OPPI

    Invoices on the bench

    Invoices and accounts payable

    Read. Matched. Approved. Batched. Paid.

    From the invoice landing to the bill being paid, with every line checked against what you ordered and what arrived.

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    Invoice, dairy supplierDisputed
    LineOrderedArrivedBilled
    Butter, unsalted5 kg5 kg5 kg
    Cream 35%8 L6 L8 LBilled for more than arrived
    Eggs, free range8 dz8 dz8 dz, +8%Price above the order
    Credit drafted. 2 L of cream short at the door. Sent to the supplier when a manager approves it.
    1. To match
    2. To approve
    3. In batch
    4. Sent
    5. Paid

    Example data.

    See it work

    • Invoices land in your venue's own mailbox, or as a photo of the docket. OPPI reads them.
    • Each line is matched to what you ordered and what arrived. Anything off is flagged.
    • Billed for more than arrived? A credit request is drafted for the supplier.
    • A manager approves, or an invoice that matches within your tolerance goes straight through.
    • Approved invoices bundle into a batch, credits netted off, and post to your accounting system or go to your bookkeeper with the originals.
    • Mark them paid, and see what is owing by supplier.

    A person confirms every invoice line before a cost changes.

    • Where it lands

      Read by OPPI. Confirmed by a person.

      Suppliers send to your venue's own mailbox, or someone photographs the docket at the door. OPPI reads each one, and a person confirms every line before a cost changes anywhere in the kitchen.

    • The three-way match

      Ordered, arrived, billed. Checked line by line.

      Each invoice line is matched to what you ordered and what came through the door. Billed for more than arrived, and a credit request is drafted for the supplier before anyone reaches for the approve button.

    • Batch day

      One batch, credits netted, into the ledger.

      Approved invoices bundle into a batch with credits netted off. It posts to your accounting system, or goes to your bookkeeper as a summary sheet with the originals attached. Mark it paid and what you owe each supplier is current.

    How it works

    1. It lands

      An invoice arrives in the venue mailbox or as a docket photo, and OPPI reads every line.

    2. Match and confirm

      Lines are matched to the order and the delivery. A person confirms them, and anything off is flagged.

    3. Approve

      A manager approves it, or it goes through on match when it sits inside your tolerance.

    4. Batch and pay

      Approved invoices batch with credits netted off, post to your accounts and are marked paid.

    Questions.

    Can approved invoices go straight to Xero?
    Yes. Approved batches post to Xero with credits netted off. If your bookkeeper works from files, the batch goes as a spreadsheet with the original invoices attached.
    What if I am billed for something that never came?
    It is flagged at the match, because every line is checked against the delivery. A credit request is drafted for the supplier, and the credit is netted off when the batch goes.
    Who can approve and who can pay?
    Managers approve invoices and accounts mark them paid. An invoice that matches within your tolerance is approved on match, so a manager only sees the ones that need them.

    Every kitchen has a manager. Now it has two.

    oppiPantry is in early access, on oppiOS.

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