Item Details tiles, make the appropriate updates. Once your invoice amount and item subtotal match and all required fields are filled in, the Submit Changes button will become available to you. Select Submit Changes to reprocess your updated invoice.
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Balance Your Exception
If your invoice does not balance, you'll see the Imbalanced Invoice tile on top of the page outlined in red. In order for an invoice to be balanced, the Invoiced Amount field needs to match the Item Subtotal + Other Charges.
It is more likely that the Line Item Details tile (Item Subtotal field above) below contains the mismatch. You might need to add an invoice item or modify one of the existing invoice items by using the edit pencil.
If your Item Subtotal still does not appear correct, continue correcting the Line Item Details tile or scroll further down and correct the Other Charges (Freight, Sales Tax, Discounts, Other) tile.
The Invoiced amount field is at the very top. If you still cannot get your invoice to balance, edit this box last. Additionally, In the event that an invoice appears misread by xtraCHEF, our customer care team can reprocess the invoice on your behalf by creating a ticket with support@xtrachef.com.