Daily work

Review an invoice before it reaches your POS

Winston can help turn an invoice into structured information for review. Reading the document, matching its products and creating a record in another system are separate steps.

Start with one invoice

Use the Invoice Processing starter or attach the invoice in Chat. Name the vendor and receiving store, and say what you want prepared.

Prepare this invoice for review for Downtown. Show the extracted lines, proposed product matches, quantities, pack sizes, unit costs, totals and anything uncertain. Check for a possible duplicate. Do not submit it or change the catalog yet.

Do not assume the attachment was processed if the response says it could not read the file. Use a legible document and resolve missing pages before proceeding.

Check the header and every uncertain line

Confirm vendor, invoice number, date, store and total. Then review:

Product identity, including variant, size, pack count and unit of measure.
Ordered quantity versus the number of individual units.
Unit cost, line total, discounts, fees and taxes.
The proposed catalog match and any unmatched or ambiguous item.
Whether the same invoice may already have been entered.

A similar product name is not enough to confirm a match. Make uncertainty visible rather than accepting a convenient substitute. Compare the line totals and adjustments with the invoice total; ask Winston to explain any difference.

Separate preparation from submission

If a Work Audit is created, read the exact proposed action and preview the invoice before approving. Confirm the destination and whether that connection supports the write. A read-only POS connection can support preparation without allowing submission.

After approval, check the outcome at the destination. A prepared invoice, an approved audit and a successfully created POS record are different states.

If submission fails

Check whether a record was created before retrying. Keep the invoice number, destination record identifier if present, error and timestamp. Resolve a duplicate or uncertain match before attempting another submission.

See Review and approve for action boundaries and Connect your tools for access requirements.