Reviewing Line Items

After the AI extracts data from your invoice, each line item needs certain fields to be complete before it can be matched to an ingredient or consumable (equipment lines skip matching entirely). This page covers how to spot and fix missing or incorrect data.

Required fields

Every line item needs the following fields for accurate price tracking and cost calculations:

Field	Description	Example
Quantity	Number of packs or units ordered, or the delivered weight on a catch-weight line (up to 3 decimal places)	2, or 1.080
Pack Size	How many individual items per pack	6
Unit Size	Size of each individual item	500
Unit of Measure	The unit type (weight, volume, or count)	g, kg, ml, l, each
Unit Price	Price per pack. On a line the supplier prices per kilo or per litre, the price per kg or litre as printed (the box and tile then read Price per kg or Price per litre)	£12.50, or £6.65/kg

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Consumable items (supplies you use up, like cleaning products or packaging) only require Quantity, Pack Size, and Unit Price. Unit Size and Unit of Measure are not needed.

Equipment lines (reusable kit such as scissors, tongs, pans, or a mop bucket) need no measurements at all. Brikly sets them aside automatically, so they stay on the accounting bill but never enter costing or stock. See Equipment lines.

Identifying missing data

When a line item is missing required fields, you will see an amber Missing Fields alert directly on the line item. This alert tells you exactly which fields need to be filled in.

If multiple issues exist on the same line item (e.g. missing fields plus a price change), a badge showing the total issue count appears in the top-right corner.

Filling in missing fields

Click the Fill In button on the missing fields alert. A compact form appears showing only the fields that need completing - you won't need to wade through every field on the line item.

1. Enter the missing values. Each field shows a placeholder hint (e.g. "e.g., 500") and an icon to help you identify it quickly.
2. For Unit of Measure, choose from the dropdown which groups units by type:
   • Weight - g, kg, oz, lb
   • Volume - ml, l, pt, fl oz, gal
   • Count - each, pieces
3. Click Save to update the line item.

The alert disappears once all required fields are present.

tip

You can fill in some fields now and come back later for the rest. The alert will update to show only the remaining missing fields.

Editing line items in full

If you need to change fields beyond those flagged as missing - for example, correcting a description or adjusting a VAT rate - click the Edit button on the line item. This opens the full editing form with all fields:

• Product Information - description, product code, brand
• Quantities & Measurements - quantity, pack size, unit size, unit of measure
• Unit Conversions - weight per unit or volume per unit (for count-based items like "each" or "cases")
• Pricing - unit price, with auto-calculated line total
• VAT - price type (inclusive/exclusive) and VAT rate

Click Save Changes when done, or Cancel to discard your edits.

A few things to know when you correct a line:

• Quantity takes up to 3 decimal places, for example 1.080 kg on a catch-weight line. An empty or zero box shows "Enter a quantity of at least 0.001." and Save waits until it is filled in.
• Per kg and per litre lines. Where the supplier prices a line per kilo or per litre, the price box reads Price per kg or Price per litre and expects the rate as the invoice prints it. Brikly costs a correction exactly the way the box says, here and in Wrong price on the invoice? alike, because both screens read the line the same way. A figure in Price per kg is always a price for one kilogram, so £17.00 on a 1.5 kg piece saves £25.50 for the piece. A figure in Unit Price is costed as printed. Correcting the price, pack or size keeps the line's per-kilo (or per-litre) basis, and changing the line's unit of measure clears it.
• Check the label before you save. On a line where the invoice doesn't say how it was priced, the label follows what you type: a whole-number quantity reads Unit Price, while a quantity with a fraction on a line measured in kg or g (such as 1.080 kg), or a description that says the item is priced per kg, reads Price per kg. The save is costed on the label shown when you save.
• Your saved cost. Correcting the price updates your saved cost for that supplier's pack where it can, under the same rules as Wrong price on the invoice?. The change is recorded as yours in the supplier's change history. A big move puts the price review on the line, but you are not sent a notification about a price you typed yourself, and a correction that settles the review clears the line's unread price notification.
• When the saved cost does not move, Brikly says why. A Saved on the invoice only warning means something is still in the way, and names it:
  • the line still has an open size, pack or How was this line priced? question. The corrected price stays on the line and goes through by itself once you answer the card;
  • you chose Skip price update on the line, so the correction stays on the invoice and your saved cost is left as it is;
  • the supplier on the invoice hasn't been confirmed yet (confirm it and the corrected price goes through), there is no saved price for the item from this supplier, or the supplier price it was costed on has been archived;
  • it is a return or credit line, the invoice is marked as a duplicate, or the line can't be costed as it stands (check its pack and item size);
  • no date was read from the invoice. Add the date so the prices on it can update your costs.
• Corrections that leave the cost where it is. Saved for this invoice's date means a newer invoice already sets the item's cost, so the correction is kept for this invoice's date only and your saved cost stays as it is. Saved cost not changed means your saved cost already holds that price, or the line's discount is kept out of your costs, so its saved cost uses the price before the discount.
• A discount still waiting to be applied on the invoice does not hold a correction back. If something goes wrong while saving the cost, nothing is saved and Brikly asks you to save the line again.

