What Failed and Duplicate mean
Most receipts are read without you doing anything. Two statuses need someone to look at them.
Failed | Duplicate |
XBert couldn't finish reading the receipt, so it has no Receipt Capture work item yet. | The same file had already been sent in for that client, so XBert paused this copy instead of creating a second transaction. |
š” Duplicate means the same file, not a similar receipt
XBert compares the file itself. The same invoice forwarded twice is flagged. Two separate photos of the same receipt are two different files, so they aren't.
Find the receipts that need you
In the left-hand menu, click Receipt Capture.
At the top of the page, open the Stage filter and choose Failed or Duplicate.
Each option shows how many receipts are in it, so you can see at a glance whether anything needs you.
The full list is All, Queued, Processing, Processed, Failed, Duplicate and Held for review.
Each receipt shows its badge in the Stage column, so failed and duplicate receipts are easy to spot.
š” Held for review is a different thing
Failed and Duplicate are about reading the receipt. Held for review is about publishing it, which happens later.
š Read more here: How To: Continue Publishing a Receipt Held for Review
Reprocess a failed receipt
Click the failed receipt in the list.
The preview panel opens on the right, on the Details tab.
Read the red message under the preview. It says which step failed and why.
Click the green Reprocess button at the top of the panel.
ā ļø Read the reason before you reprocess
Reprocessing runs the same file through again. If the reason had nothing to do with the receipt, it will simply fail again.
What the failure reason is telling you
Failed at step | What it means, and what to do |
Authorisation | XBert wasn't allowed to read that client's data. The message says why, for example the client is on hold over an unpaid invoice, the client is locked over a billing issue, your plan doesn't include AI access to those client files, or the person doesn't have access to that client.
Sort the account or access out first. Reprocessing on its own won't help. |
ExtractText | XBert couldn't read the file at all. This is usually the file type, or a photo that's too blurry, too dark or too crooked.
Send a clearer copy, or send the receipt as a PDF or photo rather than a document file. |
CreateNotification | XBert read the receipt but couldn't create the Receipt Capture work item, so it was flagged for manual review.
Reprocess it. |
Anything else | Something went wrong part way through.
Reprocess it. If it fails again the same way, send us the file name and we'll take a look. |
Process a duplicate receipt
A duplicate hasn't been lost. XBert has paused it because the same file is already there.
Click the duplicate receipt in the list.
The preview panel opens with a Duplicate badge at the top and a red Process button.
To see which receipt it's a copy of, open the Audit Trail tab.
The entry reads Duplicate of '[file name]' detected.
If it really is a separate receipt, click Process.
The Duplicate Receipt Detected window opens and names the original document.
Click Process to read it anyway, or Cancel to leave it as it is.
š” The panel doesn't name the original
Looking at a duplicate, all you see is the Duplicate badge. The original's file name is in the Audit Trail tab, and in the Duplicate Receipt Detected window when you click Process.
ā ļø Only process a duplicate when you're sure
Processing a genuine duplicate creates a second transaction for the same spend. The red button is there to make you stop and check.
Receipts flagged for manual review
If the Status column shows Manual review, XBert got part way but couldn't finish on its own. Reprocessing the receipt clears the flag and runs it through again.
If a receipt keeps failing
Check the audit trail. Every attempt is recorded, so you can see whether it's failing the same way each time.
š Read more here: How To: View Extracted Text and the Audit Trail for a Captured Receipt
Try a better copy. If the file is the problem, reprocessing it won't change anything. A clearer photo or the supplier's PDF will.
Delete it and send it in again if you're replacing it with a different file.
š Read more here: How To: Delete a Captured Receipt
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