1. Exporting to Xero: How does the new Received Invoices report compare to the Orders by Supplier report? You can export received invoices to Xero from the Received Invoices page. The Received Invoices page will show all invoices received via AI Invoice Processing, including those that have been connected to Purchase Order.

You only need to use Orders by Supplier if you are ordering through Loaded, and do not connect a Purchase to an Invoice. You can still use the Orders by Supplier report to track orders sent to each supplier.

We recommend the following steps to have the smoothest process to export invoice data to Xero: 1. Invoices are received in Loaded 2. Supplier sends statement 3. Statement is reconciled in Loaded and then sent through as one entry to Xero 4. Payment is made in Xero

This means that all detail is in Loaded, and then the high level expense data is in Xero for your P&L. This means you can ensure inwards goods is actually accurate in Loaded, but don't need to replicate the work of reconciling a statement in Xero.

2. If I’ve been receiving Purchase Orders in Loaded, how does AI Invoice Processing fit in with this process?

   • You can still create & send Purchase Orders from Loaded as you’ve been doing
   • Upload or email your invoice to Loaded, then on the Receive Invoice page, enter the Purchase Order that you want to receive in the ‘Order’ number field
   • Go through each line and check the quantity ordered vs. the quantity received, and the unit received.
   • When you click ‘Receive Goods’, you’ll also ‘receive’ that Purchase Order
   • Export the invoice to Xero from the Received Invoices report (not the Orders by Supplier report if you were previously using that).

   Some tips for connecting Purchase Orders to Invoices:

   • You need to connect the Purchase Order to the Invoice before you receive the Invoice, if you try connecting it afterwards the Purchase Order won’t be marked as received.
   • If you receive a different unit to what you ordered, you’ll need to mark the quantity received as ‘0’, then add a new line item so you can add the correct unit that you received (which will create a new stock item variant if you haven’t received that unit for that stock item already).

3. How do I delete an invoice?
   From the Incoming Invoices page, click “Receive” next to the invoice you want to delete, then on the Receive Invoice page click “Delete”.

4. What do I do if an invoice is ‘Not Recognised’ and there’s a ‘Delete’ button instead of a ‘Receive’ button? This means Loaded hasn’t recognised the document you’ve emailed or uploaded as an invoice. You can let us know this has happened by sending a copy of the invoice to [email protected] so we can update our AI Model to categorise the invoice correctly. In the meantime, you can manually create an invoice by clicking “Upload” on the Incoming Invoices page and then checking the box “Create invoice manually without uploading”.

5. Where do I add a freight or delivery charge? At the bottom of the invoice lines, click ‘Add Item’ then type Freight and select the Freight item. Then enter the cost of the freight or delivery fee in the Total Cost for that line.

6. How does AI-powered Invoice Processing affect my COGs and Gross Profit reports? As soon as you click “Receive Goods” to receive an invoice, all your Cost of Goods and Gross Profit reports will be updated based on the stock levels and pricing of the goods received. This works in the same way as if you currently receive Purchase Orders in Loaded.

7. What happens if the Invoice total is Loaded is slightly different (no more than a few cents) to the total on the actual invoice? This is usually due to Loaded rounding differently to the supplier’s calculation on the invoice. Loaded will automatically round the invoice if it’s within 10 cents of the ‘Invoice Total’ field. If the difference is more than 10 cents, check the Unit Cost and Total Cost of each line item and make adjustments if needed. If you need to make a bigger adjustment, you can select ‘Add Item’ and create a stock item called ‘Rounding’, then enter the amount needed for the invoice to match.

8. Why do I need to match the Supplier field before some of the line items match (i.e. turn white)? Loaded needs the Supplier to match the correct stock item variant (theoretically you could have two stock item variants that have the same stock code, but different supplier).

9. Can I upload and receive a Credit Note? You can send or upload a credit note to Loaded in the same way as you send or upload an invoice. A few things to note:

   1. Enter the stock item and make sure the Quantity Received value is 0 so you don’t update the stock levels for that stock item. Or enter a negative value if you had received that stock item previously.
   2. Enter the dollar value fields as negative values. You may need to do this manually while Loaded learns how to read credit notes correctly.
   3. The dollar value of the credit note will update your Gross Profit and Purchases reports.
   4. You can reconcile Credit Notes with Supplier Statements, and export them to Xero from the Received Invoices report.

10. How do I edit the unit on an invoice line that is matched to a purchase order line? Purchase order lines cannot be edited. Instead, you should receive the order qty as 0 and add a new line with what you actually receive. This will create a new stock item variant with the new unit that you receive.

11. How do I apply a discount the Supplier has provided on the invoice? Use the Total Cost column to enter the price for the discounted item after the discount has been applied. Loaded will automatically work out what the tax amount is and what discounted unit cost is if you’ve received more than one of the item.

12. “We couldn't process your invoice” email: if you receive this email from Loaded check you sent a JPG, PNG or PDF file format. If you think the invoice format is correct, please send a copy of it to [email protected] explaining what you did and the message you got.

13. The ‘Receive Goods’ button is greyed out: If you can’t click ‘Receive Goods’ check you’ve entered a unit, quantity received and unit cost for each line item. If this doesn’t work, try clicking ‘Save’ or refreshing the page.

14. How do I set up auto-forwarding my invoices to Loaded from a Gmail account? Find out out how auto-forward invoices to Loaded from Gmail here:

    Auto-forwarding invoices to Loaded from Gmail

15. How shall I handle keg deposits that are included in my invoice line item price? If your invoice line items include a keg deposit, we recommend creating a ‘Keg Deposits’ stock item and adding that as a separate line item on the invoice. Then you’ll need to calculate the correct Unit cost and Total price for each line item.