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How To: Attach a Document to an Existing Bill

Turn a captured document into a supporting attachment on another bill, instead of its own transaction.

Written by Sunniva Andersen

Why attach a document to a bill?

Sometimes a file that belongs with another bill ends up as a receipt of its own. For example, terms and conditions, a delivery docket, or a second page that was sent separately from the invoice.

Attaching it to the right bill keeps the file with that bill, so you don't end up publishing it as a separate transaction.

šŸ’” What happens when you attach it

The document stops being a transaction of its own. It's added to the bill you choose as a supporting document, and if it already had its own Receipt Capture work item, that work item is removed.

Before you start

  • The document and the bill must be for the same client.

  • The document can't be published yet. You can attach it while it's Queued, Processed, Failed or Awaiting grouping.

  • The bill must already have its own Receipt Capture work item.

Attach a document to a bill

  1. In the left-hand menu, click Receipt Capture.

  2. Click the document to open the preview panel.

  3. Click Attach to existing billā€¦

    1. The Attach to existing bill window opens, listing that client's bills with the supplier, file name, amount, reference and date.

  4. Click the bill the document belongs to.

  5. Click Attach to bill.

    1. You'll see Attached to the bill as a supporting document.

    2. The document's status changes to Attached to bill.

The list only includes bills from the 100 most recent receipts on the Receipt Capture page. If the bill you need is older than that, it won't be listed, and you may see There are no bills loaded for this client to attach this document to.

Find the bill it's attached to

Open the document's preview panel. You'll see Attached to another bill as a supporting document. Click Open bill to go to that bill's Receipt Capture work item.

Change your mind

To make the document a receipt of its own again, open its preview panel and click Promote to its own transaction. XBert reads it again as a separate receipt.

What's next

šŸ‘‰ How To: Edit Receipt Details Before Publishing

šŸ‘‰ How To: Merge, Split or Remove Receipt Lines

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

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