Import / Scan Review

Foundation phase only: this page does not call OCR, OpenAI, or any external API. It stores invoices/receipts in staging first, lets you review and reconcile them, then posts only approved data to the ledger foundation.

KYN categorization: food and production lines can use the detailed KYN item category tree. Non-food bills can also be classified directly from the full COA/GL account list, which creates a COA-driven category snapshot for ledger-only items.

Universal document review: this same page now handles food invoices, utility bills, fuel receipts, repairs, insurance, taxes, rent/lease bills, statements, and other scans. Use the Food / Inventory, Packaging / Production, and Ledger Only filters instead of splitting the workflow into separate pages.

Filename standardization: scan-chat JSON can now carry a suggested archive filename. Export the rename manifest CSV and use a local dry-run script later; the app does not rename local files directly.

Download Rename Manifest CSV

COA / GL Accounts Available

349

Detailed restaurant COA seed is being reused.

Selected Import Flags

Unresolved review items.

Posting Mode

Food / Inventory

Food/inventory vs ledger-only destination.

Reconciliation

Matches

Lines + tax/discount vs document/payment total.

Temporary Imports

Manual-scan JSON test fixtures

Company

Code

Vendor

Type

Source

Date

Time

Scanner / Source File Name

Original File Name

Pages

Receipt Items

Invoice #

Transaction #

Subtotal

Total

Notes

Ready for real invoices?
Delete sample/test imports before uploading real scan-chat JSON.

Costco WholesaleNeeds Review

2026-06-02 · Trulli Fine Foods, LLC

Retail Receipt · $41.06 · 4 lines · 12 flags

Food / Inventory Retail Receipt

Costco Wholesale · Retail receipt · 2026-06-02 · #COSTCO-354-TRM205-TRN192-OP705-20260602

