Review and approve an invoice

This guide covers every control on the review screen. For a first walk-through, start with Your first supplier invoice.

Before you start: the document is in the Review list as Needs review. Approval may ask for your authenticator code depending on your organisation's policy.

The three panes

• Queue (left): documents waiting, with a Needs review pill. The count at the top says how many.
• Preview (middle): the image or PDF. Zoom with the plus and minus buttons, or open Enlarge or Fullscreen.
• Form (right): the fields, filled from the AI draft. Fill from document re-runs the draft if you changed something and want to start again.

Keyboard map

Key	Action
Up / Down	Move through the queue
Tab / Shift+Tab	Move between fields
Cmd+Enter	Approve the focused document (does nothing while the form is invalid)
+ / -	Zoom the preview
Esc	Close the bulk dialog

On Windows use Ctrl instead of Cmd.

Check the form

1. Supplier. Pick the canonical vendor. If the extracted name is a new spelling, suggest an alias so the next invoice matches on its own. See Map supplier name aliases.
2. Invoice number, date, currency. Dates follow the printed format shown on the field.
3. Tax code and tax. SST as its own line. Food ingredients are usually exempt or out of scope. See Malaysian tax codes.
4. Total. Lines plus tax must equal the total or the form stays invalid.
5. Line items. Item code, quantity, unit, line total, line tax. These become purchase lines in Stock and price observations for the supplier.
6. More details. Self-billed toggle, e-Invoice evidence (UIN, Long ID, Validation ID), a safety finding with severity and disposition, and the match expectation with purchase order and delivery note references.

Approve one document

Press Cmd+Enter or click Approve. Two steps run in order: the extraction is approved as checked, then the bill is posted to Payables. If a second factor is required, a dialog asks for your code and the approval continues without losing the form.

If the second step fails, the document shows Approval incomplete in the Library with an Approve to Payables button. Click it to finish.

Accept confident documents in bulk

The Record high-confidence button at the top of the queue offers documents whose extraction confidence is 95% or higher and whose fields you have not changed. Review the list in the dialog and confirm. Anything below that threshold stays for a person.

Split, merge or reclassify pages

Multi-page captures can be grouped into one document, or a mixed capture split into several, from the page controls in the preview. Choose the document type when a file is not an invoice, for example a credit note or delivery note.

After approval

• The bill appears in Money › Finance › Accounts payable with its due date and match status.
• Purchase lines appear on each item in Stock.
• The document moves to the Library as Approved, with the original file attached.

Related

• Handle a blocked file
• Invoice review fields
• Record a supplier payment