Finance

Supplier Invoice Capture

Photographed or emailed, read, and matched against the leg of the purchase order it belongs to.

Ledger sync

In the inbox

$556k read across 6 suppliers

2 clean, 2 with a variance

Against an import group

3 of 7

More than one vendor invoicing against the same purchase order number

43% of the inbox

Held, not posted

Waiting on a goods receipt or an approval

$504k on hold

Needs retaking

The reader stopped and asked for another photo

Sent back to the person who took it

One purchase order number, three vendors invoicing against it

An import carries the goods from the mill, the customs clearance from the broker and the cartage from the carrier. They are one group and three separate approvals, so the invoice is matched to the leg rather than to the number.

Group	Leg	Vendor	Covers	Value ex GST	Document captured
PO-26-0612	A	KLK OLEO (Malaysia) Sdn Bhd Goods	84,000 kg of raw material	$208,067	Not yet invoiced
·	B	DHL Global Forwarding (Australia) Pty Ltd Customs & freight forwarding	Sea freight, Marine insurance, Customs brokerage, Wharfage & terminal, Fumigation & inspection	$22,940	Not yet invoiced
·	C	Kings Transport & Logistics Pty Ltd Local freight	Cartage to Dandenong South	$2,960	Not yet invoiced
PO-26-0618	A	Kisuma Chemicals B.V. Goods	18,000 kg of raw material	$173,455	BILL-26-0429
·	B	DHL Global Forwarding (Australia) Pty Ltd Customs & freight forwarding	Sea freight, Marine insurance, Customs brokerage, Wharfage & terminal	$9,020	Not yet invoiced
·	C	Kings Transport & Logistics Pty Ltd Local freight	Cartage to Dandenong South	$740	Not yet invoiced
PO-26-0621	A	IMCD Australia Ltd Goods	8,000 kg of raw material	$62,400	Not yet invoiced
·	C	Kings Transport & Logistics Pty Ltd Local freight	Cartage to Dandenong South	$1,280	Not yet invoiced
PO-26-0623	A	Zibo Xiangrun Chemical Co. Ltd Goods	44,000 kg of raw material	$205,790	Not yet invoiced
·	B	DHL Global Forwarding (Australia) Pty Ltd Customs & freight forwarding	Sea freight, Marine insurance, Customs duty, Customs brokerage, Wharfage & terminal, Fumigation & inspection	$22,900	Not yet invoiced
·	C	Kings Transport & Logistics Pty Ltd Local freight	Cartage to Dandenong South	$1,680	Not yet invoiced
PO-26-0626	A	Songwon Industrial Co. Ltd Goods	17,000 kg of raw material	$178,281	Not yet invoiced
·	B	DHL Global Forwarding (Australia) Pty Ltd Customs & freight forwarding	Sea freight, Marine insurance, Customs brokerage, Wharfage & terminal	$9,480	Not yet invoiced
·	C	Kings Transport & Logistics Pty Ltd Local freight	Cartage to Dandenong South	$880	Not yet invoiced
PO-26-0605	A	Sasol Chemicals (Germany) GmbH Goods	44,000 kg of raw material	$144,001	BILL-26-0438
·	B	DHL Global Forwarding (Australia) Pty Ltd Customs & freight forwarding	Sea freight, Marine insurance, Customs brokerage, Wharfage & terminal	$14,440	BILL-26-0436
·	C	Kings Transport & Logistics Pty Ltd Local freight	Cartage to Dandenong South	$1,420	BILL-26-0436

Captured documents

What the reader returned, what it matched to, and why anything is held.

2 matched · 2 variance · 2 held · 1 retake

CAP-26-0119 Retake requested Phone photo

Omya Australia Pty Ltd

ABN 76 004 219 007 · 30 days EOM

CAP-26-0119 · 03 Aug 2026 8:52am · Bradley Hurst

Handed over at the weighbridge with the second load. Nothing posts from a photo the reader could not finish.

What the reader returned

Supplier	Omya Australia Pty Ltd	0.97
Invoice date	03 Aug 2026	0.93
Order reference	PO-26-0629	0.91
Invoice number	not read	0.22
Invoice total	not read	0.18

Why it stopped

The photo could not be read

Glare across the top third of the page from the weighbridge light.

Not read: Invoice number, Invoice total, GST

Move out of the direct light, hold the page flat and keep all four corners in frame.