caution

Changing a matched line's description, brand or product code unmatches it, because it is now a different product. Brikly takes the price that line set back off the item it was matched to, and the message after saving says when that item went back to its earlier price. A newer price that still stands, such as one from a later invoice or one you typed since, is left alone. The size you confirmed on the line is kept, and so is a price you corrected on it, read the same way, so you can match the line again straight away.

Choosing an account code

Each line carries the account code it is sent to your accounting platform with. The account picker on the line lists Brikly's suggestions first (a learned one says "Based on 3 previous matches", one from the line's wording "Suggested from the description"), then your chart of accounts:

• Each account shows its type, for example Expense, Direct cost, Overhead or Fixed asset.
• Expense accounts come first. Assets, liabilities and income accounts are listed below them under Other accounts (assets, liabilities, income). They are not hidden, because buying a piece of equipment on a bill is legitimate, but if you pick one Brikly notes it under the field, for example "Office Equipment is a fixed asset account, not an expense."
• Archived accounts are not offered. A line already on one shows it with (archived), and Brikly won't send the bill until you change it - see Account codes are checked before sending.

Adding a missing line or charge

Sometimes an invoice includes a charge the extraction missed - most commonly a delivery or carriage charge printed in the totals box rather than the product table. Brikly now extracts these automatically on new invoices, but for older invoices (or anything else the extraction missed) you can add a line yourself with the Add line button above the line items.

Enter a description and the amount, and pick the VAT rate. The VAT box starts on Set VAT, and Add line stays greyed out until you pick a rate. No VAT and 0% (Zero-rated) are separate choices, and the line is sent to your accounting platform as you picked it. There are two ways to add a line:

• As a charge (the default) - for delivery, carriage, service fees, and other non-product amounts. The line is set aside from ingredient matching and costing, but is included on the accounting bill, so the bill matches what you actually paid. Brikly also remembers the description, so the same charge is set aside automatically on future invoices.
• As a product line - untick the charge option to add a normal product line instead. It goes through the usual matching review like any extracted line.

tip

If the invoice shows a totals mismatch warning (line items adding up short of the invoice total), the warning includes an Add the missing line shortcut that opens the form prefilled with the missing amount. If you pick a VAT rate, the amount adjusts automatically so the line closes the gap exactly.

Lines cannot be added while Brikly is still reading the invoice, or once an invoice is complete (sent to your accounting platform or marked complete) or archived. Where a bill has been created, a late addition would leave the two out of step.

Once the bill has been sent

Once an invoice's bill is in your accounting platform, the top of the invoice says so, for example "Sent to Xero. Changes here will not change the bill."

• What you can still correct: prices, VAT, the site, the supplier and account codes. Your costings follow the correction, but the bill in your accounting platform keeps what it was sent with, so change it there too. Each line you change shows an amber Edited after sending tag for the rest of your visit.
• What is locked: lines cannot be added, removed or put back, discounts cannot be added, applied, edited or undone, and a line's description, brand or product code cannot be changed (those fields are greyed out in the edit form, with the reason). Remove and Restore are not shown on a sent bill. Change these in your accounting platform instead.

On any completed invoice, sent or marked complete by hand, discounts cannot be added or undone. See After a bill is sent.

