Why order confirmations don't count
Orders are kept to spot a missing invoice, never counted as spend.
Also known as: order confirmation · new order · estimate · purchase order · po · skipped order · order acknowledgement · quote · pre-bill · sales order · estimated prices · counted twice
Many vendors send an order confirmation when you place an order, then an invoice when they deliver. The two list the same items, but the order’s prices are estimates: weighed items, substitutions and shorts all change by delivery. The invoice is what you actually owe, so only the invoice counts.
Maitaki spots order confirmations when it reads them, whether you upload them or they’re emailed in. It keeps them, but never adds them to your spend or ingredient prices.
How they look in the Inbox
An order confirmation shows with the pill Skipped · order and the type Order. You’ll find it under Skipped, and under the Other tab.
Open it to see:
- Order: the order number.
- Delivery: the delivery date on the order.
- Estimated: the order’s estimated total.
- Next: what Maitaki is waiting for.
Matched to its invoice
When the invoice for that delivery arrives, Maitaki links it to the order. It matches them by the invoice number printed on the order, or by the delivery date and the items on both.
Next tells you where things stand:
| You’ll see | What it means |
|---|---|
| When its invoice arrives, it’s linked here | Nothing to do yet. |
| Its invoice is on file | The invoice arrived and is linked. Tap Open its invoice to see it. |
| No invoice yet, sometimes with the number it should be | The delivery date was more than 2 days ago and the invoice hasn’t come in. Ask the vendor for it, then upload or forward it. |
Use orders to chase missing invoices. If an order says No invoice yet, you received goods you haven’t been billed for in Maitaki yet. Your costs will be off until the invoice is in. See Spot invoices you haven’t received.
Common questions
An invoice was marked as an order by mistake.
Open it in the Inbox, tap Wrong? (or Change what it is), then choose Invoice. Maitaki reads it as an invoice.
An order confirmation was read as an invoice.
Open it in the Inbox, tap Wrong? (or Change what it is), then choose Skip. The invoice that was read from it is set aside and stops counting. If it was already verified, tap Unverify — I want to check it first.
Can I make Maitaki skip a vendor's order emails every time?
Yes. A Manager can add a sorting rule, such as skipping emails from that vendor whose subject starts with “New Order”. See Sorting rules for emailed documents.