Manage Invoices, New Items, and Cost Changes

The new Cost Change workflow gives you more control over your data with advanced filters, manual vendor mapping, and a continuous “left-to-right” view that eliminates the need to save line-by-line

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Accessing the Invoice Dashboard

• To access the new Invoices module in Back Office (app.vori.com), select Invoices from the left-hand navigation panel.

• Getting your invoices into Vori is easy. Start by following our Upload Invoices guide.

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Filtering and Searching for Invoices

You can instantly organize your dashboard to focus on what matters most:

• Precision Search: Search by Invoice No. or Vendor name.
• Status Filters: Use the dropdown to view only Ready, Processing, or Rejected invoices.
• Bulk Actions: Select multiple checkboxes to Delete, Change Vendor, or Mark as Done simultaneously.

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Working with Processing Invoices

• Skip to Review: If you need to start reviewing an invoice before AI extraction is finished, click Skip to Review in the banner at the top of the invoice.
  • This pauses extraction and lets you work through the line items manually.
  • Some data may not be fully extracted as a result.

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Finding and removing duplicate invoices

When the same invoice gets uploaded more than once, the extra copies can throw off your on-hand inventory counts. The Duplicate Records button at the top of the Invoices dashboard helps you find those copies and clean them up.

1. Click Duplicate Records in the top-right corner of the Invoices dashboard.
2. In the Duplicates Found window, Vori groups matching invoices for you. Switch between By Vendor + Invoice Number and By Vendor + Billing Date + Total to change how copies are matched.
3. Expand a group to compare the copies, then check the box for any group you want to clean up.
4. Click Delete Duplicates to remove the extra copies.

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The Golden Rule for Fast Processing

For the fastest processing times (often under 10 minutes), your Store Vendor must be linked to a Vori Vendor. Mapping to a Vori Vendor ensures better data integrity and access to global catalogs for auto-filling product details. How to link a vendor:

1. If an invoice shows a Vendor Not Found flag, click the checkbox for that invoice.
2. Select Change Vendor from the quick action bar.
3. Choose the correct vendor from your store list to map it and trigger faster reprocessing.

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Reviewing Invoices

Vori provides a full-width PDF view of your invoice alongside your data rows so you can work without the paper shuffle.

• Use the Hide Invoice and View Invoice buttons to toggle between a focused data entry view and a detailed cross-reference view.

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Adjusting Invoice Header Details

When an invoice is opened, you’ll see the header information at the top. Use the Details Panel to manage vendor details, key invoice dates, and totals in one place

• Manage Vendor and Identifiers: Open the side panel by clicking View Details in the top navigation bar to confirm the Vendor name is correct.
  • If the vendor is incorrect, selecting a new one will clear current changes and reprocess the invoice. You can also click into the Invoice No. field to manually update the alphanumeric code if it was extracted incorrectly.\
• Control Billing Timelines: Use the calendar icons next to Invoice Date or Due Date to adjust your records for accurate accounting. You can also enter the Net Terms to automatically calculate when payments are due.
• Reconcile Totals and Differences: Review the Totals section to compare the Line Item Total (the sum of processed items) against the Invoice Total from your paper records. If you enter a manual total, Vori will calculate the Difference to help you catch billing errors immediately.

Editable vs. Calculated Fields

• Editable Fields: Vendor, Invoice No., Invoice Date, Due Date, Net Terms, and Invoice Total.
• Calculated Fields: Line Item Total, Difference, Case Count, and Each Count are updated automatically as you review items.

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Summary of Changes

You can toggle between tabs to organize your work as well:

• To Review: Items requiring attention (new items, cost changes, or mapping issues).
• Ignore: Items you have skipped (e.g., gasoline charges).
  • Auto-Ignored Items (EDI Invoices): For invoices processed through an EDI integration, Vori will automatically move certain line items to the Ignore tab — specifically items with no cost or no quantity recorded. These typically represent items that were ordered but not fulfilled by the vendor. You don’t need to take any action on these, but you can review them in the Ignore tab at any time.
• All: Shows every line item on the invoice.

• Filters: Use the filter in the left-hand corner to further narrow down your list of items.