Internal #: KYN-TFF-COSTCO-20260602-1652-354-205-192

Needs ReviewFood / InventoryRetail Receipt

Company

Code

Vendor

Status

Document Type

Source

Date

Time

Due Date

Invoice #

Receipt Transaction #

Store #

Terminal #

Operator #

Payment Method

Payment Ref

Approval #

Sequence #

Card Last 4

Pages

Receipt Items

Subtotal

Tax

Discount

Total

Payment Total

Original File Name

Scanner / Source File Name

Suggested Standardized Filename

Approved / Final Standardized Filename

Rename Status

Rename Confidence

File Checksum / Hash

Stored File Path / Link

Rename Notes

Notes

Raw Text Placeholder

Parser JSON Placeholder

{"document":{"internal_import_number":"KYN-TFF-COSTCO-20260602-1652-354-205-192","source_type":"uploaded","company_code":"TFF","company_review_note":"Company is likely TFF based on prior workflow context, but the uploaded filename Costco_06_02_2026.pdf does not explicitly include TFF. Confirm before finalizing.","vendor_name_raw":"Costco Wholesale","store_number":"354","store_address":"6275 Naples Blvd., Naples, FL 34109","document_type":"retail_receipt","document_status":"Needs Review","document_date":"2026-06-02","document_time":"16:52","account_number":null,"membership_number":"111851865226","vendor_document_number":null,"transaction_number":"COSTCO-354-TRM205-TRN192-OP705-20260602","terminal_number":"205","register_number":null,"receipt_sequence":"205161","operator_number":"705","operator_name":"SCO","payment_method":"EFT/Debit","payment_reference":"615300205161","card_last4":"7840","approval_number":"275455","subtotal":41.06,"tax_total":0,"discount_total":0,"total_amount":41.06,"payment_total":41.06,"reconciliation_difference":0,"page_count":1,"total_items_sold":4,"original_file_name":"Costco_06_02_2026.pdf","notes":"No document-level discount. No negative adjustment line. Card last 4 is stored only as payment detail, not as invoice or document number. Pack sizes are not visible on this Costco receipt."},"lines":[{"line_number":1,"line_type":"item","raw_vendor_item_name":"KS ITALIAN","raw_vendor_sku":"1735359","cleaned_item_name":"Kirkland Signature Italian item","quantity":1,"quantity_unit":"item","package_count":null,"package_size":null,"package_unit":null,"total_weight_lb":null,"price_rate":10.99,"price_rate_unit":"item","price_per_lb":null,"line_amount":10.99,"discount_amount":0,"tax_amount":0,"is_taxable":false,"is_food_cost":true,"affects_recipe_cost":false,"affects_inventory":false,"kyn_category_path":"Food → Needs Review","coa_account_id":null,"needs_review":true,"review_note":"Raw item abbreviation is unclear. Confirm exact product identity and whether it should affect inventory or recipe cost.","source_page":1},{"line_number":2,"line_type":"item","raw_vendor_item_name":"GRAPE TOMATO","raw_vendor_sku":"77053","cleaned_item_name":"Grape tomatoes","quantity":1,"quantity_unit":"container","package_count":null,"package_size":null,"package_unit":null,"total_weight_lb":null,"price_rate":5.59,"price_rate_unit":"container","price_per_lb":null,"line_amount":5.59,"discount_amount":0,"tax_amount":0,"is_taxable":false,"is_food_cost":true,"affects_recipe_cost":true,"affects_inventory":true,"kyn_category_path":"Food → Produce → Vegetables / Tomatoes","coa_account_id":null,"needs_review":true,"review_note":"Pack size or weight is not visible on the receipt. Keep price_per_lb null until package weight is confirmed.","source_page":1},{"line_number":3,"line_type":"item","raw_vendor_item_name":"CARAMEL TRES","raw_vendor_sku":"1366484","cleaned_item_name":"Caramel tres leches dessert","quantity":1,"quantity_unit":"item","package_count":null,"package_size":null,"package_unit":null,"total_weight_lb":null,"price_rate":17.99,"price_rate_unit":"item","price_per_lb":null,"line_amount":17.99,"discount_amount":0,"tax_amount":0,"is_taxable":false,"is_food_cost":true,"affects_recipe_cost":false,"affects_inventory":false,"kyn_category_path":"Food → Bakery / Dessert → Prepared Dessert","coa_account_id":null,"needs_review":true,"review_note":"Confirm whether this is restaurant food cost, staff meal, sample, resale item, or owner/non-operating purchase.","source_page":1},{"line_number":4,"line_type":"item","raw_vendor_item_name":"ORG CUCUMBER","raw_vendor_sku":"568915","cleaned_item_name":"Organic cucumber","quantity":1,"quantity_unit":"pack","package_count":null,"package_size":null,"package_unit":null,"total_weight_lb":null,"price_rate":6.49,"price_rate_unit":"pack","price_per_lb":null,"line_amount":6.49,"discount_amount":0,"tax_amount":0,"is_taxable":false,"is_food_cost":true,"affects_recipe_cost":true,"affects_inventory":true,"kyn_category_path":"Food → Produce → Vegetables / Cucumber","coa_account_id":null,"needs_review":true,"review_note":"Pack size or weight is not visible on the receipt. Keep price_per_lb null until package weight is confirmed.","source_page":1}],"review_flags":[{"flag_type":"missing_company_confirmation","severity":"medium","scope":"document","line_number":null,"message":"Confirm company_code before finalizing. Current filename does not explicitly include TFF, but prior workflow context indicates this is likely a TFF Costco receipt.","resolved":false},{"flag_type":"missing_coa_mapping","severity":"medium","scope":"document","line_number":null,"message":"COA account mapping is required before final posting.","resolved":false},{"flag_type":"unclear_item_identity","severity":"high","scope":"line","line_number":1,"message":"KS ITALIAN is too abbreviated to confidently map to a cleaned KYN item.","resolved":false},{"flag_type":"missing_pack_size","severity":"medium","scope":"line","line_number":2,"message":"Grape tomato pack size or weight is not visible on the receipt.","resolved":false},{"flag_type":"classification_review","severity":"medium","scope":"line","line_number":3,"message":"Caramel tres leches dessert needs cost-destination review before final posting.","resolved":false},{"flag_type":"missing_pack_size","severity":"medium","scope":"line","line_number":4,"message":"Organic cucumber pack size or weight is not visible on the receipt.","resolved":false}],"reconciliation":{"positive_line_total":41.06,"negative_line_total":0,"calculated_line_total":41.06,"document_subtotal":41.06,"document_tax_total":0,"document_total":41.06,"payment_total":41.06,"difference":0,"reconciled":true}}

Reconciliation JSON Snapshot

Duplicate Page / Overlap JSON

Reconciliation Summary

Positive line total

$41.06

Discounts/adjustments

$0.00

Calculated total

$41.06

Difference

$0.00

Document total: $41.06 · Payment total: $41.06 · Payment difference: $0.00 · Receipt item count: - · Stored difference: $0.00 · Status: Matches

Quick Add Missing KYN Category

Parent category

Choose the parent where the new detailed subcategory belongs. Example: choose Cheese & Dairy, then add Mozzarella Cheese.

New detailed subcategory name

Default GL / COA

Optional. Leave blank to inherit from the parent category when possible.

Default type

Assign new category to line

Optional but useful while reviewing an invoice line.

Notes

The dropdown category is the source of truth. The readable KYN path on each invoice line is only a saved snapshot and will be rebuilt from the selected category on save.

Vendor Item Mapping Memory

When you confirm a line once, save it as a name/category mapping. Future invoices from the same vendor can auto-fill the cleaned KYN item, KYN category, COA/GL, and food/inventory behavior flags while leaving the current scanned quantities, prices, taxes, discounts, and amounts untouched.

Safe behavior: mappings pre-fill staged lines only. They do not finalize invoices or post to inventory/accounting without review.

