Receipt Capture
Set up Receipt Capture, get receipts in from your clients, and review and publish them to the ledger.
By Sunniva1 author25 articles
- Overview: XBert Receipt CaptureWhat Receipt Capture does, how a receipt gets from arriving to sitting in the ledger, and which article to read first.
- FAQs: XBert Receipt CaptureAnswers to common questions about Receipt Capture: what it does, what it doesn't, how it's set up and what happens after you publish.
1. Set Up Receipt Capture
Switch Receipt Capture on client by client, set up payment methods, and decide how receipt work items are created for your firm.
- How To: Turn On Receipt Capture for Your ClientsSwitch Receipt Capture on for one client or many at once with Bulk Actions, and find each client's receipt email address.
- How To: Customise and Configure Receipt Capture Work ItemsUse the Bill Agent and Bank Transaction Agent to choose the process, status, role, due date and priority every new Receipt Capture work item gets.
- How To: Choose Whether Bills Go to Xero as Draft or ApprovedDecide whether bills from Receipt Capture wait in Xero's Drafts for review or go straight to Awaiting Payment, for a whole client or a single receipt.
- How To: Configure Payment Methods for Receipt CaptureSet up the payment methods your client picks from in XBert Capture, and choose a default payment method for each client.
- How To: Block Sender Emails for Receipt CaptureStop emails from a specific sender being captured as receipts for a client.
- How To: Choose Whether the Edit Panel Opens AutomaticallyChoose whether the edit screen opens straight away when you open a Receipt Capture work item.
2. Send Receipts to XBert
The three ways receipts get in: add them yourself, forward them by email, or have your client send them from XBert Capture.
3. Review and Publish Receipts
Check what XBert read, correct the supplier, lines and coding, then publish the transaction to your client's ledger.
- How To: Read the Receipt Capture ListFind your way around the Receipt Capture page: what each column means, and how to filter, search and sort your receipts.
- How To: Open and Preview a Captured ReceiptOpen a receipt from the Receipt Capture page to see the original file, check what XBert read, and take the next step.
- How To: Work With Emails That Have More Than One AttachmentSee how XBert sorts an email with several attachments into bills and supporting documents, and how to change what it did.
- How To: Attach a Document to an Existing BillTurn a captured document into a supporting attachment on another bill, instead of its own transaction.
- How To: Edit Receipt Details Before PublishingCheck and correct what XBert read from a receipt, such as the supplier, date, lines, accounts and tax, before you publish it.
- How To: Merge, Split or Remove Receipt LinesReshape a receipt's lines before you publish it: merge them, split them, remove them, consolidate them into one, or go back to the original lines.
- How To: Publish a ReceiptPublish a receipt to create the bill or expense in your client's accounting software, with the receipt attached.
- How To: Continue Publishing a Receipt Held for ReviewWhat Held for review means, and how to check a receipt's figures so you can publish it.
- How To: Find Receipt Capture Work Items on Your Work ListUse the Receipt Capture filter on your work list to see Receipt Capture work items and who they're assigned to.
- How To: Delete a Captured ReceiptDelete a receipt from Receipt Capture or from its work item, and see what happens to anything already in the ledger.
4. Get More From Receipt Capture
See how XBert reached its answer, sort out receipts that failed or look like duplicates, and teach it how to handle a supplier.
- How To: View Extracted Text and the Audit Trail for a Captured ReceiptCheck what XBert read off a receipt, and follow every step it took, from the preview panel.
- How To: Publish Receipts Automatically with an XBert RuleSet up a rule so XBert publishes the receipts you choose, without anyone clicking Publish, and see what to do when it hands one back.
- How To: Resolve and Reprocess Failed or Duplicate ReceiptsFind receipts that failed or were flagged as duplicates, understand why, and run them again.
- How To: Add and Manage Supplier Memories from a Captured ReceiptUse the Memories tab on a captured receipt to teach XI how to handle a supplier next time.
- How To: Use Memories with Receipt CaptureSee everything XI has learned about your clients and suppliers, and remove anything that's coding your receipts the wrong way.