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Correcting invoice headers

Brikly's AI reads invoices in seconds, but sometimes it misreads a header field. The most common case is a UK date written as DD/MM/YY getting parsed as MM/DD/YY (or worse, the year being mistaken for the day). When that happens you can correct the value directly from the invoice detail page.

Who can do this

Only owners and admins can correct invoice header fields. The same role gate applies on the server, so Members and Viewers will not see the pencil icons.

What you can correct​

FieldWhy you might correct it
Invoice dateThe AI mis-parsed a UK DD/MM/YY date, or the supplier printed an ambiguous format.
Subtotal, VAT and totalThe AI picked up the wrong totals row, or the printed values were unclear. These three are always edited together so they stay in balance.

Other header fields have their own dedicated flows:

  • Invoice number - edit inline at the top of the invoice page.
  • Supplier - use the supplier confirmation flow to link the invoice to an existing supplier in your library.
  • Location - use the location selector.

If a value you need to correct is not listed above, fix the underlying line items or re-upload the invoice.

Correcting the invoice date​

  1. Open the invoice detail page.
  2. Find the Invoice date field in the summary panel.
  3. Click the pencil icon next to the date.
  4. Pick the correct date and press Enter or click Save. Press Escape to cancel.

When you save a new date, Brikly does three things behind the scenes:

  1. Updates the invoice's invoice_date field.
  2. Re-stamps the price history records that this invoice created, so your "latest price" comparisons are based on when the purchase really happened.
  3. Refreshes the cached costs on any recipes and modifiers that use ingredients from this invoice.

You do not need to refresh anything yourself - the change is applied immediately and downstream costs catch up in the background.

Future dates

Brikly will not accept an invoice date more than 30 days in the future. If your supplier is genuinely invoicing ahead by more than that, please contact support.

Correcting the subtotal, VAT and total​

The three money values on an invoice header are linked: subtotal + VAT = total. Brikly enforces that relationship on every edit so your numbers stay consistent with what your bookkeeper expects.

  1. Open the invoice detail page.
  2. Find the Total field in the summary panel.
  3. Click the pencil icon next to the totals.
  4. A small editor appears with three inputs:
    • Subtotal (net)
    • VAT
    • Total
  5. Adjust the values as needed. The Save button stays disabled until subtotal + VAT equals the total (a 2p tolerance is allowed for rounding).
  6. Click Save to apply, or Escape / Cancel to discard the changes.

If subtotal + VAT does not match the total, you will see an inline warning explaining what needs to balance.

Just one field wrong?

You still need to enter all three values when you open the editor. Brikly pre-fills the current values so you only need to change the one that is incorrect. The others can stay the same.

What gets logged​

Every header correction is written to the invoice's processing log with the old and new values, so you have a full audit trail of who corrected what and when. You can see this on the invoice detail page under Processing activity.

What does not change​

A header correction never touches:

  • Individual line items, their quantities, units or matched ingredients.
  • The invoice's supplier link or location.
  • Any cost calculations that were already finalised - those are recomputed automatically when the date changes.

If you need to change a line item, use the Review line items flow instead.