Purchase

Reconcile a Supplier Invoice Total Mismatch

Posnic compares the supplier's declared tax-inclusive invoice total with its calculated purchase total. A difference above 0.50 is saved as a visible warning instead of blocking received stock.

Menu path
Purchase -> Purchases -> open purchase with warning triangle or Mismatch badge
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/receivings_write.html receiving_invoice_total_declared, frontend/static/script/js/modules/js/receiving_add.js invoiceTotalCheck loadList and renderPurchaseDoc, api/src/models/receiving.model.js invoice_total_declared and invoice_total_mismatch, api/src/repositories/sale.repository.js purchase-register invoice fields

Enter the supplier-stated totalInvoice total (incl. tax) is the supplier's printed total, not a second Posnic-calculated subtotal.
Find and open the purchaseA mismatched received purchase adds a warning triangle beside its purchase number; open that exact row to investigate.
Reconcile the open documentCompare the supplier-stated amount with lines, tax, charges and Posnic's displayed total before correcting anything.

What the Warning Means

SignalMeaningOperator response
Matches the linesDeclared supplier total is within 0.50 of Posnic's computed total.Continue only after the rest of the purchase is verified.
Does not match the linesThe live entry difference is greater than 0.50.Recheck quantities, costs, tax mode and charges before save.
Warning triangle in PurchasesThe saved received purchase carries invoice_total_mismatch.Open the exact purchase and reconcile its evidence.
Mismatch badge on documentThe stored supplier total still differs from the computed transaction.Resolve or retain an approved explanation; the badge is not a stock status.
Supplier's invoice statesThe document is showing the externally declared total.Compare it with the Posnic total and attached invoice.

Enter the Declared Invoice Total Correctly

  1. Open Purchase -> Purchases -> New Purchase, or an eligible received purchase Edit screen.
  2. Choose the supplier and enter the real received item quantities and purchase costs.
  3. Set Exclusive Tax only when the supplier's tax is added above the entered item cost.
  4. Add named freight, loading or packing charges that appear in the supplier total.
  5. In Invoice total (incl. tax), enter the final total printed by the supplier.
  6. Read the message below the field before saving.
  7. If it matches, still verify the invoice identity and attachment; equal totals alone do not prove correct lines.

Understand the Comparison

ComponentIncluded in computed totalCommon mistake
Purchase linesYes, using entered quantities, purchase costs and line tax treatment.Wrong quantity or unit cost.
Additional chargesYes, freight/loading/packing rows are added.Omitted, duplicated or entered inside item cost as well.
Exclusive taxAdded when Exclusive Tax is selected.Selecting exclusive for an already tax-inclusive supplier price.
Inclusive taxAlready contained in the calculated line amount.Adding it again manually.
Supplier declared totalCompared against the computed total; not added to it.Entering subtotal, amount due, or a previous invoice instead of final tax-inclusive total.
ToleranceMismatch only when absolute difference is greater than 0.50.Assuming exactly 0.50 will produce a warning.

Reconcile Before Saving

  1. Confirm supplier name, invoice number and invoice date on the external document.
  2. Compare every invoice item with the Posnic item line.
  3. Check quantities, units and purchase costs one by one.
  4. Verify item tax rates and whether the invoice prices include tax.
  5. Compare every supplier-level charge with Additional charges.
  6. Check rounding or supplier adjustments shown outside the item lines.
  7. Correct only the field proven wrong, then read the match message again.
  8. Attach the final supplier invoice or approved evidence before saving when policy requires it.

Save an Approved Difference

The warning deliberately does not block save because stock may already be physically received. A mismatch is permission to investigate, not permission to invent a balancing line.

  • Get manager or accounts approval when a real difference remains.
  • Record the reason in purchase/payment notes or the shop's accounting record.
  • Attach the supplier invoice and any credit note, rounding explanation or approval evidence.
  • Save once and wait for confirmation.
  • Reopen the purchase and confirm the warning, declared total and evidence remain visible.
  • Include the mismatch in the purchase-register review until resolved.

