What "Spent" means

Spent is each invoice's total less the GST on it. That is your real cost only if your business is registered for GST and claims it back. When an invoice shows no GST at all, we count the full amount and say how many invoices that was.

Each invoice counts on the date printed on it, not the day it arrived. One with no date, or dated more than a month after it arrived, counts on the day it arrived. Every period ends today, so an invoice dated next week counts when that day comes.

Every figure links to the invoices behind it. Counted:

• Held invoices. Spent means billed to you, whether or not you've paid it yet.
• Credit notes, which come off. A credit note counts from its own document, so a credit recorded on Recoveries is never taken off twice.
• Possible duplicates: an invoice that looks like an earlier one from the same supplier, such as monthly hire at the same amount. It stays in, and the figure says how many it includes so a person can check each one.

Anything left out is named under the figure, with a link to exactly those invoices:

• Duplicate: the same invoice number or the same file as an earlier invoice, while the duplicate is open, queried or confirmed by the supplier as sent twice. If a person released the invoice, it counts.
• Couldn't read properly: our reading didn't reconcile with the invoice's own totals, so it shows the printed total and nothing is guessed.
• Still processing, or waiting on plan limit: counted once it's read and checked.
• Checked by hand: closed as a genuine invoice checked outside CostCode, shown with its printed total.
• Not in Australian dollars.
• Closed as not an invoice (a statement, a quote, a docket), or replaced by a corrected version. These were never a bill, so they are left out without being named.

Spend follows documents, so three credits don't come off it: a credit recorded on Recoveries before its credit note arrives, a credit note closed as not an invoice, and a credit note printed with positive amounts, which adds instead of subtracting.

Each line is sorted into a trade, such as Reo and steel, Concrete or Hire, so you can see where the money went. Our own word list places most lines. For the rest, the description and unit of each line go to Anthropic's model, which picks a trade or says it isn't sure. The supplier's name is never sent, and neither is the document.

A line we can't place reads "Not categorised", and is never folded into Other, which is for items we could name that fit no trade. Money no line explains, like freight printed only at the foot of an invoice, reads "Not categorised" too, and so does an invoice we haven't matched line by line yet.

A trade describes spend and nothing else. It is never used to check a price and never reaches a supplier.