Applying a discount

When an invoice carries a discount, such as a trade, volume or settlement discount or a promotional saving on a receipt, it waits in the Discounts panel on the invoice until you apply it or dismiss it. Click Apply and choose how it should come off:

• Apply to selected items - only the lines you tick. Brikly shares the amount between them by each line's value, and you can change any line's amount, or use Distribute Evenly to give each line the same amount. The amounts must add up to the discount.
• Spread across all items (same % off each) - every purchased line takes the same percentage off its own value, worked out to the penny, and the shares always add up to the discount exactly. Two identical items can come out a penny apart. Before you apply, the preview lists each line's share, for example "£2.09 off (5.0%)". If the discount includes VAT and your line prices don't, Brikly takes the VAT off it first, so each line's share comes out a little smaller.
• Apply to invoice total only (does not affect ingredient prices) - line prices stay as printed and your ingredient costs are not affected. The discount still comes off the bill sent to your accounting platform, shared out by line value so the VAT matches the supplier's.

Return and credit lines never take a share, and neither do lines with no value. A discount that reads as a negative amount can't be applied: edit it to the amount saved, then apply it.

Affects cost history decides whether the discounted prices feed your ingredient costs and recipe margins. Where a discount looks like a promotion, Brikly suggests keeping it out, so a one-off deal doesn't move your margins. A line the discount makes free keeps its normal price in cost history either way, because a free item is not a supplier price.

Once applied, the panel shows how the discount was applied, for example Spread across all items, and each line shows what it took off. Unapply puts every line back to the price printed on the invoice. Unapply is not available once the invoice is complete.

Every discount Brikly finds must be applied or dismissed before the invoice can be submitted or marked complete. See Submitting to Accounting.

Price change alerts

When Brikly detects that an ingredient's price has changed compared to the price it replaces, an amber Price Change Detected alert appears on the line item. The alert shows the direction (increase or decrease) and the percentage change.

Price changes must be reviewed before the invoice can be submitted to your accounting system. Unreviewed price changes are treated as blocking issues during submission validation - confirming or dismissing the alert unblocks the line.

Brikly costs your recipes from invoices, so when the flagged line is the SKU your recipes are costed from, the invoice's price is normally already on file by the time you see the alert (the exception is an invoice older than the price already recorded, which never overwrites it). The review is your chance to check a significant move rather than a gate that holds it back: confirm it if it is right, or dismiss it and put right whatever was wrong.

Reviewing a price change

Click Review Price Change on the alert to open the review modal without leaving the invoice page. The modal shows:

• Price comparison - the previous and new prices side by side, with cost-per-unit breakdowns and dates. The previous price is the one the change was judged against: the most recent earlier price for the same supplier product (the same SKU), from an invoice dated before this one, from an invoice of the same date that arrived first, or a price you typed. A price from an invoice with no date only counts when nothing dated is on record. You are never shown one supplier's price measured against another's. The first purchase of a new SKU is compared with the SKU you currently cost from at the same supplier, and the card says so.
• Pack size changes - if the pack behind the price is a different size from the one on the previous price, a badge shows the old and new pack so you can see you are not comparing like with like. Invoices priced in another currency get a conversion badge in the same row.
• Recipe impact - a table of every recipe that uses this ingredient, showing how the cost per portion, margin, and annual profit are affected.

Once you have reviewed the information, click Confirm Price Change to accept it. Brikly writes the invoice's price as the supplier's price on file (normally it is already there, see above), re-costs every affected recipe against it, then clears the alert and unblocks the line item for submission.

caution

Confirming applies the invoice's price to your costing. If the invoice is older than the one your current price came from (common when uploading historic invoices), Confirm answers Recorded as Price History: the price is saved to the price history and your current costs and recipes are left as they are, so an old price can never overwrite a newer one. If the newer price is the wrong one, correct the supplier price directly.

Confirming does not always apply the price. Where Brikly cannot tell whether the price printed on the line is for one item or for the whole pack, or where the pack count on the invoice disagrees with the one saved against that supplier, it answers Price change not applied, writes nothing at all, and names the step that is still outstanding. Your saved cost is left exactly as it was, the review stays open, and the line carries the card that asks the outstanding question, described in Which unit did the supplier bill? below. Answer it there and the price goes through.

