Applicable to: Buyer Hub
Getting your invoices digitised on Zeemart provides many benefits:
You can see spending reports (per location, SKU, supplier)
Track any pricing changes
Do 3-way match between orders, GRNs, and invoices
Steps
First, head to the Invoice > Uploads tab to view invoices you've uploaded. Here you can view information such as:
Timestamp – When this invoice was uploaded to Zeemart.
Who uploaded it and how it was uploaded (app, desktop, email) - see these by hovering over the timestamp.
On this page, if your Zeemart plan includes the automated invoice digitisation feature, the upload will go through OCR (Optical Character Recognition) process and you may also see the following info found by our system:
Supplier name
Invoice number
Invoice date
Total matched order (whether the invoice value matches the reference order value)
To review the invoice or start digitising the invoice, click View/edit.
On the invoice digitisation page, these fields must be completed in order to process your invoice:
Supplier Name
Select a supplier that has already been added in Buyer Hub.
Invoice Number
If an invoice is uploaded more than once, the system will detect the duplicate invoice number and merge it.
Invoice Date
Order Number
Select an order number from the dropdown list. If you have uploaded this invoice from the GRN page or by linking to an order, the order number will be selected already. Click Use data to load line items from the order to this page.
Payment Terms
Line Items
In this section, add items that appear in the invoice:
“Add SKU” – Select an item from the supplier’s market list.
“Add Free SKU” – Records any free (FOC) items provided by the supplier.
“Add Custom Item” – Adds an item that does not exist in the market list (e.g. delivery fees). These items will appear in Spending Reports as "Fees & Other Charges".
Note that unit prices entered here need to exclude any taxes.
Prices entered on this page will update the market list price immediately if it differs from the market list price.
If you entered a unit price that differs significantly (by X%) from the market list price, a warning dialogue will appear for confirmation. If confirmed, the new price will be saved and updated in the market list.
Click Publish to issue the invoice. It will then appear in the Invoice tab.