Why edit a receipt?

XBert reads each receipt and fills in the details for you, including who it's from (the supplier, or on a sales invoice the customer), the date, lines, accounts and tax. Before you publish, check those details against the original receipt and correct anything that isn't right.

⚠️ Saving isn't publishing

Apply & Save saves your corrections in XBert. Nothing is sent to your client's accounting software until you publish the receipt.

👉 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.
1. 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.
1. Hover over it and you'll see Edit receipt data.

You can set the edit screen to open by itself when you open a Receipt Capture work item, so you don't need to click Edit. This is off unless you turn it on.

Find your way around the edit screen

At the top: the client, the date, how the receipt was sent (for example Sent by Mobile or Sent by Email) 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), Close and Apply & Save.

What each receipt detail means

The receipt's details sit at the top of the right-hand side. The heading is the supplier's name, the same as From,

or on a sales invoice the customer's name, the same as To.

You'll see the same details on the Receipt Capture work item before you open the edit screen. There you can only read them, and any blank address fields are hidden.

Field	Field Required?	What it means
Status	🔒 Read-only	A starting value XBert gives every receipt when it reads it: DRAFT for a bill or sales invoice, AUTHORISED for an expense. It's not the status the transaction will be created with in your client's accounting software. Changing how bills or sales invoices are published doesn't change it either.
Reference	⚪ Optional	The invoice or receipt number from the receipt.
From (To on a sales invoice)	❗ Required	The supplier, or on a sales invoice the customer: the buyer or agent who issued the document. Start typing to search your client's contacts, or type a new name. If they aren't one of your client's contacts yet, XBert adds them as a new contact when you publish.
Address Line 1, Address Line 2, City, Region, Postcode and Country	⚪ Optional	The supplier's address, as printed on the receipt.
Tax Number	⚪ Optional	The supplier's tax number, such as their ABN. When you publish, XBert checks it against the official register in Australia, the UK and New Zealand. If an Australian supplier has no ABN, publishing pauses so you can check the receipt before carrying on. On a sales invoice it's the customer's tax number, and XBert doesn't check it, because the GST depends on your client's own registration.
Date	❗ Required	On a bill: the date the bill was issued. On an expense: the date it was paid. On a sales invoice: the date on the RCTI or account sale. It can't be in the future.
Due Date	⚠️ Optional, except for Approved bills and sales invoices	Bills and sales invoices only. It doesn't appear on expenses. When the bill or sales invoice is due. If it isn't printed and XBert can't work it out, it's left blank. A bill or sales invoice set to go to Xero as Approved needs a due date. If it's blank, publishing stops and XBert asks you to add one.
Total	🔒 Read-only	The receipt's total. It adds up from the lines and changes as you edit them. Before you can publish, it must match the total printed on the receipt. On a sales invoice, it's the net amount paid to your client after deductions, and it can't be below zero.
Tax Treatment	❗ Required	Whether the amounts on the receipt include tax: Tax Inclusive or Tax Exclusive. If it's blank, you'll see You must select a value.
Document Tax as printed	⚪ Optional	The tax total printed on the receipt, in the receipt's currency. If the receipt doesn't print one, XBert fills in the tax it worked out for the lines, so change it to 0.00 if no tax is printed. XBert checks the tax on the lines isn't more than this figure. It only appears when the receipt has no supporting documents attached.

💡 Status isn't what gets published

A bill or sales invoice shows DRAFT here even when it's set to publish as Approved, so don't use Status to check how a transaction will land in the ledger.

For Xero clients, open the receipt from the Receipt Capture page and look for To Xero as Draft or To Xero as Approved.

For MYOB clients, which have no drafts and no sales invoices from Receipt Capture, the preview panel says To MYOB as an open bill: it's live in MYOB as soon as it's published, or To MYOB as spend money: it's live in MYOB as soon as it's published for an expense.

Under the receipt details, you may also see the supplier's bank details (bills only): BSB, Account Number and Account Holder, when XBert reads a bank account from the receipt. You can't change these.

What each line detail means

Each line shows its description and amount at the top. Click the arrow to open or close it.

Field	Field Required?	What it means
Description	❗ Required	What the item is. XBert fills it in from the receipt. It needs at least 2 characters.
Qty	❗ Required	How many of the item.
Unit Price	❗ Required	The price of one item.
Account	❗ Required	The account the line is coded to. XBert suggests one, and you can pick another from the list.
Tax Rate	❗ Required	The tax rate for the line, from your client's own tax rates (for example GST on Expenses or GST Free Expenses in Xero, or GST on Income on a sales invoice's sale line). XBert suggests one, and you can pick another from the list. Changing it changes the line's Tax Amount.
Tax Treatment	🔒 Read-only	Comes from Tax Treatment in the receipt's details. Change it there.
Tax Amount	🔒 Read-only	Changes when you change the line's Tax Rate or Amount. For example, set the Tax Rate to GST Free and the Tax Amount becomes 0.00.
Amount	❗ Required	The line total, in the receipt's currency. XBert fills it in from the receipt. If it's wrong, type the right figure in. On a sales invoice, deductions such as commission, freight and levies are negative amounts.
Tracking categories	⚪ Optional	One dropdown for each of your client's tracking categories, such as Category or Region. When you publish, the ones you pick are added to the bill, expense or sales invoice in Xero. For MYOB clients: each line has a Category dropdown and a Job dropdown. Jobs appear after the client's next MYOB sync. When you publish a bill or expense (sales invoices aren't available for MYOB clients), the Category goes on the whole bill or spend money in MYOB and the Job goes on each line. MYOB allows only one Category per document, so if two lines have different Categories, Apply & Save shows MYOB applies one Category to the whole document, but line 1 has '...' and line 2 has '...'. Pick one Category for every line, then save. For QuickBooks Online clients: the dropdown shows the client's QuickBooks Classes, but they aren't sent when you publish. XBert predicts up to 2 tracking categories per line, based on the supplier's past approved bills and bank transactions, and on corrections you've made before, but on a sales invoice it may leave them blank, so check them before you publish.

💡 To merge, split or remove lines, see: How To: Merge, Split or Remove Receipt Lines

💡 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.

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 lines… underneath that field.
1. It's under every field you can change on a line, such as Description, Account, Tax Rate, Amount and tracking categories like Category or Region.
2. It isn't under Qty or Unit Price, because each item usually has its own quantity and price, so copying them across would more often cause mistakes than fix them. It also isn't under Tax Treatment or Tax Amount, because other fields set them. Tax Amount changes when you change the line's Tax Rate or Amount, and Tax Treatment comes from Tax Treatment in Receipt details.
Click Apply & Save 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.

💡 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 Apply & Save.
1. If a required field is missing, you'll see a message starting Cannot apply, followed by the fields to check.

⚠️ Close doesn't ask before discarding

Clicking Close 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 to fix before publishing, such as the lines not matching the total, the tax not matching what's printed, GST on a receipt with no ABN, or a sales invoice with a total below zero. The banner explains what to check.

Correct the details and click Apply & Save.
The edit screen stays open after you save, so you can check whether the banner has cleared.

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 Apply & Save. The banner clears.
If the date is right, leave it. The banner stays, but it doesn't stop you publishing.

⚠️ Not the same as Held for review

Held for review means something in the figures or the tax needs fixing, and the receipt can't be published until it is. Check before publishing is only asking you to confirm something.

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

How To: Edit Receipt Details Before Publishing