Invoice Reconciliation

Start from the PO

Open the purchase order and click Create Invoice. The line items auto-populate from the PO — quantities, SKUs, and expected costs are pre-filled so you're not entering everything from scratch.

Adjust to match the actual invoice

Update quantities and unit costs to match what the vendor actually billed. If they shipped fewer items than ordered or the price changed, enter the real numbers. Foundry highlights variances between the PO and invoice so discrepancies are obvious.

PO lines tab

The PO lines tab shows three columns side by side for each line item: Qty Ordered, Qty Received, and Qty Invoiced. Plus the cost comparison — PO cost vs. invoice cost. If anything doesn't match, you'll see it immediately.

Catch discrepancies early

Did the vendor ship 48 units but bill for 50? Did the per-unit cost go up from what was quoted? The three-way match makes these issues visible before you approve payment, saving you from overpaying or missing short shipments.

Add cost components

On any invoice, add landed cost lines for freight, customs duty, insurance, brokerage fees, or any other expense. Enter the total amount for each.

Choose how costs are allocated

Foundry splits landed costs across line items using the method that makes sense for each expense:

• By weight — Heavier items absorb more freight cost
• By value — Higher-value items absorb more duty cost
• By quantity — Each unit gets an equal per-piece share
• Equal split — Divided evenly across all line items

True COGS

Landed costs roll into your per-unit cost of goods sold. When you look at profitability reports, you're seeing real margins — not just invoice price minus sell price, but the full cost including every fee it took to get the product to your warehouse.

Status workflow

Every invoice follows a path: Draft (being entered) → Pending (submitted for review) → Approved (ready to pay) → Paid. If something doesn't look right, mark it as Disputed with a note explaining the issue.

Record payments

When you pay a vendor, record it on the invoice with the payment date, reference number (check number, transaction ID), and method — check, ACH, wire transfer, or credit card. The invoice status updates to Paid and it drops off your outstanding list.

Credit memos

When a vendor owes you money — returns, overcharges, or damaged goods — create a credit memo linked to the original invoice. The credit reduces the outstanding balance and shows up in your vendor statement.

Debit memos

When you owe the vendor more than originally invoiced — price adjustments, additional services, or undercharges — create a debit memo. It's the reverse of a credit: increases the outstanding balance and keeps the accounting clean.

Pull up the statement view

Go to Invoices → Vendor Statement. Select a vendor and a date range. Foundry shows every invoice for that vendor in the period — with summary totals for total invoiced, total paid, and total outstanding.

Compare and resolve

Walk through the vendor's statement line by line against yours. If something doesn't match, click into the invoice to review details, check the three-way match, or create a credit/debit memo to reconcile the difference.

Aging buckets

The aging report groups your outstanding invoices by how long they've been unpaid: Current, 1–30 days, 31–60 days, 61–90 days, and 90+ days. Spot overdue payments at a glance and prioritize what to pay first.