Unapproved Invoices

Overview

The Unapproved Invoices bookkeeping data check page identifies customer invoices that have been created in Xero, but are marked with a status of “Draft” or “Submitted”. Therefore, these items are not being reflected in the accounting reports within Xero.

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

There are various reasons why a customer invoice may be left as unapproved in Xero, including the following:

• The invoice has not been reviewed yet.
• The invoice was created in error
• The product or service just hasn’t been supplied to the customer yet
• The product or service has been cancelled, therefore the invoice is not required

View/Edit Invoices in Xero

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

Approve Invoices

You can approve draft or submitted invoices within Xero 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 invoice which must be added before approving the invoice.

Delete Invoices

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

Dismiss Item

If you decide that a particular invoice 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 invoice appearing as an unapproved invoice issue again.

Ignore Item for 30 Days

If an invoice shows up as unapproved, but you expect the invoice 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 invoice has still not been approved, then the item will reappear in the list.

Show Dismissed Matches

You can recheck dismissed and ignored unapproved invoices 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 invoice list, by clicking the “Add back to issue list” button.

Search Text Filter

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

The results will also include any dismissed and ignored invoices.

Bulk Process Options

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

• Approve invoices in Xero
• Dismiss invoices in Xenon Connect
• Delete invoices in Xero
• Ignore invoices for 30 days in Xenon Connect

Settings

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

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