Reprocess or Manually Enter a Failed Supplier Invoice

Overview

How to retry a failed AI extraction or enter a supplier invoice manually when the upload didn’t parse correctly.

Who This Is For

Business Owner, Sole Trader, Admin, Supervisor, and Finance (where role permissions allow).

Before You Start

• You have already uploaded a supplier invoice using the standard flow (see Upload a supplier invoice, Quick Start 36).
• The upload’s confidence percentage was low, the extraction returned no data, or the extracted data is clearly wrong.

Where the confidence percentage appears: next to each extracted line on the review screen after upload. Treat any line below approximately 70% as low confidence and double-check it manually.

Steps

Option 1 — Re-parse by uploading the file again

1. Repeat the same supplier-invoice upload process for the same file.
2. When the upload completes, check the confidence percentage shown for the extraction. A higher percentage indicates the system has read the invoice more accurately.
3. If the second attempt produces usable data, continue with the standard supplier-invoice review (match lines to materials, review unit conversion, apply to inventory).

Option 2 — Enter the supplier invoice manually

1. From the supplier-invoice upload, choose the manual-entry path when prompted (or when re-parsing has not produced acceptable data).
2. Enter the invoice details:
   • Supplier
   • Invoice number
   • Invoice and due dates
   • Each line item: description, quantity, unit, and cost
3. Proceed to the review and match screen.
4. Match each line to an existing material, or create a new material from the unmatched line.
5. Confirm unit conversions where the supplier unit differs from the material’s stock unit.
6. Apply the invoice to inventory when review is complete.

What Happens Next

A successfully re-parsed or manually entered invoice continues through the standard supplier-invoice workflow — review, match, apply. Stock movements are recorded once the invoice is applied. The system should prevent the same invoice from being applied twice.

Related Guides

• Upload a Supplier Invoice (Quick Start 36)
• Capturing Supplier Invoices (Feature Write-Up 20)
• Apply a Supplier Invoice to Inventory (Business Owner role-based guide)