The same goes for a line with any other size question still open, and for a line where you chose Skip price update: Confirm answers Price change not applied and says why. Skip price update is your choice to keep the line's price out of your saved cost, so Confirm does not override it; dismiss the review if you are happy to leave it. Confirming also clears the line's unread price notification.

That holds wherever you confirm from: the alert on the invoice line, the review panel that opens from it, and the full Price Change Review page. The review page keeps a withheld line in the queue rather than stepping you on to the next one, including when you confirm with Set as Preferred Supplier, so the review is still there to come back to once the question is answered.

If the price is simply wrong, because it was misread off the invoice, Wrong price on the invoice? on the alert lets you type the right one. Its box reads the line the same way as the line editor's price box, Price per kg included, and the figure is costed the way the box says (see Editing line items in full). Recording the correction always fixes the line, and updates your saved supplier cost where it can. It also concludes the price review: the line's unread price notification is cleared, you are not sent a new one, and the change is recorded as yours in the supplier's change history. Two questions on the line hold that second part back: where Brikly could not tell which unit the supplier billed, or where the pack count on the invoice disagrees with the one saved against that supplier. Your saved cost is left exactly as it was, Brikly says so and names the step that is still outstanding, and the line keeps the card asking that question. Answer it there and the corrected price goes through.

Two further situations hold it back, and neither is a question the line is still asking. Where the invoice's supplier has not been confirmed yet there is no supplier record to price against, so confirm it in the Confirm Supplier window and the corrected price goes through. The line editor reports this case with the same Saved on the invoice only warning. Where you chose Skip price update on that line's measurement card, keeping the match without updating your costs, Brikly honours that: the correction stays on the invoice and your saved cost is left as it is. Nothing puts that choice back, so if you do want the new price on file, edit the supplier's price on the ingredient page, see Correcting a price by hand.

A pending discount on the invoice does not hold a correction back. If a newer invoice already sets the item's cost, the correction is saved for this invoice's date only and your saved cost stays as it is, and Brikly says so. If no date was read from the invoice, the corrected price is recorded on the line and Brikly asks you to add the date, so the prices on it can update your costs. If something goes wrong while saving, nothing is changed and Brikly asks you to correct the price again.

tip

You can also click Open full review page below the button to navigate to the dedicated Price Change Review page in CostingBrik, which includes a wizard for stepping through multiple outstanding price changes.

Dismissing a price change

Not every alert is a real price change. If the comparison is not valid, or the purchase should not drive your costing, click Dismiss without applying instead. Dismissing asks you why:

• Wrong product match - the line was matched to the wrong ingredient or pack, so the comparison is not valid. You can optionally open the invoice afterwards to fix the match.
• Numbers misread from the invoice - the price or pack size was extracted incorrectly. You can optionally correct the line afterwards.
• One-off purchase - the price is real, but it was a one-off buy. Dismissing does not take that price back out of your costing, so for an ingredient the dialog points you to the ingredient page, where correcting the supplier price puts your costing back. A consumable's cost only moves when you confirm, so there is nothing to put back.

Dismissing writes nothing further: it does not apply a price, and it does not undo the price already recorded when the invoice was processed. The review comes off your queue, the line is unblocked for submission, and the alert will not reappear for that line - even when the invoice is reprocessed later (for example when a discount is applied). Fixing the match or correcting the line runs the price through again with the right numbers; re-matching the line to a different ingredient starts a fresh comparison, which may be flagged again on its own merits.

When there is no sales data

The recipe impact table works out the new cost and margin of every affected recipe from its selling price, with or without sales data. To put a yearly figure on the change it also needs to know how many units you sell. It uses your till's sales history where a recipe is linked to a till item, or the weekly sales estimate you can set on each recipe.

When no affected recipe has either, Brikly falls back to your purchase history and shows an annual spend impact instead - for example, "You've bought 760 units (19 cases of 40) in the last 90 days (10 purchases). At the new price that's about £700 more per year in spend." This figure is an estimate of added supplier spend, not lost profit - it covers everything you buy, whether or not it ends up in a sold item. It is based on your purchases of that ingredient across all suppliers over the last 90 days, and only appears when there have been at least two purchases in that window.