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Mapping Vendor Products to Retail Products

Items in Vori have two distinct identities that must be linked to keep your margins accurate:

• Vendor Product: The details directly from the invoice (what you buy).
• Retail Product: The product as it exists in your POS (what you sell).

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Resolve Mapping Issues

If a red box appears in the Retail Mapping column, action is required:

• No Match Found: Click No Match Found to open the Product Mapping Details panel. Use the search bar to look for the existing store product by name or UPC to make sure you aren’t creating a duplicate. If it doesn’t exist, click + New Product.
• Multiple Vendor Product Matches: Vori found potential hits in your system. You must select and update the correct one to ensure the invoice links to the right size or flavor.
• Missing Vendor Product: Vori recognizes your retail item but needs you to save this specific vendor’s “identity” (item code and cost) for future tracking.

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Editing Costs and Retail Prices

Changes are handled in a single row without a “Save” button—your work is saved as a draft automatically as you edit. Visual Indicators: Vori uses cues to show if a cost has moved up or down compared to your last purchase.

• Target Margin: Enter a percentage in the Target Margin field. Vori will suggest a New Price to help you hit that specific margin goal.

• Catch Weight/Produce: For items sold by weight, you can edit Case Size or Unit Cost inline to ensure margin calculations are accurate.
• Detail View: Use the Detail toggle in the top-right corner of the item list to switch to an expanded view that shows the full cost and margin picture for every line item — including Old Cost, New Cost, Old Price, New Price, Old Margin, New Margin, Invoiced quantity, and Line Total. This is the best view to use when you’re actively reviewing cost changes and want to see how a new cost flows through to margin before approving.
• Ignoring Items: The three-dot menu at the end of each row gives you three ignore options depending on what you need:
  • Ignore Cost: Keeps the item in your inventory but skips the cost update for this invoice. Use this action to ignore the specific cost value detected on the current invoice. The existing cost in your system will remain active and your retail price will not change.
    • Ignoring a cost only skips the exact cost value on this invoice — it does not permanently suppress future cost change alerts.
      • If this item appears on a future invoice with a different cost than what’s currently saved in your system, Vori will flag it as a new cost change.
      • If this item appears on a future invoice with the exact same cost you just ignored, Vori will not flag a cost change.
  • Ignore Inventory: Skips the on-hand inventory update for this item on this invoice, while keeping the item and its cost. Use it as a one-time way to leave the invoiced quantities out of your inventory counts. Common reasons to ignore inventory:
    • The shipment didn’t fully arrive, so the invoiced count is higher than what you actually received and shelved.
    • The items are samples, displays, or damaged goods that won’t be sold through your POS.
    • You track this product’s stock outside Vori, so the invoice shouldn’t change your on-hand count.
    Ignore Inventory works alongside Advanced Inventory once that feature launches.
    
• • Ignore Item Forever: Permanently excludes this item from all future cost change reviews. Best used for non-inventory charges like bottle deposits, fuel surcharges, or freight fees that appear on every invoice.
    • To reverse this, click the three dots in the Ignore tab and select Undo Ignore. The item will move back to your To Reviewtab.

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Checking if an Item Is on Promotion

Before you change a retail price, check whether the item is part of an active promotion in your store. Hover over the product in the Retail Mapping column to open its product card. If the item is on promotion, the card shows:

• Retail Price: The price the shopper pays. For price-based promotions like a percent off, the sale price appears next to the regular price, which is crossed out.
• Promotion: The promotion name and offer type, such as Buy 2 Get 1 Free or 10% Off. Click the promotion name to open it.
• Remove item from promo: Takes the product out of that promotion.

The card also shows the product’s Department, Status, Last Sold date, and 30 Day Sales.

