Creating An Invoice
To create an invoice, click on the "+ Create New" button in the top right corner of the screen. Every invoice needs a date, vendor, invoice number, and a total. Fill out those details and click "Create Invoice."
Line Items
Once the invoice is created you can begin creating line items in three different categories: products, keg transfers, and miscellaneous.
Product Line Items
Product line items are for linking to products in your product library. Use the search bar to find the product format, and use the purchase unit dropdown to change from your default purchase unit if necessary.
Keg Transfer Line Items
Keg transfer line items are for keg deposits and keg returns. You can optionally give this line item a name, like "Budweiser half barrel."
Miscellaneous Line Items
Miscellaneous line items are for any delivery charges, broken case fees, or products you don't want to put in your library. Every miscellaneous line item needs a name associated with it.
Linking to an Order
Invoices can be linked to orders placed in Spec. Click the "Link Order" button to get started. Only orders placed for the vendor that the invoice was created for can be linked. Find you order and click "Next Step."
Next, choose which order items you want linked to the invoice. Deselect any items that are not included on the invoice and click "Link Items." Now, product line items will be automatically generated based off of the linked order to speed up invoice entry.
Adjust any of the pre-filled quantities or prices as they appear on the invoice.
Expense Groups and Subgroups
Expense groups and subgroups allow you to categorize where your spending is tracked. For more information, see Expense Groups and Subgroups article.
Product and Miscellaneous line items must be assigned expense groups and subgroups. Product line items automatically pre-fill with the default expense group and subgroup selections made in the product library.
Reconciling an Invoice
To reconcile an invoice, two conditions must be met:
Each line item is reconciled, meaning all fields are filled out.
The sum of all line item costs must equal the invoice total.
Once these conditions have been met, the "Approve Invoice" button can be clicked. You will be shown any purchase unit prices that will be updated once the invoice is approved. Click "Approve Invoice" to finalize the process.
Attaching an Image to an Invoice
It's a good idea to attach an image of the original invoice when digitizing the information in Spec. This allows you to reference the original if anything was inputted incorrectly. Spec supports multiple images per invoice.
Additional Information
If you wish to include any more information about the invoice, you can include that at the bottom in the "Additional Info" text box.