Review a receipt
Check and correct what Smart Receipts read from a document, then approve it, link it to a purchase, confirm a job cost or review a supplier statement.
The review screen shows the original document on the left and what was read from it on the right. Use it to check and correct a receipt or supplier invoice before it becomes a purchase, to confirm a receipt that was photographed on a job, or to compare a supplier statement with your purchases.
Open it from Smart Receipts: select a document that is Extracted or Needs review.
Check and approve a receipt
Look at the original
Use the zoom, rotate and Fit controls above the document, or open the original file in a new tab.
Check the highlighted fields
Fields that were hard to read are marked check. Hover over one to see how confident the read was. The header shows the overall confidence for the document.
Confirm the supplier
Choose the Supplier from the list. If the supplier isn't on file, choose Create new supplier and check the New supplier name. Approving creates the supplier.
Check the details
Correct the Invoice / receipt number, Date, Due date, Reference, PO number, Subtotal, GST and Total as needed.
Code it
Under Coding, choose a Job (search by job number or customer) and an Account. Suggestions appear under each field with the reason they were suggested. Select one to use it.
Check the line items
Edit each line's description, quantity, unit price and account. Document account uses the account chosen under Coding.
Approve
When the totals banner says The numbers add up, select Approve & create purchase. The purchase is created, and the next document waiting for review opens.
The note above the line items tells you whether the document's prices include GST. Purchases are always stored excluding GST: GST is taken out, or added, when the purchase is created. The totals banner shows what approving will book, including GST.
Your supplier, job and account choices are remembered and used for future suggestions.
Other actions
| Button | What it does |
|---|---|
| Save | Keeps your corrections without approving. The document stays in the list, and you carry on where you left off next time. |
| Link to existing purchase | Files the document against a purchase someone already entered. Search by supplier or invoice number, choose the purchase and select Link receipt. A purchase can only have one source document. |
| Reject | Nothing is created. The document can be reprocessed later from the Smart Receipts list. |
| Skip | Moves to the next document without changing this one. |
| Previous / Next | Move through the documents waiting for review. |
Confirm a receipt photographed on a job
A receipt photographed on a job is already a cost on that job, not a supplier bill. The review screen shows Costed to job and the amount, or says it isn't costed yet.
Check the fields
Correct the Total, Supplier, Receipt number and Date.
Confirm
Select Confirm job cost. The job's cost is updated to match the total. No purchase is created.
Confirming needs permission to edit the job.
Review a supplier statement
When a supplier statement is uploaded, check that the Supplier it belongs to is chosen, then select Mark reviewed. Once the statement has a supplier, it is compared with the purchases you have recorded for that supplier over the statement period:
| Section | Meaning |
|---|---|
| On the statement, not recorded | A line on the statement with no matching purchase. Select Add purchase to enter it. |
| Amounts differ | A matching purchase with a different amount. |
| Recorded, not on the statement | A purchase you recorded that isn't on the statement. |
| Matched | Lines that match a recorded purchase, and whether each is paid. |
After a document is completed
A completed document opens read-only, with a link to the purchase or job it created. A document approved by a rule says This document was approved automatically.