Photograph a supplier invoice. NexReps reads every line, links the items it already knows, and asks you about the rest. Validate once — stock, prices and recipe costs follow.
This is where food cost starts. Everything downstream depends on it.
Getting one in
Upload — a photo or a PDF. Snap it on your phone at delivery; review it later at the desk.
Manual entry — type it yourself. For the ones that arrive as a scribble on a pad.
The same file twice is refused at once: a photo or PDF already sent to this venue is not read again.
The statuses
Scanning — the AI is reading it. Takes a moment.
Pending review — read, waiting for you. This is the queue that matters.
Processed — validated. Prices, stock and recipe costs are updated.
Failed — could not be read. Usually a bad photo. Try again, flatter and brighter.
The tabs carry counts. Pending review at zero means nothing is waiting on you.
Reviewing one
Click any invoice.
Supplier — NexReps proposes one from the letterhead. Wrong: change it. Right: leave it. This is the moment to catch a duplicate supplier, before it exists — see Suppliers.
Header — invoice number, date, total, tax. Check the total against the paper. If they disagree, the scan misread something.
The scan sits on the right. Compare against it, not against memory.
The lines
Every line carries a status, and the status is the column to read.
Green — nothing to say. The item is known and the figures hold together.
Blue — information. A first price, a discount applied, a pack format taken from memory.
Orange — worth a look. A price that moved more than 20%, a quantity of zero, a pack that differs from last time.
Red — holds the invoice. The line is not linked, the product needs confirming, the arithmetic does not add up, or the figures are implausible.
Out of stock at the supplier — a line printed at a price of 0 and an amount of 0. The supplier did not have it: the line stays on the invoice, adds nothing to stock and never changes the price.
Click a line to review it: confirm the product, correct the pack format, accept the figures, or mark it as not a product. See Reviewing a line.
Known items link themselves
The first time a supplier's item appears, someone has to say what it is. After that, NexReps links it by itself on every future invoice from that supplier — by its SKU, or by the name you confirmed.
An item NexReps has never seen is never created on its own. It waits for you, in red.
Charges and discounts
Delivery, fuel, deposits and supplier discounts live under the lines, with Add charge and Add discount. Printed total minus lines, charges and tax must come to zero before the invoice can be validated. See Discounts and charges.
Validating
The Validate button stays held while a red line remains. It also refuses an invoice whose total does not reconcile, whose date looks wrong, or that duplicates an invoice already in NexReps.
When it goes through:
Stock goes up. The quantity bought, converted through the pack format into the unit you keep the product in — a case of 6 × 1 L of cream adds 6 000 ml. See Reception format.
Prices update. The price per unit you actually paid, after any discount, becomes the current price at this venue.
Recipes recost. Every recipe using that product — and every recipe using a sub-recipe that uses it — recalculates.
NexReps remembers. The products you confirmed and the pack formats you wrote become the rule for that supplier's items next time.
An invoice older than your count
An invoice dated before a validated inventory count does not change the stock: the count already saw those goods on the shelf. The price and the recipe costs still update. See Inventory Count.
Unlock
A processed invoice is read-only. Unlock reopens it for editing — fixing a line you got wrong, a quantity you misread.
Reverting
The circular arrow in the Actions column.
It undoes the stock movement and sends the invoice back to Pending review. It does not undo the price. The price you validated stays as the latest known price.
That is deliberate. A price is a fact about the world — you paid it. Reverting a data-entry mistake should not pretend the market changed.
Filtering
Filter by product finds every invoice containing a product. Useful when a price looks wrong and you want to see where it came from.
Getting it right
Photograph flat, in light. The AI reads pixels. A crumpled invoice on a dark pass is a Failed status.
Do it at delivery. An invoice reviewed three weeks later is three weeks of recipes costed on old prices.
Read the red and the orange, trust the green. The statuses are there so you can be fast where it is safe and slow where it is not.
Next
Reviewing a line — what to do with a red or orange line.