What Held for review means
Before a receipt is published, XBert checks that its figures add up. For example, that the lines add up to the total, and that the tax on the lines matches the tax printed on the receipt.
The lines must add up to the total printed on the receipt. You can't change the printed total or publish the receipt for a different amount, so if the lines don't match, correct the lines. XBert also holds a bill or expense when the tax doesn't fit the supplier, for example GST on a receipt with no ABN, but not a sales invoice, where the GST depends on your client's own registration. A sales invoice is also held if its total is below zero.
If something doesn't match, XBert holds the receipt so it isn't published to Xero with the wrong figures.
š” Nothing is published while a receipt is held
If someone tries to publish it, publishing stops again at Held for review and nothing is sent to the ledger.
Where you'll see it
Where | What it means |
A Held for review banner on the Receipt Capture work item and edit screen | XBert found figures that don't add up. The banner explains what it found.  |
Held for review in the Published column on the Receipt Capture page | The last attempt to publish the receipt didn't finish. This can happen for any reason, not only figures that don't add up.  |
Check the figures and publish
Open the receipt's Receipt Capture work item.
Read the reason in the Held for review banner. If one line is the problem, it names it.
For example
line 3: 3.27 at 10%.
Open the edit screen.
By default it opens by itself. If not, click Edit.
Compare the details with the receipt on the left. Check:
each line's Amount and Tax Rate
Tax Treatment (Tax Inclusive or Tax Exclusive)
Document Tax as printed.
Click Apply & Save.
Once the figures add up, the banner clears and the edit screen closes.
If it's still held, the edit screen stays open. Keep checking the figures.
Click Publish.
š Read more here: How To: Edit Receipt Details Before Publishing
If some lines are GST-free
Receipts often mix items with GST and items without it, like groceries. If a GST-free item is coded with GST, the tax on the lines won't match the receipt, and XBert holds it.
Read the reason in the Held for review banner. It names the line that doesn't match, for example
line 3: 3.27 at 10%.Check that line against the receipt on the left.
If the item is GST-free, change its Tax Rate to your client's GST-free rate (GST Free in Xero). Its Tax Amount becomes 0.00.
Click Apply & Save. Once the figures add up, the banner clears.
Click Publish.
If the supplier has no ABN
XBert only codes GST on a bill or expense line when it can find the supplier's ABN, which doesn't apply to sales invoices, because their GST depends on your client's own registration. It looks on the receipt first, then searches for the supplier online. If it can't find one, it codes every line GST Free and holds the receipt, even when the receipt prints GST.
The Held for review banner says the receipt prints tax but shows no ABN for the supplier.
Open the receipt's Receipt Capture work item.
Check the receipt on the left for an ABN, and decide whether the supplier is Australian or overseas.
On the edit screen:
Australian supplier: change the Tax Rate on the lines that include GST to your client's GST rate for purchases (GST on Expenses in Xero). Use Apply to linesā¦ to copy it across.
Overseas supplier: leave the lines as GST Free.
Click Apply & Save, then click Publish.
If it's waiting on other files in the same email
If the banner says Awaiting supporting documents from the same email, the receipt came in with other attachments, and XBert is still working through them. The hold clears by itself once the rest of the email has been processed.
š Read more here: How To: Work With Emails That Have More Than One Attachment
If a sales invoice's total is below zero
When the deductions on an account sale are more than the sale, the total is below zero and your client owes the agent. Xero doesn't accept a negative sales invoice, so XBert holds it with:
Held for review: this sales invoice's total is below zero. A sales invoice can't be negative in Xero, and credit notes aren't supported yet. Check the amounts, or record this as a credit note in Xero yourself.
Check the amounts against the document on the left.
If a figure was read wrongly, correct it and click Apply & Save, then publish again.
If the total really is below zero, it can't be published from XBert. Record it as a credit note in Xero yourself, then delete the document in XBert.
š Read more here: How To: Publish RCTIs and Account Sales to Xero as Sales Invoices
If publishing stopped for another reason
If Published shows Held for review but there's no banner about the figures, open the work item and look at the publishing steps in the XI panel:
Action Required: read the message, then click Resume or Retry Step.
Failed: click Retry Step. If the message says Due date is required when publishing as Approved, add the due date to the bill or sales invoice, click Apply & Save, then click Retry Step.
Not published - needs review: click the banner to try publishing again.
š Read more here: How To: Publish a Receipt
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