Inventory → Invoices

Purpose

Capture the invoice / packing-slip document for each shipment of controlled substances you receive. Each invoice belongs to one supplier and is linked to one or more containers received under that invoice.

Regulatory basis: DEA rules require receipts to include date, source, and identifying detail. The invoice is the document side of that record.

When to use it

• Before receiving a container: create the invoice first, then reference it during the receive flow
• After the fact: if you forgot, you can still create the invoice and edit the container to link it
• Supplier billing reconciliation: track which invoices have been paid (status: pending → received → reconciled)
• DEA audit prep: ensure every container has a linked invoice with date and supplier

Walkthrough

Step 1 — Open the invoices list

Navigate to /home/<your-clinic>/inventory/invoices. The list shows invoice number, supplier, date, total, status, and linked container count.

After clicking Add invoice, the New Invoice page (/inventory/invoices/new) opens. The supplier select is required first; the Invoice Document (PDF) upload field is at the bottom and is optional:

After picking the supplier and filling invoice number, date, and subtotal, the total auto-calculates from subtotal + tax + shipping. After saving, the invoice appears in the list:

Step 2 — Click "Add invoice"

You're taken to the New Invoice page (/inventory/invoices/new). A ‹ Back to invoices link returns you to the list without saving.

Step 3 — Fill in invoice details

Required:

• Supplier — select from your supplier list. Cannot be changed after creation (the invoice is permanent paperwork; supplier reassignment would break the audit chain).
• Invoice number — the supplier's invoice number from their paperwork (e.g., INV-2026-0341). Should be unique per supplier; the system warns on duplicates.
• Invoice date — when the supplier issued the invoice. Format YYYY-MM-DD.

Recommended:

• Subtotal — pre-tax line-item total
• Tax — sales / use tax
• Shipping — shipping charges
• Total — auto-calculated as subtotal + tax + shipping. Read-only.
• Status — pending (default; not yet shipped/received) → received (shipment arrived) → reconciled (you've checked contents and balanced the books)
• Received date — when the shipment physically arrived (often different from invoice date)
• Notes — anything else worth recording
• Document file — upload the supplier's invoice PDF. Strongly recommended for DEA audit chain — inspectors want to see the source document, not just data entry.

Click Save.

Step 4 — Use the invoice when receiving containers

In the Receive container form, the Invoice field shows a dropdown filtered by the supplier you select. Choose the invoice you just created — that links the container to the invoice (and through it, to the supplier).

One invoice can be linked to multiple containers (a single shipment often contains several controlled substances).

Step 5 — Update status as the shipment progresses

• When the shipment arrives, edit the invoice and change status to received. Set the Received date.
• After you've physically counted the contents and matched them against the invoice, change status to reconciled.

This is for your internal billing / inventory workflow — DEA inspectors don't care about your status field, but you do.

Field reference

Invoice form

Hidden / system fields: accountId, id (set on creation), created_by, created_at, updated_at.

Edge cases

Cannot change supplier after creation

Once you've saved an invoice, the Supplier field becomes read-only. This is deliberate — an invoice is a permanent record of a transaction with a specific supplier. If you accidentally selected the wrong supplier, the safest fix is:

1. Mark the existing invoice's status as cancelled (via Notes) or void
2. Create a new invoice with the correct supplier
3. Edit any containers linked to the old invoice to point to the new one

Currency and decimals

All monetary fields are stored to 2 decimal places. Entering 100 becomes 100.00. The total auto-calculates and won't drift due to rounding.

Missing PDF attachment

The PDF upload is optional in the form, but strongly recommended for DEA audit prep. If you don't have a digital invoice, scan the paper one. CS Logbook stores the file in encrypted Supabase Storage; only your clinic can access it.

Historical invoices for paper-migration

When entering legacy data (receivingType = paper_migration on the Receive container form), you may not have a real supplier invoice. Create a placeholder invoice like:

• Supplier: "Unknown - Historical" (a placeholder supplier)
• Invoice number: MIGRATION-<YYYY-MM-DD>
• Invoice date: receipt date or 1900-01-01 if unknown
• Notes: "Migrated from paper logs on ; original invoice not available"

This satisfies the schema (every container needs an invoice) without falsifying records.

Common mistakes

• Skipping the PDF upload. Five extra seconds to upload now saves you scrambling during a DEA audit. Make it a habit.
• Reusing one invoice across many shipments. One invoice = one shipment / packing slip. If you receive a second shipment from the same supplier on the same day, create a second invoice.
• Setting status to reconciled without actually reconciling. Status is for your workflow; treat it accurately or you lose the value of the field.
• Editing the invoice number on a delivered invoice. Invoice numbers from suppliers are reference IDs — don't rewrite them in the system to match your own scheme.

Related

• Suppliers — every invoice belongs to a supplier
• Containers — receive containers under an invoice
• Glossary § Invoice