Undocumented Bills

Overview

The Undocumemted Bills bookkeeping data check page identifies supplier bills that have been created in Xero, but do not have an attachment added to the bill – suggesting that there is no supporting source document available as evidence of the expenditure. Therefore, these items are at risk of having the incorrect tax treatment applied to them and the expenditure may be deemed disallowable by the tax authorities.

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

Attach to Bill in Xero

For each undocumented bill identified, you are able to upload supporting documentation directly to Xero from Xenon Connect using the uploader box. This will immediately attach the PDF/image version of the supplier bill to the bill in Xero, providing supporting evidence of the expenditure.

Check Again

Click the “Check Again” button to instantly check whether the supplier bill in Xero now has an attachment added to it. If an attachment is identified, the issue is remvoed from the Undocument Bills list in Xenon Connect. Note: You can also use the Micro-Sync button to check the current attachment status of all supplier bills for the period.

Edit in Xero

For each undocumented bill identified, you are able to click the Edit button after which you will be taken directly to the applicable bill within your Xero account. This will allow you to investigate the item further and uploading the supporting documentation directly within Xero (if you do not want to use the “Attach to Bill” uploader in Xenon Connect).

Dismiss

If you decide that a particular bill is ok to be left in Xero without a supporting attachment, then you can click the “Dismiss” button to hide the item and prevent that specific bill appearing as an undocumented bill issue again.

Show Dismissed

You can recheck dismissed undocumented bills in Xenon Connect by enabling the “Show dismissed” toggle.

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

Show only transactions that include tax amount

This will hide any bills in the issue list that do not have a tax amount value included. This allows you to focus on the highest risk bills.

Also show direct payments without attachment

By default, only supplier bills that do not have an attachment show as issues. When the “Also show direct payments without attachment” toggle is enabled, direct “Spend” bank payments that do not have attachments will also show in the issue list temporarily.

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:

• Dismiss bills in Xenon Connect

Settings

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

• Only check items that include tax – Permanently change the data check so that only supplier bills missing an attachment that include an amount for tax are deemed to be an issue.
• Ignore transactions with a value less than – Set a deminimus value for this data check, so that only larger transactions are deemed to be an issue.
• Ignore the following contacts from this check – If there are suppliers for whom you do not need to provide supporting documentation (for example, directors where all expenditure is allocated as personal expenditure) then you can ignore them from this data check completely.