Vendor invoices that come in by themselves

Vendor invoices reach the POS by themselves: from your store's invoice email address and from vendor portals like Essense and Jovani. Each one is read and checked against your PO and what arrived, with nobody typing it in.

Everything here is set up in Settings, Vendor invoices (managers and owners). The invoices show on the Invoices screen, and anything that needs a person shows on the To do list.

Your invoice email address

Each store has its own address. It starts with invoices-, for example invoices-ggformals@mail.bridaliq.app. If you have more than one store, each store has its own address.

In Settings, Vendor invoices, press Copy next to the address.
Give it to your vendors as the address to send invoices to. You can also forward an invoice there yourself.

Every PDF or photo in the email is filed and read. Email-signature logos are skipped. If the invoice is typed into the email itself, the email is kept and read too.

Who may sendEmails from your vendors (the email on each vendor in the POS, and others at the same company), from your team, and from senders an owner adds are filed by themselves. Anyone can fake the sender of an email, so anything else waits under From an unknown sender until a manager accepts or rejects it. Rejected emails are kept in the history.

The same invoice is never filed twice: not the same file, and not the same vendor, invoice number and total in a different file.

Vendor portals

An owner saves the store's login for Essense Online (Essense of Australia, Stella York, Martina Liana, Sorella Vita), Jovani or Global Bridal House (Randy Fenoli, Modeca, Hervé Paris, Libelle). The POS signs in every few hours and brings in new invoices and credit memos. It only reads: it never orders, pays or changes anything on the vendor's site.

The password is locked away and never shown again, not even to the owner. To change it, save it again.
Each portal shows when it last brought invoices in, how many so far, and any problem in plain words.
If the portal asks for a picture check or a code that only a person can answer, it says Needs you to sign in. Sign in to the portal yourself once, then save the password again. The POS never works around those checks.
Global Bridal House market orders come in as soon as you place them, with what you paid as a deposit. Each order is checked for a PO in the POS, and the To do list offers Record the deposit so the card deposit comes off when the order ships and becomes the invoice.

Several stores

Each store has its own invoice address and its own portal logins, and each store's invoices land in that store. Switch stores to see each one.

If one login sees more than one of your stores (one Jovani login with both stores' account numbers), save it once and tick Also used by for the other stores. Each invoice it brings in goes to the store named in SOLD TO on the invoice. If SOLD TO is not printed, it goes by the vendor account number: match each account number to a store under Vendor account numbers. An account number nobody matched waits under Which store? for the owner. A login can only be shared between stores you own.

The same goes for email: an invoice sold to your other store moves there by itself, and the move is kept in both stores' history.

Scans, photos and handwriting

Most PDFs are read straight away. When an invoice can't be read that way (a scan, a phone photo, a handwritten market order), AI reads it and the invoice shows Read by AI — check it until a manager compares it with the paper and presses It's right. AI reading counts toward the store's monthly AI limit.

If AI is not set up or is off, the invoice goes on the To do list as Type in this invoice. Open it, fill in the vendor, number, date and total, and save.

Drop ships

When an invoice shows the order went straight to a customer, the To do list shows Drop ship — make the receiving in the POS. If her special order is on a PO, press Receive it to her ticket: it is received on that PO with the invoice number, so her ticket shows it arrived and the invoice matches.

The four boxes

Open any problem about a vendor invoice, PO, receiving or bill and you see four boxes, left to right: Vendor invoice, PO, Receiving (RV) and the bill. Green ✓ matches, amber ⚠ differs (it says how, like "$45.00 more than the PO" or "2 received, 3 billed"), and red ✕ is missing (like "Not in QuickBooks" or "No receiving yet"). Click a box to open it. Under the boxes, a table shows each style, color and size with the quantity and price on each paper, and the cells that disagree are highlighted. A PO made from a market order sheet gets a Market order box first. On a phone the boxes stack. Rows on the To do list and the Invoices screen carry the same four dots. Staff see numbers, dates and quantities without dollar figures.

The fourth box depends on how your store keeps its books:

QuickBooks bill: QuickBooks is connected here. It shows the bill's number, date, due date and whether it is paid.
QuickBooks (posted by BridalIQ): the BridalIQ app sends your bills to QuickBooks.
QuickBooks needs to be connected again (amber): the owner sees a Connect link.
Bill in BridalIQ POS: you said you don't use QuickBooks, or it isn't connected. It shows the due date and whether the bill is open, partly paid or paid, and QuickBooks is not mentioned.

Which problems are checked, with and without QuickBooks

Always, with or without QuickBooks: Billed but not received, Received but not billed, Price differs from the PO, Quantity differs, Invoice total differs from what was received, Duplicate invoice, Credit memo not used yet, Vendor invoice doesn't add up, Receiving not completed, Vendor bills overdue (owners and managers), plus the invoice email and AI checks above.

Only with QuickBooks connected, because they compare against QuickBooks itself: Invoice not in QuickBooks, Bill doesn't match the vendor's invoice, Freight doesn't match, Bill date differs from invoice, Bill due date is later than the invoice, Credit memo not in QuickBooks, Statement doesn't match QuickBooks, Possible duplicate bill, Vendor credit not used, and Never reached QuickBooks.