Remember to check the Knowledge Base for a solution before you enter a new ticket.

✕
HelpDesk
sign in

Entering an Invoice

Creation date: 7/22/2026 4:58 PM    Updated: 7/27/2026 8:47 AM   entering invoices invoice oc pro optimum control supplier
Print...
Optimum Control Guide
Entering an Invoice
Every delivery gets entered — it's what keeps prices, stock, and recipe costs real.
ℹ
Every delivery needs to be entered as an invoice. This is what updates your pricing, your stock levels, and the cost of every recipe that uses those items. If invoices don't get entered, none of your costing is real. Have the paper invoice in front of you — you'll be matching what you type against it line by line.
🧾  Entering a new invoice
1
Click Invoice on the main toolbar.
2
The Invoice Calendar opens, showing everything entered so far. (Double-click to open an existing invoice, or search for one.)
3
Click New.
4
Fill in the header fields (below).
5
Add your items.
6
Add any Taxes/Adjustments, Credits, and Expenses.
7
Check that the invoice balances.
8
Click Save.
📄  The header fields
Supplier
Who the invoice is from. Picking the supplier fills the left-hand list with all their items and case sizes. If the supplier isn't listed, they need to be added first.
Invoice Date
The date the stock was received — not the date you happen to be typing it in. This decides which count period the purchases land in; entering yesterday's delivery today? Date it yesterday. A wrong date shifts cost into the wrong period and skews the variance.
Invoice Number
The supplier's invoice or credit number. Type this carefully — it's how the invoice gets matched later.
Invoice Total
The full total including items, expenses and taxes — usually at the bottom of the last page.
Terms
Defaults from the supplier setup. Tab past it if you don't use it.
Due Date
Calculated for you from the terms.
PO #
If you use purchase orders. If the invoice came from a pending order, this fills in automatically.
Comments
Anything worth noting about this invoice.
➕  Adding items
With the supplier selected, the left-hand list shows their items and case sizes.
  • Double-click an item to add it to the invoice, or drag and drop it across.
  • Enter the quantity and price from the paper invoice.
✋
Item on the paper invoice but not in the list?
Don't skip the line, and don't shove it under a similar-looking item just to move on — both quietly corrupt stock and costing. Items are set up by F&B management, so ask your manager to add the item (or the missing case size), then finish the invoice properly.
⚖️  Making it balance
The invoice has to balance — what you've entered has to add up to the invoice total you typed in the header. If it won't, check for:
  • A missing line item.
  • Taxes or expenses (delivery, fuel surcharge, deposits) not entered.
  • A quantity or price typed wrong.
  • A credit on the invoice that hasn't been entered.
✋
Don't force a balance by fudging a price
A wrong unit cost quietly poisons every recipe that uses the item. Find the real difference.
🕐  Enter invoices promptly — and only once
Promptly. A stack of un-entered invoices means stale prices, understated purchases, and a variance report that lies. Entering deliveries as they arrive, with the correct received date, is one of the highest-value habits in the whole system.
Only once. The login is shared, so two people can unknowingly enter the same invoice. Agree within your team on who enters invoices — and before typing one in, glance at the Invoice Calendar (or search the invoice number) to make sure it isn't already there.
💡  Speeding it up
If you enter the same supplier's invoice over and over with much the same items, an invoice template can pre-load those lines. Ask your manager whether templates are set up for your venue.
If the delivery came from an order raised in Optimum Control, don't enter it from scratch — receive the order instead, which pre-fills everything. See Receiving an Order.
🆘  If something goes wrong
Program problem — errors, crashes, failed saves, a report that won't run → TracRite support at Support@tracrite.net (they know their software best).
"How do I / why does my data look like this?" — missing items, vendors, recipes, or numbers that look off → your F&B manager or executive chef. These are operational questions, not software faults.
Hardware, network, a lost license, or OC missing from a workstation → that's the short list Argus IT handles.
See Optimum Control — Common Issues and How to Get Help (KB-210001) for the full "who to contact for what" breakdown before reaching out.
ArgusIT KB# 210006 · Tags: optimum control · oc pro · invoice · entering invoices · supplier · purchasing
Get help for this page Powered by Jitbit HelpDesk