Without enough purchases for that either, the header shows No sales data yet where the annual profit impact would be.

tip

You can switch to a true profit impact at any time. On the Price Change Review page, click Set estimate on any recipe row in the impact table, enter the units you sell per week, and the review recalculates with profit figures immediately. The header points you there: "Set an estimate on a recipe below to see it." under No sales data yet, or "Set an estimate on a recipe below to see profit impact instead." under a spend figure. Viewers do not see the button or the pointer.

The review panel that opens from Review Price Change on the invoice line has no Set estimate button. Close it and use Open full review page, next to Review Price Change on the price change alert, or set the estimate on the recipe itself (see Weekly Sales).

An estimate also counts in your reports, but only for price changes you review after setting it: each confirmed review keeps the figures it was confirmed with.

One-off purchases

Sometimes the price on the invoice is perfectly real but should not drive your costing: a supermarket run because the delivery was late, a pallet of short-dated stock, or a promotional price you do not expect to see again. There are two ways to handle that, depending on whether it is a one-time event or a standing arrangement.

• Just this line - dismiss the review with the reason One-off purchase. This takes the review off your queue and unblocks the line, but it does not roll back what Brikly recorded when the invoice was processed: if the line is the SKU your recipes cost from, that price is already on file. To put your costing back where it was, correct the supplier's price on the ingredient page. Dismissing tells Brikly nothing about future invoices, so the next purchase from that supplier is compared and flagged on its own merits.
• Every time, from now on - tick One-off supplier when Brikly asks you to verify that supplier for that ingredient, in the New Supplier Data modal. From then on, invoices from that supplier for that ingredient are recorded, and update that supplier's own price, without raising a price change review. The exception is a one-off supplier your recipes cost from (the preferred one): its invoices are reviewed like any other.

For full details on one-off supplier patterns, how they affect your costing, and how to manage them, see One-off Suppliers.

Cheaper than your preferred supplier

Recipe costs follow one supplier link (one SKU) per ingredient, the preferred one. When a flagged line is not the SKU your recipes cost from, and its price undercuts the SKU that is, the review says so directly, for example "Bidfood is 12.0% cheaper than Brakes. Set as preferred?", and offers two choices:

• Set as Preferred (labelled Set as Preferred Supplier on the Price Change Review page) - Bidfood becomes the supplier your recipes are costed from. Every recipe using the ingredient is re-costed, and the switch is recorded under Supplier History on the ingredient page and Supplier Switches in the Price Impact report, with what it is worth per year where Brikly can price it.
• Keep Brakes (labelled Keep Brakes as Preferred on the Price Change Review page) - the price is recorded against Bidfood's link, but your costing stays where it is.

Where the cheaper SKU comes from the same supplier as the one you cost from, for example a 1kg bag alongside the 5kg sack you normally buy, the review phrases it at SKU level and offers Keep current SKU instead.

The same choice appears on the invoice line's Price Change Detected card as Set [supplier] as preferred. A price drop from a non-preferred supplier that still leaves them dearer than your preferred one is recorded quietly and does not raise a review.

Consumable price changes

Price changes on consumables (packaging, disposables, cleaning supplies) are flagged the same way, with an amber alert on the line item showing the percentage change and the previous per-unit cost. Consumables are confirmed or dismissed directly from the alert - there is no separate review page.

Because consumables are not sold on your menu, the alert uses the purchase-based framing: how many units you have bought over the last 90 days (with pack counts where your pack size is consistent, such as "100 packs of 24") and roughly what the new price adds to your annual spend. Click Confirm Price Change to update the consumable's cost on file.

Confirming does not always apply the price. Where Brikly cannot tell whether the price printed on the invoice is for one item or for the whole pack, or where the pack count on the invoice disagrees with the one saved against that supplier, it answers Price change not applied, writes nothing at all, and names the step that is still outstanding. The line keeps the card that asks the outstanding question, described in Which unit did the supplier bill? below, and the review stays open until you have answered it there. Confirm also holds while the line has any other card waiting, or where you chose Skip price update on it, and says why. Confirming clears the line's unread price notification.

The same Wrong price on the invoice? correction is offered on consumable lines. Recording it always fixes the line, and updates the consumable's cost on file where it can. Where it cannot, for example when you have not verified this supplier for the consumable yet, when the pack count on the invoice does not match the one you have saved, or when you chose Skip price update on the line, Brikly says so and names the step that is still outstanding. Correcting the price in the line editor follows the same rules on consumable lines, and both record the change under your name in the consumable's Supplier History.