Extracted / Manual Lines

Raw vendor item	Cleaned KYN / recipe item	KYN category	Flags
KS ITALIAN	Kirkland Signature Italian item	Food → Needs Review For food/production items, use the KYN category dropdown. For non-food bills, a COA account alone can create a ledger category snapshot.	TaxableFood costRecipe costInventoryNeeds reviewRaw item abbreviation is unclear. Confirm exact product identity and whether it should affect inventory or recipe cost.
GRAPE TOMATO	Grape tomatoes	Food → Produce → Tomatoes → Fresh Tomatoes For food/production items, use the KYN category dropdown. For non-food bills, a COA account alone can create a ledger category snapshot.	TaxableFood costRecipe costInventoryNeeds reviewPack size or weight is not visible on the receipt. Keep price_per_lb null until package weight is confirmed.
CARAMEL TRES	Caramel tres leches dessert	Food → Desserts → Prepared Desserts For food/production items, use the KYN category dropdown. For non-food bills, a COA account alone can create a ledger category snapshot.	TaxableFood costRecipe costInventoryNeeds reviewConfirm whether this is restaurant food cost, staff meal, sample, resale item, or owner/non-operating purchase.
ORG CUCUMBER	Organic cucumber	Food → Produce → Vegetables & Fruit → Cucumbers For food/production items, use the KYN category dropdown. For non-food bills, a COA account alone can create a ledger category snapshot.	TaxableFood costRecipe costInventoryNeeds reviewPack size or weight is not visible on the receipt. Keep price_per_lb null until package weight is confirmed.

Add Manual Line

Page

Raw vendor item

Cleaned KYN / recipe item

Qty / basis

Qty

Unit

Pkg count

Pkg size

Pkg unit

Total lb

Price/rate

Rate unit

Amount

Detailed KYN category

KYN category path

COA / GL account

For non-food bills, choose the COA account even if no KYN item category exists yet.

Review note

Posting behavior

Food cost Recipe cost Inventory

For utility, fuel, repair, insurance, tax, rent, and other non-food bills, leave these unchecked and choose a COA/GL account.

Review Flags

Severity	Type	Line	Message	Status
Critical	unclear_item_identity	-	KS ITALIAN is too abbreviated to confidently map to a cleaned KYN item.	Open
Warning	missing_company_confirmation	-	Confirm company_code before finalizing. Current filename does not explicitly include TFF, but prior workflow context indicates this is likely a TFF Costco receipt.	Open
Warning	missing_coa_mapping	-	COA account mapping is required before final posting.	Open
Warning	missing_pack_size	-	Grape tomato pack size or weight is not visible on the receipt.	Open
Warning	classification_review	-	Caramel tres leches dessert needs cost-destination review before final posting.	Open
Warning	missing_pack_size	-	Organic cucumber pack size or weight is not visible on the receipt.	Open
Warning	missing_category	#1	[AUTO] Line 1 is missing a confirmed detailed KYN category or COA-driven ledger category.	Open
Warning	missing_coa_mapping	#1	[AUTO] Line 1 has no COA/GL account mapping yet.	Open
Warning	needs_human_review	#1	[AUTO] Line 1 is marked Needs Review.	Open
Warning	needs_human_review	#2	[AUTO] Line 2 is marked Needs Review.	Open
Warning	needs_human_review	#3	[AUTO] Line 3 is marked Needs Review.	Open
Warning	needs_human_review	#4	[AUTO] Line 4 is marked Needs Review.	Open

Finalize Safety Preview

Blocked

Ledger entries

Food lines

Ledger-only lines

Blocked lines

Finalize is blocked:

There are 1 unresolved critical review flag(s).
Line 1: missing COA/GL account, line still marked Needs Review.
Line 2: line still marked Needs Review.
Line 3: line still marked Needs Review.
Line 4: line still marked Needs Review.

#	Item	Destination	COA / GL	Amount	Status
1	Kirkland Signature Italian item KS ITALIAN	Food Cost Food → Needs Review	Missing	$10.99	Blocked
2	Grape tomatoes GRAPE TOMATO	Food Cost + Inventory + Recipe Cost Food → Produce → Tomatoes → Fresh Tomatoes	5140 Produce	$5.59	Blocked
3	Caramel tres leches dessert CARAMEL TRES	Food Cost Food → Desserts → Prepared Desserts	5150 Bakery	$17.99	Blocked
4	Organic cucumber ORG CUCUMBER	Food Cost + Inventory + Recipe Cost Food → Produce → Vegetables & Fruit → Cucumbers	5140 Produce	$6.49	Blocked

Import Audit Trail

Time	Action	Line	Notes
2026-06-13 00:21:33	Manual scan JSON imported System	-	JSON from scan chat was imported into staging. Source file attachment: ok

Finalize only after the safety preview is clear. Finalization locks the import and posts ledger foundation entries. It does not call OCR/API or automatically update recipes.

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