What XBert does with an email that has several attachments
When an email sent to a client's receipt email address has more than one attachment, XBert reads every attachment and works out what each one is.
Invoices and receipts each become their own bill, including RCTIs and account sales, which you can switch to a sales invoice before they're published.
Other files, like terms and conditions or a delivery docket, are attached to the bill as supporting documents.
Statements are never attached to a bill, because they cover many invoices.
An invoice and a credit note in the same email stay as two separate transactions.
If XBert can't tell which bill a file belongs to, it doesn't guess. It leaves the file for you to check.
š” Emailed receipts always come in as bills
If a receipt has already been paid, add it yourself and choose Expense instead, and if it's an RCTI or account sale, switch the bill to a Sales invoice before it's published, or add it yourself and choose Sales invoice.
š Read more here: How To: Send Receipts to XBert
ā ļø A bill with supporting documents can't be switched to a sales invoice
If an RCTI or account sale arrives in an email with other files attached to it, switching the bill to a sales invoice shows This document has supporting documents attached to it, so its destination can't be changed. Process the supporting documents separately first.
Open each supporting document and click Promote to its own transaction, or Process separately if it's still Awaiting grouping, then switch the bill to a sales invoice.
š Read more here: How To: Publish RCTIs and Account Sales to Xero as Sales Invoices
What you'll see on the Receipt Capture page
What you see | What it means |
Stage: Awaiting grouping | XBert is still working through the rest of the email. The preview panel shows Held while the rest of its email is processed. |
Stage: Attached to bill | The file was added to a bill as a supporting document. The preview panel shows Attached to another bill as a supporting document, and Open bill takes you to that bill. |
Includes N supporting document(s) on a receipt | That receipt has other files from the email attached to it. |
On the Receipt Capture work item, the supporting documents are listed with the receipt under Bank Reconciliation Attachments. The receipt itself is marked Primary.
Change how a file was handled
To make a supporting document its own receipt, open it from the Receipt Capture page and click Promote to its own transaction. XBert reads it again as a separate receipt.
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To process a file that's Awaiting grouping as its own receipt, open it and click Process separately.
To attach a file to a different bill, open it and click Attach to existing billā¦
š Read more here: How To: Attach a Document to an Existing Bill
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