Sent back to Bradley Hurst on the same order, so the second photo lands in the same place.

BILL-26-0441 Matched Email attachment

Redox Pty Ltd

ABN 89 000 762 987 · 30 days EOM

CAP-26-0118 · 01 Aug 2026 9:06am · Peter Molnar

Read cleanly on the first pass. Order, goods receipt and invoice all carry the same figure.

What the reader returned

Supplier	Redox Pty Ltd	0.99
ABN	89 000 762 987	0.99
Invoice date	01 Aug 2026	0.99
Invoice total	$35,520.00	0.99
Order reference	PO-26-0631	0.98

Matched against

Invoice	$35,520
PO-26-0631 Purchase order, single vendor	$35,520
Goods receipted	$35,520
Variance against the leg	nil

Read and matched. The document, the order and the goods receipt carry the same figure.

BILL-26-0442 Variance Email attachment

Omya Australia Pty Ltd

ABN 76 004 219 007 · 30 days EOM

CAP-26-0117 · 01 Aug 2026 8:41am · Peter Molnar

The read is not in doubt. The invoice disagrees with the goods receipt, which is a different problem and a person's decision.

What the reader returned

Supplier	Omya Australia Pty Ltd	0.99
ABN	76 004 219 007	0.98
Invoice date	01 Aug 2026	0.99
Invoice total	$73,200.00	0.99
Order reference	PO-26-0629	0.96

Matched against

Invoice	$73,200
PO-26-0629 Purchase order, single vendor	$73,200
Goods receipted	$52,560
Variance against the leg	$20,640

$20,640 more than the goods receipt supports. Billed 60,000 kg of RM-6010 against 36,000 kg receipted. 24 t still to arrive.

BILL-26-0438 Variance Email attachment

Sasol Chemicals (Germany) GmbH

No ABN, overseas supplier · NET 60

CAP-26-0116 · 29 Jul 2026 2:22pm · Peter Molnar

Euro document against the goods leg. It agrees with the order as it stands; the rate is what the buyer queried.

What the reader returned

Supplier	Sasol Chemicals (Germany) GmbH	0.99
Invoice date	29 Jul 2026	0.98
Currency	EUR	0.99
Invoice total	€87,120.00	0.99
Order reference	PO-26-0605	0.97

€87,120.00 = $144,001 at the month-end rate

Matched against

Invoice	$144,001
PO-26-0605A Goods leg of the group	$144,001
Goods receipted	$144,001
Variance against the leg	nil

Price variance on the three-way match. €0.246/kg billed against €0.238/kg on the blanket order. €352 over, posts to 5500 Purchase Price Variance.

BILL-26-0436 Matched Desk scanner

DHL Global Forwarding (Australia) Pty Ltd

ABN 37 000 133 890 · 14 days

CAP-26-0115 · 27 Jul 2026 11:35am · Peter Molnar

One document, two cost legs, and the second leg is raised on a different vendor. This is the case that stops a one-order-one-supplier reader.

What the reader returned

Supplier	DHL Global Forwarding (Australia) Pty Ltd	0.98
ABN	37 000 133 890	0.97
Invoice date	27 Jul 2026	0.98
Invoice total	$15,860.00	0.99
Order reference	PO-26-0605	0.94

Matched against

Invoice	$15,860
PO-26-0605B + PO-26-0605C Cost legs of the group, two vendors	$15,860
PO-26-0605B on its own All a one-order-one-supplier reader can see	$14,440 $1,420 short
Variance against the leg	nil

Read and matched. The document and the cost legs it covers carry the same figure.

Placed across PO-26-0605B and PO-26-0605C, which are two vendors on the one group. Held against PO-26-0605B alone the document reads $1,420 over; that remainder is the value of PO-26-0605C to the cent, which is how the split is worked out rather than guessed.

BILL-26-0429 Held Email attachment

Kisuma Chemicals B.V.

No ABN, overseas supplier · NET 60

CAP-26-0114 · 13 Jul 2026 3:48pm · Peter Molnar

Settled in full to release the bill of lading. Read and matched, but there is nothing to receipt against until the container clears.

What the reader returned

Supplier	Kisuma Chemicals B.V.	0.99
Invoice date	13 Jul 2026	0.99
Currency	EUR	0.99
Invoice total	€104,940.00	0.99
Order reference	PO-26-0618	0.95

€104,940.00 = $173,455 at the month-end rate

Matched against

Invoice	$173,455
PO-26-0618A Goods leg of the group	$173,455
Goods receipted	$0
Variance against the leg	$173,455

Matched, waiting on the goods receipt. Prepaid to release the bill of lading. Goods receipt raises against Goods in Transit when the container clears.

