How to manage invoices and bank transactions

Invoices

Overview

1. Click anywhere in the header to switch to edit mode.

2. Choose to view invoices as GST-exclusive or GST-inclusive.

3. Filter coded lines by all lines, zero-dollar lines, or uncoded lines.

4. Select your preferred view: comfortable, cosy, or compact (compact displays more coding lines).

5. Bulk code or delete by selecting all lines in the invoice.

Header

Click anywhere in the header to edit the invoice (expanded view).

Double-click outside the header to exit edit mode.

1. Reverse an amount from expense to income (available if the Invoice Scanner has been used), e.g., for kill sheets.

2. Change the view or filter of the coding lines:

   • All lines: Displays all coding lines (default view).

   • Uncoded lines: Displays only uncoded lines.

   • Zero-dollar lines: Displays only zero-dollar lines.

3. If the invoice date is too far in the past or future, an alert symbol will appear.

Coding Lines

Click a coding line to edit it, then click anywhere else to collapse it.

1. Select all invoice lines to bulk code, tag, merge, or delete.

2. Select individual code lines for bulk coding, tagging, merging, or deleting.

3. Add notes where needed.

4. Click the context menu (three dots) for more options.

View Options

1. Change the view to compact, cosy, or comfortable.

2. The compact view allows more lines to be displayed. The colour decoration is retained to visually identify if lines have been merged or a coding rule has applied.
   

Bank Transactions

Overview

1. Click anywhere in the header to switch to edit mode.

2. Choose to Match or Code the bank transaction.

NOTE: Avoid changing bank transactions, especially if using bank feeds. Transactions should match your bank statements.

Matching Bank Transactions

• The recommended approach is to match invoices to bank transactions.

• Click Match. The most relevant invoice will appear at the top.

• Uncoded invoices are marked with a blue "Uncoded" token and cannot be selected until fully coded.

• To code uncoded invoices, click the three dots next to them and select Go to invoice.

Coding Bank Transactions

• Some bank transactions must be manually coded.

• Click Code. Coding a bank transaction follows the same process as coding an invoice.

• The particulars from the bank transaction will automatically populate the description field but can be edited if required.

Coding Large Invoices

Use the filter function to streamline coding for large invoices:

1. Filter by zero-dollar lines and bulk delete them.

2. Filter by uncoded lines.

3. Code uncoded lines using coding rules, bulk coding, or merging.

4. Coded lines will be removed from the uncoded lines filter but remain visible under All lines.