📦 Warehouse Staff Guide: Quick Invoice Check

Best for: Daily invoice checking tasks
Time: 3 minutes
Technical level: Quick reference

What You Need to Know

You might not use this system daily, but here's what to do if asked to check invoices.

Daily Task: Check if Invoices Match

Step 1: Open Dashboard

1. Log in to the system

2. Look at the main screen

Step 2: Look for Red Flags

• ⚠️ "Discrepancies Detected" = Courier overcharged us

• 🚫 "Unmatched Lines" = We forgot to bill a customer

Step 3: Tell Your Manager

If you see:

• More than 5 discrepancies

• Large unmatched amounts (over £100)

• Anything marked "Ignored"

→ Alert your manager immediately

If Asked to Upload an Invoice

Quick Steps:

1. Click "Invoices" (left menu)

2. Click "Import Invoice"

3. Select courier (e.g., DPD)

4. Type invoice number (from the courier's email/PDF)

5. Click "Next"

6. Choose the file (CSV or Excel from courier)

7. Click "Next"

8. Important: Change "Destination Zone" to "Postcode"

9. Click "Submit"

10. Wait 30 seconds

11. Click "Refresh"

What Each Status Means

Common Questions

Q: Do I need to check this every day?

A: No - only when asked or if you process invoices

Q: What if it says "Discrepancy"?

A: Screenshot it and send to your manager

Q: Can I fix overcharges?

A: No - only managers can dispute with couriers

Emergency Contacts

• System issues: IT Support

• Invoice questions: Finance Manager

• Courier disputes: Operations Manager

That's it! You probably won't need this often, but now you know what to do.

Support & Next Steps 📞

Need Help?

• Contact Support.

• Developers: See API Documentation.

• Billing Questions: Contact your account manager.

What Happens Next?

Once you understand the concept, head to one of the following:

• Quick Overview.

• New Users Guide.

• Business Owners Guide.

• Developers Guide.

• Warehouse Staff Guide.