Review and Sync Invoices as Bills

Approved vendor invoices in Vori post to your accounting system as bills — real accounts-payable records that appear in AP aging, carry terms and a due date, and are paid in your accounting system exactly like a bill you entered by hand. Invoice sync requires that you process invoices in Vori, so you need the Vori software tier that includes invoice processing. Two things are configured before invoices can flow: accounts and vendors.

Accounts

To represent a bill correctly, map these under Accounting → GL Code Mapping:

What	Where it maps	Notes
Department purchases	The Inventory account for each department	Received product is an asset when it arrives, not an expense. It becomes COGS later, when the item sells.
Accounts payable	One AP account for the store	The credit side of every bill.
Non-item invoice costs	One account for other charges	Freight, fees, and similar charges that belong to no department.

This is what keeps department margin honest end to end: purchases raise the department’s inventory asset, and sales relieve it against that department’s COGS account. Both sides use the same department accounts, so the balance reflects what’s actually on the shelf.

Vendors

Your accounting-system vendors and Vori vendors have no shared identifier, so they’re linked once per vendor. The first time you review an invoice from a vendor that isn’t linked yet, Vori searches your accounting system for likely matches. You either:

Select the matching vendor, or
Create a new vendor — Vori shows you the vendor’s details, you confirm them, and Vori writes the new record. This autofills from the invoice, so a contact name, phone number, or email on the invoice carries over. The vendor code is internal to your store, so you set that.

Vori never silently creates vendors. Vendor creation is always an explicit action you take. Once linked, the mapping persists, and every future invoice from that vendor skips this step.

Approve an invoice

After your department staff finish processing an invoice (receiving, cost changes, inventory), it arrives under Accounting → Invoice Review with a status of Needs review. That status means the earlier steps are done and the invoice is ready for the accountant. ✏️ Note: Invoice Review reads the invoice’s Done status. If someone marks an invoice Done before it’s truly finished, it will appear here. Setting it back to Ready removes it from the queue. Open an invoice to see its detail: line items, costs, and the account each line is coded to, with department subtotals. You can approve one at a time, or select several and approve in bulk. Approval is gated. An invoice can’t be approved, and can’t post, unless its vendor is linked and every line is coded to a valid account. Vori flags anything that would block approval:

Unmapped (unassigned) items — lines that aren’t a sellable unit, so they weren’t mapped during cost changes. Common examples are freight, bottle deposits, pallets, or a line that just says taxes. Map it once for that vendor and Vori follows the same pattern next time.
Unmatched vendor — the vendor exists in Vori but isn’t linked to your accounting system yet. Search for it or create it, as above.

On approval, Vori creates the bill. The invoice is marked as exported and carries a link to the resulting record.

What the bill contains

Bill field	Source
Vendor	The linked vendor
Reference number	The invoice number from Vori
Bill date	The invoice’s billing date
Due date and terms	Derived from the invoice’s billing date and due date
Line items	One line per department on the invoice, coded to that department’s account
AP account	Your store-level accounts payable account

An invoice is summarized by department rather than passed through line by line, so a delivery covering produce, deli, and bakery becomes a bill with three lines. Department-level purchasing detail reaches your books without item-level clutter.

Example bill

A produce vendor delivers to two departments on one invoice, with freight billed separately on the same document. Bill header

Field	Value
Vendor	Coastal Produce Co.
Reference no.	48219
Bill date	2026-03-04
Terms	Net 15
Due date	2026-03-19

Bill lines

Account	Description	Amount
1220	Inventory – Produce	1,842.50
1230	Inventory – Deli	210.00
7420	Freight	85.00
	Total	2,137.50

The three lines are debits, and the total is credited to your AP account. The bill appears in AP aging with a due date of 2026-03-19, and you pay it in your accounting system. ✏️ Note: No COGS is recorded yet. Cost moves from inventory to COGS when the item sells, through the daily journal entry.

Handling supplies and other back-door costs

Anything you receive through the back door can flow through Vori, including supplies like gloves, bags, and produce bags. Map these to a sellable unit (a PLU) kept in a dedicated supplies department, and they sync like any other line. Costs that aren’t received goods, such as utilities, don’t belong in this workflow.

​Accounts

​Vendors

​Approve an invoice

​What the bill contains

​Example bill

​Handling supplies and other back-door costs