Correct a Saved Mismatch

  1. Open the warning-marked purchase from Purchase -> Purchases.
  2. Check the open document and attachment before selecting Edit.
  3. Confirm Purchase / Receiving Write access and that the record is eligible for editing.
  4. Correct the supplier, lines, costs, tax mode, charges or declared total only from verified evidence.
  5. Save and reopen the same purchase number.
  6. Confirm the warning triangle and Mismatch badge clear when the new absolute difference is no more than 0.50.
  7. Check inventory logs when line quantity changed; a total-only or charge correction is not a stock movement by itself.

Do Not Hide the Warning This Way

  • Do not change the declared total to Posnic's number when the supplier invoice says otherwise.
  • Do not create a fake freight row merely to force matching totals.
  • Do not alter tax mode without checking whether supplier prices are inclusive or exclusive.
  • Do not change received quantities to solve an accounting-only variance.
  • Do not remove the supplier invoice because it exposes a mismatch.
  • Do not void or return the purchase unless the whole transaction or physical goods genuinely require that workflow.

Troubleshooting and Review

ProblemLikely reasonControlled response
No match message appearsDeclared total is blank, zero or invalid.Enter the supplier's final numeric total including tax.
Warning remains after correctionA line, tax-mode or charge difference still exceeds 0.50, or the view is stale.Recalculate from evidence, save once, refresh and reopen the same purchase.
Difference is exactly 0.50 but no badge appearsThe implementation flags only values greater than 0.50.Review the difference under company policy even though Posnic does not flag it.
Warning appears in list but purchase will not openStale list state, reset demo data, branch change or deleted record.Refresh once and locate the purchase by number and supplier.
Cannot edit the purchaseStatus or employee access prevents editing.Preserve evidence and use the manager-approved correction, return or void route.
Totals match but tax report is wrongMatching grand totals can conceal incorrect tax allocation.Audit item tax rates, Exclusive Tax and ITC eligibility separately.
Stock differs after correctionA received item quantity was changed.Freeze further movement and reconcile the purchase against Inventory Logs with a manager.

End-of-Day Mismatch Review

  • Scan Purchases for warning triangles and open each marked transaction.
  • Match declared totals to attached supplier invoices.
  • Confirm every unresolved variance has an owner, reason and next action.
  • Review tax and ITC separately; a matched invoice total does not prove correct tax treatment.
  • Do not close the purchase day with unexplained stock-affecting corrections.

Related Manual Pages

Purchase Purchase Exclusive Tax Exclusive Tax controls whether configured exclusive item tax is added above purchase cost. In the current receiving flow, clearing it sets line tax to zero rather than extracting included tax from the entered price. Purchase Freight and Charges Additional purchase charges increase the purchase grand total. They remain separate from item unit cost and tax so operators can reconcile supplier paperwork without distorting stock lines. Purchase Attach Purchase Files Purchase attachments keep supplier paperwork beside the saved transaction. Posnic accepts PDF and image files up to 10 MB on purchase orders and received purchases. Purchase Edit a Purchase Editing changes the original purchase. On received documents, tracked stock moves only by the difference between the old and new lines; partial receipts preserve quantities already accepted and must still be completed through Receive. Purchase Browse and Open Purchases The Purchases screen merges orders and received purchases into one working list. Read the number, dates, progress, indicators and status together before opening a row. Reports Tax Payable Tax Payable is the deeper accounting control. It applies purchase ITC eligibility, calculates monthly payable or carried credit and exposes the supplier documents behind the input total. Reports Tax Summary Tax Summary is a fast rate-level control report. It compares tax collected on sales with tax recorded on purchases, but its purchase total is not an ITC eligibility register. Inventory Inventory Logs Inventory Logs are the branch stock ledger. Each row opens a movement detail beside the list, where operators can inspect the reference and follow controlled links to the item, sale or purchase.