How do I review and post a business receipt?¶

Every receipt the Business receipts workflow reads waits in the business's history. Open it, check what was read, choose how to post it, and post it to the books as an expense.

Find the receipt¶

Step 1. Go to Workflows, open Business receipts and select the business's card.

Step 2. The history lists every receipt, newest first, 20 to a page. Each row shows the supplier, a status, the invoice number, the invoice date, the ABN and the total. Rows you uploaded also say who uploaded them. A posted row shows the account it was posted to.

Step 3. Select a row to open it.

What the statuses mean¶

What you see	What it means	What to do
Ready to post	The receipt was read cleanly and an account was found.	Check it and select Post to ledger.
Needs review	Something needs a look. For example, the supplier name doesn't match the ABN, the ABN isn't active, the read was low-confidence, or no account was found.	Read the message on the receipt, fix what's needed, then post.
G10/G11?	The total is above the workflow's capital threshold.	Pick G10 — Capital or G11 — Non-capital, then post.
Posted	The expense is in the books.	Nothing, unless you need to change it.
Failed	The document couldn't be read, or no receipt was found in it. The reason is shown on the row.	Select Remove from history, then send a clearer copy.
Rejected	You rejected it. It will not post.	Select Restore if you rejected it by mistake.
Duplicate	A receipt with the same supplier ABN, invoice number and invoice date is already in this business.	Select Not a duplicate if it really is a different receipt.
Personal	You marked it personal. Nothing was posted.	Select Undo personal to bring it back to review.

Check what was read¶

The top of the receipt shows the supplier, the document type (for example Tax invoice, Bill or Fuel receipt), the invoice number, the date and the total. If it came in by email, From your Mailbox links to the original email.

Below that you'll see the Supplier, ABN, Sub-total (ex. GST), GST, Invoice date and Due date. Badges next to the ABN and GST show the result of the ABR check. See How are supplier ABN and GST checked?

Choose how to post it¶

Under How to post it:

Field	What it does
Account category	The expense account the receipt posts to. Only active expense accounts of this business are listed.
Business-use percentage	For a purchase that is partly private. The line beside it shows the amount, for example "Posts $55.00 to the ledger."
Capital classification	Only shown for G10/G11? receipts. Pick G10 — Capital or G11 — Non-capital.
Supplier (optional)	The contact the expense is filed under. It is suggested by matching the ABN to your contacts. Change it if it's wrong, or choose None.
Memo (optional)	Up to 500 characters. When filled in, it replaces the supplier name as the expense description.

Select Save to keep your changes without posting.

Post it¶

Step 1. Check the account and business-use percentage.

Step 2. Select Post to ledger. Any unsaved changes are saved first.

Post to ledger stays greyed out until an account is chosen, the business-use percentage is above 0, and (for a G10/G11? receipt) a capital classification is picked. For a purchase that is 0% business, use Personal instead.

Note

Posting writes into the business that is currently selected. If you're working in a different business, the receipt says so and offers Switch to that business. Switch, then post. The same applies to re-posting and unposting.

If the business is on the Free plan, you can still look at the receipt but can't post it until the business is on a paid Business plan.

Credit notes are read but can't be posted from the workflow. Apply the credit by hand in your books.

Mark personal or reject¶

Personal keeps a record of the receipt but posts nothing. Use it for private purchases.
Reject asks Why are you rejecting?. Type a reason and select Confirm. The receipt shows Rejected and never posts.

Change a posted receipt¶

Open the posted receipt. A green box says which account it was posted to and when.

Save & re-post: change the account, business-use percentage, capital classification, supplier or memo, then select it. The original expense is reversed and a fresh one is posted with the new values.
Unpost: removes the expense from the books and puts the receipt back to Needs review, so you can correct it and post again.

Neither works if the receipt is included in a lodged BAS. If a payment has been recorded against the receipt, both are greyed out with Undo the payment first. See How do I pay supplier bills from receipts?

Duplicates¶

A receipt is marked Duplicate when another receipt in the same business already has the same supplier ABN, invoice number and invoice date, and that one isn't failed, rejected or itself a duplicate. A receipt missing any of those three is never treated as a duplicate.

Not a duplicate re-checks the receipt. If the original still exists, a message explains and offers View the original. Restore and Undo personal run the same check.

Remove a receipt from history¶

Any receipt that isn't posted can be removed. Select Remove from history, then Remove. Nothing is removed from your books, and the original email is not affected, so you can forward it again. A posted receipt must be unposted first.

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