Unapproved Bills

Overview

The Unapproved Bills bookkeeping data check page identifies supplier bills that have been created in your bookkeeping software, but are marked with a status of “Draft” or “Submitted”. As a result, these items are not reflected in your accounting reports until they have been approved.

By reviewing the list of unapproved bills that Xenon Connect flags up on this bookkeeping data check page, you are able to deal with each supplier bill appropriately.

There are various reasons why a supplier bill may be left as unapproved in your bookkeeping software, including the following:

• The bill has not been reviewed yet
• The bill is currently in dispute
• The bill was created in error
• The bill was added to the bookkeeping software more than once
• The product or service just hasn’t been provided by the supplier yet
• The product or service has been cancelled, therefore the bill is no longer required

View/Edit Bills in your bookkeeping software

For each unapproved bill identified, you are able to click the View/Edit button after which you will be taken directly to the applicable bill within your bookkeeping software. This will allow you to investigate the item further.

Approve Bills

You can approve draft or submitted bills within your bookkeeping software directly by clicking the “Approve” button on the data check page in Xenon Connect. If the button does not show then it means that required data is missing from the unapproved bill which must be added before approving the bill.

Delete Bills

If you determine, after review, that a particular bill has been created in error, it can be quickly removed from your bookkeeping software by clicking the “Delete” button within Xenon Connect.

Dismiss Item

If you decide that a particular bill is ok to be left as in “Draft” or “Submitted” status, then you can click the “Dismiss” button to hide the item and prevent that specific bill appearing as an unapproved bill issue again.

Ignore Item for 30 Days

If a bill shows up as unapproved, but you expect the bill to be approved soon, you can click the “Ignore (30 days)” button which will hide the item from the data check page for 30 days.

After 30 days, if the bill has still not been approved, then the item will reappear in the list.

Show Dismissed Matches

You can recheck dismissed and ignored unapproved bills in Xenon Connect by enabling the “Show dismissed items” toggle.

This will allow you to add any dismissed or ignored items back to the main unapproved bill list, by clicking the “Add back to issue list” button.

Search Text Filter

Use the search box to filter the unapproved bill results in real time, based upon the text entered.

The results will also include any dismissed and ignored bills.

Bulk Process Options

The following bulk actions can be taken by using the check boxes and Bulk Process Options drop down menu:

• Approve bills
• Dismiss bills in Xenon Connect
• Delete bills
• Ignore bills for 30 days in Xenon Connect

Settings

Within the Unapproved Bills section of the Settings page in Xenon Connect, the following preferences can be adjusted:

• Date of bill is at least x days old – Use this setting to choose the minimum number of days since the bill was created (based upon bill date) to show up as an unapproved bill item (default value is 0 days)