Calculation transparency
One definition per concept, the same on every screen and in every export. We publish them because your accountant has every right to check them before trusting a total.
Definition 1
We use the value printed on the line of the document. Only when the line carries no value do we derive it from quantity × unit price.
Never quantity × list price: your discount, your promotion and your negotiation are precisely the difference you want to see. Every number on the platform is net of VAT; no report reads the gross columns.
Definition 2
On multi-page wholesale invoices, the page balance is carried over to the next page. Those lines are subtotals, not purchases. If they enter the totals, your cost is inflated. We display them on the document so it matches the paper visually, but we exclude them from every sum.
Definition 3
We only add within the same measurement family: volume with volume, weight with weight, units with units. A quantity total is always broken down by unit of measure — for example 120.00 KG · 43.00 PCS — and never shown as a single meaningless number.
Where the document does not print a charging unit, the quantity is shown as “—”. We do not guess. The line's value still counts towards spend as normal.
Definition 4
Two suppliers write the same product two ways — each with its own code. We merge them into one canonical item code, with suggestions from the system and final approval by a person.
The prices, however, are not mixed together: the 700ml and the 1.75L of the same tequila are two different price series, and each series is strictly per supplier. That way “the price went up” really does mean an increase and not a change of pack size.
Definition 5
The valuation price is chosen in a clear order of priority:
An item with none of the above stays marked “No price”. We do not value it at 0.00 — a zero looks like a correct number and is not one.
Definition 6
Two different suppliers will happily both issue invoice “1042” in the same year. That is why a document's identity is the combination of number · supplier VAT number · date · site. That way the same invoice is never counted twice, not even when it has been recorded against two sites.
Each concept is defined once, centrally, and every report reads that same definition. Automatic reconciliation checks run continuously: if the expense analysis stops agreeing with the product analysis by even one cent, the check goes red before you see it.
Records are never deleted and never rewritten. A correction creates a new version and the old one stays, marked as superseded. That is how you answer an auditor.
When two codes are merged into one product, the old one is not lost; it stays and points at the new one. Your history does not break.
Lines with no date, quantities that were not read reliably, columns with low confidence: they appear in the “What was not counted” panel instead of being filled in with zeros.
Send us their details. We run the demo with them and open the export in their own software.
Or call us: 2310 436 595
