Spot invoices you haven't received

A delivery without its invoice makes your spend look lower than it is, and your ingredient prices go stale. Maitaki learns which days each vendor usually delivers, and points out the ones where no invoice turned up.

Check a vendor for gaps

1. Tap Purchases, then the Vendors tab, then the vendor.
2. Tap the Invoices tab.
3. Read Invoices on file: the first and last invoice dates, how many, and the vendor’s usual delivery days, like usually Wed.

You’ll see one of these:

You’ll see	What it means
5 delivery days with no invoice	Days the vendor usually delivers, when you were open, with no invoice from them within 2 days. Tap it for the dates.
No gaps: every open delivery day has an invoice.	Nothing looks missing.
Not enough invoices yet to know this vendor’s delivery days.	Maitaki needs more of their invoices before it can tell.

Chase the missing ones

1. Tap the delivery days with no invoice row. The Possibly missing sheet lists the dates.
2. Ask the vendor for a statement covering those dates, or for copies of the invoices.
3. Upload or forward any you get. See Photograph a delivery invoice or Get an email address for invoices.

When a statement is emailed to your invoice address, Maitaki also checks the invoice numbers on it against what you have and names the ones you’re missing. See Statements and past-due reminders.

“Possibly” is the right word. A vendor may have skipped a delivery that week. Maitaki knows you were open from your sales or staff hours, not whether a truck came.

Fix invoices with no date

An invoice without a date can’t be placed in a week, so it can hide a gap. If any are missing a date, the Invoices tab shows 2 invoices have no date (for example).

1. Tap Fix.
2. Tap an invoice in the list.
3. Add its date. See Change an invoice’s vendor, number, date or total.

Order confirmations help too

When a vendor emails an order confirmation and no invoice follows, the confirmation stays in the Inbox under Skipped and says No invoice yet with the number it should have. See Why order confirmations don’t count.

Common questions

How does Maitaki know which days a vendor delivers?

From the dates on their invoices. It needs a handful of dated invoices from a vendor before it can tell. Until then, you’ll see Not enough invoices yet to know this vendor’s delivery days.

It says a day is missing, but we were closed.

Maitaki decides you were open from that day’s POS sales or staff hours. If something was recorded that day, it counts as open. You can ignore that date.