Why edit a receipt?
XBert reads each receipt and fills in the details for you, including the supplier, date, lines, accounts and tax. Before you publish, check those details against the original receipt and correct anything that isn't right.
š” Saving isn't publishing
Save Changes saves your corrections in XBert. Nothing is sent to your client's accounting software until you publish the receipt.
š Read more here: How To: Publish a Receipt
Before you start
The receipt must have a Receipt Capture work item.
The receipt can't be published, or being published. Once publishing starts, the Edit button disappears.
The client must be connected. If the client's accounting file is disconnected, you'll see Reconnect instead of Edit.
Open the edit screen
Open the receipt's Receipt Capture work item.
From your work list, or from the Receipt Capture page by opening the receipt and clicking Open.
Click Edit at the top of the work item.
Hover over it and you'll see Edit receipt data.
By default, the edit screen opens by itself when you open a Receipt Capture work item, so you may not need to click Edit.
š Read more here: How To: Choose Whether the Edit Panel Opens Automatically
Find your way around the edit screen
At the top: the client, the date, who sent the receipt and the file name, so you can check you're editing the right one.
On the left: the original receipt. PDFs have page and zoom controls, and images have Zoom Out, Reset Zoom and Zoom In.
On the right: the details XBert read, which you can correct.
At the bottom: Add a comment (optional), Cancel and Save Changes.
What you can change
Receipt details
Field | What to know |
From | The supplier. Start typing to search your client's contacts, or type a new name. |
Reference | The invoice or receipt number. |
Date | Required, and it can't be in the future. |
Due Date | Bills only. |
Tax Treatment | Whether the amounts include tax: Tax Inclusive or Tax Exclusive. |
Document Tax as printed | The tax total printed on the receipt. You'll only see this when the receipt prints a tax total. |
Address and Tax Number | The supplier's address and tax number, such as their ABN. |
Lines
Field | What to know |
Description | Required. |
Qty and Unit Price | The quantity and price of each item. |
Account | Required. The account the line is coded to. |
Tax Rate | Required. |
Amount | The line total. |
Tracking categories | One dropdown for each of your client's tracking categories. |
š” Totals update as you edit
You can't type into Subtotal, Total Tax or TOTAL. They work themselves out from the lines, and change as you make corrections.
You'll also see details you can't change, such as the supplier's bank details, their tax registration and the currency.
To merge, split or remove lines:
š Read more here: How To: Merge, Split or Remove Receipt Lines
Use the same value on several lines
If XBert got the same thing wrong on more than one line, fix it once and copy it across instead of editing every line.
Correct the field on one line.
Click Apply to linesā¦ underneath that field.
It's under every field on a line, such as Description, Account, Tax Rate, Tax Treatment, Amount and tracking categories like Category or Region.
It isn't under Qty or Unit Price, because those are different on every line.
Click Save Changes when you're done.
Option | What it does |
Apply to all lines | Copies the value onto every other line. The number in brackets is how many lines will change. |
Apply to lines that originally matched | Copies it only onto the lines that had the same value as this one before you changed it. It only appears when at least one line matched. |
š” When to use "originally matched"
Say XBert coded three of five lines to the wrong account. Fix one of the three, then choose Apply to lines that originally matched. The other two wrong lines are corrected, and the two that were already right are left alone.
A message at the top confirms how many lines changed, for example Applied to 2 other lines. Any lines you've already set to merge or remove are skipped, and the message tells you how many.
Save your changes
If you'd like to leave a note about what you changed, type it into Add a comment (optional).
Click Save Changes.
If a required field is missing, you'll see Cannot save - please fix: followed by the fields to check.
ā ļø Cancel doesn't ask before discarding
Clicking Cancel or pressing Esc closes the edit screen straight away and throws away anything you haven't saved.
If you see Held for review
A Held for review banner at the top of the details means XBert found something that doesn't add up, such as the lines not matching the total. The banner explains what to check.
Correct the details and click Save Changes.
If it's still held after saving, the edit screen stays open and the Cancel button changes to Close. Once the banner clears, the edit screen closes.
š Read more here: How To: Continue Publishing a Receipt Held for Review
If you see Check before publishing
A Check before publishing banner means XBert filled in the date itself, because the receipt didn't print the one it needed. It wants you to confirm it.
On a bill, there was no issue date, so XBert used the payment date.
On an expense, there was no payment date, so XBert used the date on the document.
The banner shows you the date it used.
If the date is wrong, correct it and click Save Changes. The banner clears.
If the date is right, leave it. The banner stays, but it doesn't stop you publishing.
š” Not the same as Held for review
Held for review means the figures don't add up, and the receipt can't be published until they do. Check before publishing is only asking you to confirm something.
What's next
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io