Why use the Receipt Capture page?
The Receipt Capture page shows every receipt sent in for your clients, however it arrived. It's where you check that XBert has read a receipt, see whether it has a Receipt Capture work item, and see whether it's been published.
š” Read each receipt left to right
The three columns on the right answer three questions in order:
Stage: has XBert read it?
Status: where is its work item up to?
Published: is it in your client's accounting software?
Before you start
At least one client must have Receipt Capture switched on. Until then, the page won't open.
š Read more here: How To: Turn On Receipt Capture for Your Clients
You don't need admin access to use this page.
Open the Receipt Capture page
In the left-hand menu, click Receipt Capture.
Your clients are listed on the left, starting with All Clients. Each client shows how many receipts it has.
Click a client to see only their receipts, or All Clients to see everyone's.
The page shows your 100 most recent receipts.
What each column means
Column | What it shows |
Documents | The client name above the file name, and whether it's a bill or an expense. You may also see a comment icon if your client added a comment, and Includes N supporting document(s) if other files are attached. |
Amount | The total XBert read from the receipt. |
Reference | The invoice or receipt number XBert read from the receipt. |
Document Date | The date on the receipt. Until XBert has read it, this shows the date it was sent in. |
Created By | Who sent the receipt in. |
Source | How it was sent: Connect, Email, Mobile or Web. |
Stage | Whether XBert has read the receipt. See the table below. |
Status | Where its Receipt Capture work item is up to. See the table below. |
Published | Whether it's been published. See the table below. |
Published Date | When its Receipt Capture work item was completed. |
Stage: has XBert read it?
Stage | What it means |
Queued | Received and waiting to be read. |
Processing | XBert is reading it now. |
Processed | XBert has read it. Status and Published take over from here. |
Failed | XBert couldn't read it. Open it to see why, and try Reprocess. |
Duplicate | The same file has already been sent in, so this copy wasn't read. |
Awaiting grouping | It came in an email with other files, and XBert is still working through the rest of the email. |
Attached to bill | It was added to another bill as a supporting document. |
š Read more here: How To: Resolve and Reprocess Failed or Duplicate Receipts
Status: where is its work item up to?
Status | What it means |
A status name | The current status of its Receipt Capture work item. These are your firm's own work item statuses, so they match what you see on your work list. |
Pending | XBert has read it, but its work item doesn't have a status yet. |
Manual review | XBert couldn't read it and it needs someone to look at it. |
- | There's no work item yet. |
Published: is it in the accounting software?
Published | What it means |
Yes | Its Receipt Capture work item has been completed. When XBert publishes a receipt, it completes the work item for you. |
No | It hasn't been published yet. |
Held for review | XBert tried to publish it but didn't finish. Open its work item to see why. |
Published only shows once a receipt's Stage is Processed.
ā ļø Yes means the work item is completed
If someone marks a Receipt Capture work item as completed by hand, the receipt shows Yes even if it was never published. Check your client's accounting software if you're not sure.
Filter, search and sort
Stage filter: at the top of the page, choose All, Queued, Processing, Processed, Failed, Duplicate or Held for review. Each option shows how many receipts it has.
Source filter: choose All, Connect, Web, Mobile or Email.
Search: type at least two characters to search by file name or reference.
Sort: click a column heading. Click again to reverse the order, and a third time to go back to the newest receipts first.
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