When the lines don't add up to the total

Maitaki adds up every line on an invoice and compares the sum with the total printed on it. If they match to the cent, you’ll see Totals reconcile. If they don’t, something was missed or misread, and the invoice waits for you, because the total is the best proof that every line was read.

See the gap

At the bottom of the invoice, instead of Totals reconcile, you’ll see Lines the sum of the lines vs the printed total, with the difference on the right. A + difference means the lines come to less than the total; a − difference means they come to more.

Tax or a fee printed at the bottom

The most common cause is a charge printed in the totals box rather than as a line: sales tax, a fuel surcharge or a delivery fee.

When it looks like tax, Maitaki offers to add it for you:

1. Tap Mark verified to open the Verify invoice sheet.
2. Under Totals don’t reconcile, tap Add derived tax line. It shows the tax rate it works out to, like (8.875%).

A Sales tax line is added for the difference and the totals reconcile. Maitaki only offers this when the lines come to less than the total, the gap is no more than 15% of the total, and every line’s own math checks out.

When it’s a fee, compare with the original and look for the charge. If a line was read as a product but is really a fee, change its Line type. See Fix a line on an invoice.

A line was misread

If a quantity or price was read wrong, the line usually shows qty × price ≠ amount too. Fix those lines first; the totals often reconcile once they’re right. A credit read as a charge, or the wrong price column, are the usual culprits.

Rows are missing

Some invoices print the total number of units shipped. When the lines hold fewer, you’ll see Units N of M on the invoice, and Rows missing in the Verify invoice sheet. Some rows were skipped when the invoice was read, often at a page edge or a fold.

Open the original and compare it with the lines to find what’s missing. See See the original photo or PDF. If a whole section was skipped on a paper invoice, a Manager can delete the invoice and photograph the page again, flat and in good light. See Re-open or delete an invoice.

The printed total was misread

If the lines are right and the total is wrong, tap Edit at the top of the invoice and correct the Total. See Change an invoice’s vendor, number, date or total.

A vendor that rounds its totals. If the lines are right and the difference is only rounding, tap Looks fine on Totals don’t reconcile in the Verify invoice sheet and verify.

Common questions

It says "No printed total to reconcile".

Maitaki didn’t find a total on the invoice. Tap Edit and enter the Total from the paper so the lines can be checked against it. An invoice with no total is never verified automatically.

Does the derived tax line change my ingredient prices?

No. It’s a Tax line, so it counts toward the invoice total and your spend, but not toward any ingredient.