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Discounted Pricing

Vori handles discounted pricing by prioritizing the latest cost and maintaining your standard retail prices unless you make manual adjustments. Here’s how the system handles different discount scenarios:

• Line-Item Discounts and Promo Pricing: When a vendor cost decreases due to a promotion, Vori identifies the change and flags it as ★ Promo in the Cost Changes column. Your margin will appear higher based on the lower cost, but Vori will not automatically lower your retail price. You keep your standard pricing and benefit from the increased margin — or you can manually adjust the retail price if you want to pass the savings on to shoppers.
• Off-Invoice Discounts: If your vendor applies a discount to the invoice total rather than to individual line items, enter the actual total from your paper records in the Invoice Total field in the Details panel. Vori will automatically calculate the Difference between your line item sum and the entered total to help you identify off-invoice discounts or catch billing errors.
• Ignoring One-Time Costs: If a discount or cost change is a one-time event you don’t want influencing your ongoing pricing data, select Ignore Cost for that item. The item moves to the Ignore tab for this invoice, and the cost will return to review status the next time it appears on a future invoice.

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Approving and Committing Changes

Your updates are not live in your POS until you formally commit them. This prevents floor prices from mismatching the register until you are ready.

1. Complete your review of the necessary line items.
2. Click Apply Changes at the top right of the screen.
3. Partial Approval: If you aren’t finished with the whole invoice, uncheck Mark invoice as done in the confirmation box. Vori will commit the items you’ve finished and leave the rest in “Review”.
4. Row Locking: Once committed, price and cost rows are locked to maintain clean financial records.

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Troubleshooting & Tips

• Processing Lock: If you edit an invoice while its status is still “Processing,” AI extraction will pause. It is best to wait until the status turns to Ready.
• Manual Reset: If an item is mapped to the wrong product, click the three dots at the end of the row and select Reset to clear the link.\
• Exporting Invoice Data: To get a summary of invoice data for accounting, navigate to Reports > Vendor Report Card to view and export invoice data to Excel.

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Invoice status banners

A banner at the top of an invoice tells you what’s happening with it and what to do next.

Connection Lost. Your Changes are Processing

Your connection dropped after you clicked Apply Changes. Your changes keep applying in the background, so don’t apply the changes again.

• Wait a few minutes, then refresh the page to see which changes were applied.
• If the banner is still there after refreshing, check your internet connection and refresh again.

Items could not be applied

Vori applied most of your changes, but some lines failed. The banner shows how many.

1. Click View items to see the lines that failed. Each line shows the line number, the product, the reason it failed, and how to fix it.
2. Fix each line in the invoice. Common errors:
   • Invalid barcode: The barcode you entered isn’t valid. The banner shows what you submitted. Enter a valid barcode for that line.
   • Vendor product missing: The vendor product was deleted before your changes finished applying. Map the line to a different vendor product. See Mapping Vendor Products to Retail Products.
3. Click Apply Changes again to apply the fixed lines.

Click Dismiss to hide the banner. Dismissing doesn’t fix the failed lines, so they won’t be applied until you correct them and apply again.

Invoice Rejected

Vori couldn’t read the invoice, so nothing was extracted. This usually happens when the file is blurry, cut off, or handwritten.

• Upload a clear, complete copy of the invoice. See Upload Invoices to Vori.
• For handwritten invoices, see Convert Handwritten Invoices for Cost Changes.
• If a clear upload is still rejected, contact Vori Support.

Invoice Processing

Vori is still extracting line items from the invoice. Most invoices are ready in under 10 minutes when the vendor is linked to a Vori Vendor.

• Wait for the status to change to Ready for the most complete data.
• To start reviewing now, click Skip to Review. This stops extraction and opens the invoice for review, so some data may be incomplete.

Invoice Done

All changes on this invoice have been approved and applied.

• To make more changes, click Reopen for Review. Lines you already applied stay locked, so you can only edit lines that weren’t applied.

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Printing Tags

The Print Tags notification has been simplified for a cleaner experience:

• Invoice View: The Print Tags notification no longer appears on the invoice in Back Office, to reduce clutter.
• Status Impact: Printing tags no longer drives the logic for moving an invoice to “Done.”

How to Print: When a cost change updates a product’s price, Vori automatically adds the new tag to your tag queue. Print from whichever device works best for you — both pull from the same queue, so a tag printed on one clears from the other:

• Back Office (desktop): Go to Tags → Print Queue to review and print tags. See Review the Tag Print Queue.
• Handheld: Tags appear under Recent Updates in the Vori operating system app. See Print Product Tags on Vori operating system.