At a Glance
- Reconcile cannabis delivery invoices by comparing what was ordered to what arrived
- Catch quantity discrepancies, missing items, and pricing errors before payment
- Place deliveries on hold until issues are resolved with the vendor
- Approved deliveries link directly to purchase orders and payments
How to Reconcile Cannabis Delivery Invoices
Reconciling a cannabis delivery invoice in ShelfSpace means verifying that what your vendor billed matches what actually showed up at your dock. This step happens after your receiving team marks a delivery as Received and before an admin approves it for payment. It is the checkpoint that prevents you from overpaying vendors or missing short shipments.
Every delivery record in ShelfSpace tracks both the ordered quantities and the received quantities. Your receiving staff logs what arrived — package counts, product names, and any notes about condition or discrepancies. The admin who reviews the delivery then compares those numbers against the vendor invoice attached to the record. See Delivery Tracking for how deliveries move through each status.
Common Discrepancies
In cannabis distribution, delivery discrepancies are common. Here are the issues ShelfSpace helps you catch before a check goes out:
- Short shipments — Fewer packages arrived than were invoiced. The delivery record shows ordered count versus received count side by side.
- Substitutions — The vendor shipped a different SKU or strain than what was ordered. Your receiving notes capture this for the reviewer.
- Pricing mismatches — The invoice total does not match the agreed-upon terms. Compare the invoice amount against the purchase order or partnership terms.
- Damaged product — Items arrived but are unsellable. Your team can log rejection quantities and reasons at the line-item level.
Placing a Delivery on Hold
When something does not match, you can place the delivery on hold. A held delivery stays in the On Hold status and does not progress to payment until the issue is resolved. The hold reason is recorded in the activity log so everyone on your team knows why payment was paused.
Holds give you leverage. Instead of paying a wrong invoice and chasing a credit memo later, you resolve the discrepancy before money leaves your account. Once the vendor corrects the invoice or you agree on an adjusted amount, you release the hold and move the delivery to Ready for Payment.
From Reconciliation to Payment
Once a delivery passes review, an admin approves it and the delivery status moves to Ready for Payment. At this point, ShelfSpace can link the delivery to a purchase order and generate a payment. The full chain — delivery record, uploaded invoice, reconciliation notes, purchase order, and check — is connected and traceable from end to end.
For wholesale orders, payment flows through accounts payable. For consignment deliveries, the received inventory feeds into your settlement calculations instead. Either way, reconciliation is the gate that ensures accuracy before money moves.