Approve a bill

New bills land in Pending until you approve them. Approving posts the bill to Accounts Payable so it's ready to be paid and matched.

1. Go to Ledger › Expenses.
2. Find the bill in the Pending section.
3. Click its green Approve pill.

The bill moves to the Approved section. Only then does its purple Match pill appear, so you can reconcile it against a bank transaction.

If a bill shows an amber Review pill instead, its extracted line items don't reconcile to the total. Click Review, confirm or correct the tax, then approve it from the panel. If the document only ever showed one number, use Only have the total? Work out the tax (under the Total) to fill the subtotal and tax from the total.

Some documents never add up: a supplier prints no breakdown, or a line is unreadable. When the total and the GST/HST are right, click Looks right — confirm tax. That answer is saved, so the bill stops asking and the amber pill clears. Change any of the amounts afterwards and it asks once more, because the numbers you confirmed are no longer the numbers on the bill.

Editing a bill's details, and saving them

Open a bill and click Edit Data to expose its fields (a pending or low-confidence bill opens with them already showing). The Save button sits at the top of the panel, in the same row as Edit Data and Approve, so it stays in view no matter how far down the fields you scroll.

Watch that button: as soon as you change anything it turns amber and reads Save changes. That is your signal that what you typed is not in the books yet. Closing the panel while it reads Save changes throws the edit away. After a successful save it settles back to a plain Save.

If the currency shows in amber with a question mark

A newly imported bill shows its currency in amber with a question mark, like USD?, when TALISK_HQ read that currency off the document but nobody has confirmed it. It stays amber until you say the guess is right, because the currency decides what the bill is converted from.

Two ways to answer it:

• On the row, click the amber currency and pick one. Picking the same currency again counts: the list dropdown confirms whatever you choose.
• In the bill's preview, tick USD is correct under the Currency field and save. If you change the currency instead, that choice confirms it on its own and the tick is filled in for you.

Either way the amber question mark clears and TALISK_HQ offers to remember the currency for that supplier.

Correcting the currency works even after the bill is approved or matched to a bank line: the books follow the correction on their own. The bill's entry, and the payment behind a matched bill, are re-posted at the corrected value in the same save, so you never need to unmatch first or fix anything downstream. If the entries cannot follow (for example the bill sits in a locked period), the save is refused whole and nothing changes.

If a bill is in the Low Confidence section

Sometimes TALISK_HQ isn't sure a scanned document is really a bill: a document it couldn't clearly identify, or one you scanned by hand from an email it had marked "not a bill". It holds those in the yellow Low Confidence section at the bottom of Ledger › Expenses instead of Pending, so they don't clutter your review queue. Each one carries a yellow Low confidence pill.

Open the bill to check the vendor, amount, and tax (the fields are already exposed) and correct anything that's wrong. Then either:

1. click Approve right there in the preview to post it, or
2. click Move to Pending to send it to your normal Pending queue and approve it from there.

Once you've opened a low-confidence bill at least once, an Approve button also appears on its row, so you can approve it in one tap from the list. It only appears after you've looked at the bill, so you never approve one sight unseen.

If TALISK_HQ says the document is a proforma

A proforma is a supplier's quote, usually asking for a deposit before they ship. It is not something you owe, so approving one would record a payable that does not exist. When a scanned document is a proforma, TALISK_HQ refuses to approve it and offers This is a proforma instead, which files it under Ledger › Expenses › Proformas and takes it out of your payables. You can record deposits against it there, and apply them to the real invoice when it arrives. See "Proformas and supplier deposits".

Scanning can get this label wrong in either direction. If the document really is an invoice you owe, you can confirm that and approve it anyway.