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How To: Continue Publishing a Receipt Held for Review

What Held for review means, and how to check a receipt's figures so you can publish it.

Written by Marsha Galicia

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 or add any that are missing. 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, and a credit note is held if it can't be published, for a client on QuickBooks Online, MYOB or FreeAgent, or if it was added as an expense.

If something doesn't match, XBert holds the receipt so it isn't published to Xero with the wrong figures.

💡 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

  1. Open the receipt's Receipt Capture work item.

  2. Read the reason in the Held for review banner. If one line is the problem, it names it.

    1. For example line 3: 3.27 at 10%.

  3. Open the edit screen.

    1. By default it opens by itself. If not, click Edit.

  4. Compare the details with the receipt on the left. Check:

    • each line's Amount and Tax Rate

    • whether a line is missing, such as a discount, credit or deduction

    • Tax Treatment (Tax Inclusive or Tax Exclusive)

    • Document Tax as printed.

  5. Click Apply & Save.

    1. Once the figures add up, the banner clears and the edit screen closes.

    2. If it's still held, the edit screen stays open. Keep checking the figures.

  6. Click Publish.

👉 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.

  1. 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%.

  2. Check that line against the receipt on the left.

  3. 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.

  4. Click Apply & Save. Once the figures add up, the banner clears.

  5. Click Publish.

If a line is missing

If XBert didn't pick up a line, such as a discount, credit or deduction, the lines won't add up to the total and XBert holds the receipt. Add the missing line yourself.

  1. On the edit screen, open the ⋮ menu above the lines and click Add lines…

  2. Enter the amount, description, account and tax rate for each missing line. Enter a discount, credit or deduction as a negative amount. Any amount except zero is allowed.

    1. The line's tax and total are worked out from the tax rate you pick.

  3. Click Add lines, then click Apply & Save. Once the lines add up to the total, the hold releases.

  4. Click Publish.

👉 Read more here: How To: Merge, Split, Add or Remove Receipt Lines

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.

  1. Open the receipt's Receipt Capture work item.

  2. Check the receipt on the left for an ABN, and decide whether the supplier is Australian or overseas.

  3. On the edit screen:

    1. 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 lines… to copy it across.

    2. Overseas supplier: leave the lines as GST Free.

  4. 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.

👉 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. XBert can't publish a sales invoice with a total below zero, so it holds it for review at Validate sales invoice data.

  1. Check the amounts against the document on the left.

  2. If a figure was read wrongly, correct it, click Apply & Save, then click Retry Step.

  3. If the total really is below zero, record it yourself in your client's accounting software, as a sales credit note against the agent.

  4. Delete the document in XBert.

⚠️ Don't upload it again as a bill
XBert treats a bill with a total below zero as a supplier credit note. That records the agent as owing your client money, which is the opposite of what happened.

👉 Read more here: How To: Publish RCTIs and Account Sales as Sales Invoices

If it's a credit note

For Xero clients, credit notes publish to Xero as supplier credit notes when they're sent in as a bill. XBert holds a credit note it can't publish:

  • For a client on QuickBooks Online, MYOB or FreeAgent: Receipt Capture can publish credit notes to Xero only at the moment, so it will need to be entered directly in your accounting ledger.

  • If it was added as an expense: Receipt Capture publishes credit notes only when they are captured as a bill, so this expense can't be published, and it will need to be entered directly in your accounting ledger.

Retrying won't change the result, so Retry Step isn't offered.

  1. Enter the credit note in your client's accounting software yourself.

  2. Delete the document in XBert.

👉 Read more here: How To: Publish Supplier Credit Notes to Xero

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. If the message says Retrying will not change this, Retry Step isn't offered, so follow what the message says.

  • Not published - needs review: click the banner to try publishing again.

👉 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

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