BILL-26-0424 Held Desk scanner

Bulk Bag Supplies Australia Pty Ltd

ABN 27 128 449 016 · 30 days

CAP-26-0113 · 24 Jul 2026 10:12am · Peter Molnar

The order reference read at 0.89 and was confirmed by hand. The order it points at has not been approved yet.

What the reader returned

Supplier	Bulk Bag Supplies Australia Pty Ltd	0.98
ABN	27 128 449 016	0.96
Invoice date	24 Jul 2026	0.97
Invoice total	$113,600.00	0.99
Order reference	PO-26-0635	0.89

Matched against

Invoice	$113,600
PO-26-0635 Purchase order, single vendor	$113,600
Goods receipted	$0
Variance against the leg	$113,600

Matched, but the order is not approved. The document agrees with the order to the cent. The order itself is still in the approval queue below, and nothing posts against an unapproved order.

Capture on the phone

The same five steps as an expense claim, against a purchase order instead of a cost centre.

Hold steady

1

Photograph it

At the gate, at the weighbridge or at the desk. The order number can be typed or scanned off the docket.
2

The reader reads it

Supplier, ABN, date, currency, total and the order reference, each with a confidence.
3

Confirm what it read

Anything the reader was unsure of is put in front of the person who took the photo, filled in, not guessed.
4

It routes for approval

To whoever holds the limit for that value, on the ladder below.
5

It posts

Against the leg it matched to, at landed cost, with the variance on its own account.

What the reader checks before it accepts a photo

All four corners in frame	The reader cannot tell a total from a subtotal on a cropped page.
No glare across the amounts	A blown-out line reads as blank, and a blank total posts as nil.
One document per photo	Two invoices in one frame match to whichever order it finds first.
Invoice number legible	Without it the same document can be paid twice.
An order reference on the page	With no order number there is no leg to match to.

A failed check sends the photo back with the reason on screen rather than posting a document nobody has read.

Purchase orders waiting on an approval

The same delegation limits on the phone as at the desk.

2 awaiting · 2 still draft

Order	Vendor	Value AUD	Raised by	Sits with
PO-26-0634 Awaiting approval	PMC Organometallix Inc. 21,000 kg · USD · CIF	$222,744 US$144,780.00	JK no limit on file	Mike Pierce Managing Director, above $50,000
PO-26-0635 Awaiting approval	Bulk Bag Supplies Australia Pty Ltd 4,000 kg · AUD · DAP	$113,600	Grant Ellery limit $5,000	Mike Pierce Managing Director, above $50,000
PO-26-0636 Draft	Orora Packaging Australia Pty Ltd 60,000 kg · AUD · DAP	$111,600	Grant Ellery limit $5,000	Mike Pierce Managing Director, above $50,000
PO-26-0637 Draft	Sinochem Plastics Co. Ltd 6,000 kg · USD · FOB	$33,601 US$21,840.00	JK no limit on file	Mark Jouvelet Finance & Operations Manager, up to $50,000

Delegation of authority

A cost leg is approved on its own value, so the goods order is never amended upwards after it has been signed.

Mike Pierce	Managing Director	$250,000
Mark Jouvelet	Finance & Operations Manager	$50,000
Anil	Operations Manager	$25,000
Steve Whitmore	Supply Chain Manager	$20,000
Daniel Kovac	Production Manager	$15,000
Rebecca Nguyen	Sales Manager	$10,000
Priya Raman	Quality Manager	$7,500
Amir Haddad	Technical Manager, R&D	$7,500
Grant Ellery	Warehouse Supervisor	$5,000
Neil Fothergill	Maintenance Fitter	$3,000
Sarah Kingsford	HSE & Compliance Coordinator	$3,000
Tom Ashcroft	Process Engineer	$2,500

Nothing on this page calls a scanning service. The reader's confidence and the retake prompt are the capture state; the amounts, the order numbers and the variances are read from the purchase orders, goods receipts and supplier bills already in the system. Landed cost and the cost legs are on Imports & Landed Cost, the aged position on Aged Creditors, and what goes across to the accounting package on Ledger Sync.