Which unit did the supplier bill?

Some wholesalers sell the same product in more than one unit. A case of six 1kg tubs might be billed as one case on Monday and as ten loose tubs on Friday, and a deli item might be billed per piece one week and per kilogram the next. The price on the invoice is right both times, but it is the price of a different thing.

Brikly reads the billed unit from the invoice where the supplier prints it and costs the line per your saved pack either way, so your cost per kilogram does not swing every time the billing unit changes. Matched lines show a small Billed per unit, Billed per case or Billed per kg chip so you can see which reading was used. When the invoice does not say, and the price is an exact pack multiple of your saved price, Brikly stops rather than guessing and asks:

How was this line priced?

The card shows the invoice price, your saved pack, and the two possible readings side by side, each with the cost per tub, per case and per kilogram it would give. Nothing has been recorded for that line yet.

Brikly asks the same question when an invoice prints a price per item ("each") that sits close to your saved price for the whole pack, for packs of three or more, because some suppliers print "each" beside a pack price. A box or tub that itself holds many items keeps its own count, so a box of 100 gloves stays 100 items even when the invoice bills ten boxes to a case.

Pick the reading that matches the invoice. The line is costed straight away, and if the invoice is newer than your saved price your saved cost updates too. Leave Remember this for this product ticked and Brikly will trust that supplier's billing basis for the product from then on: a per-item price close to your saved pack price is then costed as one pack without asking. If Brikly can't cost the line yet, for example because the invoice still has a discount waiting, it says the answer was saved but no price was recorded, and the price goes through once the discounts are applied or dismissed. If you are not sure, Open the invoice page to check the unit column, or choose Not sure yet to leave the line in the queue with nothing recorded. There is deliberately no dismiss on this card: a wrong guess here would be costed forever.

When the invoice pack differs from your saved one

Where a matched line's pack details do not agree with the ones saved against that supplier, the line offers Update ingredient, which applies the invoice's pack to the supplier record. If that moves the cost per gram or ml, Brikly asks one question first: What happened to this pack? Choosing The saved size was wrong recalculates the earlier prices recorded against that pack, the ones that came off invoices included, so your history reads at the right cost per unit, while the pack prices you actually paid are left untouched. Choosing The product changed keeps the earlier prices exactly as they are and applies the new pack from today. It is the same question you get when correcting a supplier's pack details by hand, see Correcting a price by hand.

Update ingredient updates the supplier price the line was costed on. If the invoice line doesn't say what size the item is, or its unit is not one Brikly can convert, it leaves your saved pack size unchanged and tells you so: add the size to the line, or change the supplier's pack size on the ingredient. Sizes in grams, kilograms, millilitres, centilitres, litres, pints, gallons, fluid ounces, ounces and pounds are converted.

Creating consumables from line items

When reviewing line items you use up rather than cook with (packaging, cleaning supplies, disposables), you can create a new consumable directly from the review screen without leaving the invoice.

1. Click Create Consumable on the unmatched line item.
2. The name is pre-filled from the invoice line description.
3. Choose a category - or type a new category name to create one inline.
4. Set the base unit, and enter How many items does this price buy?: the total number of individual items the invoice price pays for. For a case of four packs of 50 bowls, enter 200. Brikly starts from the line's pack size.
5. Check the Cost per item preview, which shows what each item works out at from the line's price, ex VAT.
6. Save to create the consumable and match it to the line item in one step.

For more detail on consumable matching, see Matching Ingredients > Matching Consumables. Reusable kit is Equipment rather than a consumable, and is set aside instead of created, see Equipment lines.

Automatic measurement lookups

Before you even see the line item, Brikly may have already filled in missing pack sizes, unit sizes, and units of measure automatically - using data verified by other Brikly operators or found via web search. When this happens, you will see a small source icon on the line item and a coloured banner on the missing fields section indicating where the data came from.

For full details on how this works, see Automatic Measurement Lookups.

On supermarket receipts, which rarely print a pack size, Brikly instead suggests the likely sizes and asks you to pick one. Until you do, the line shows Needs size and waits before matching. See Size Suggestions.

What happens next

Once all required fields are present, the line item is ready for ingredient matching. Items with complete data can be matched automatically by the system or matched manually by you.