Sometimes you might code a transaction instead of matching it to the corresponding invoice. This means the invoice will continue to stay in the Needs Action screen.
If you are Payment or Cash GST basis follow the advice below. If you are Invoice or Accrual GST basis please call our Customer Success team 0800 888 080 (NZ) or 1800 351 781 (Australia).
It is important that historical invoices, that have been paid, do not continue to sit in the Needs Action screen. They will be incorporated into reports, appearing as duplicates thus creating errors in your reporting. They are also very problematic for your Accountant at the end of the financial year. Historical invoices need to be matched to the bank transaction or deleted.
This topic walks you through how to match your invoice and remove it from the Needs Action screen.
Option 1: If the transaction is not in a finalised GST return
a. In the Needs Action screen, check the invoice is fully coded
b. Locate the bank transaction in the Completed screen
Go to the Completed screen.
Change the view to Transactions (rather than Coded lines).
Locate the transaction and hover to display three vertical dots.
Click View Transaction.
c. Edit the bank transaction
Go to the three vertical dots and select Delete line.
Alternative option: select the tick box on the left-hand side. All lines will be selected, you will move to a blue screen and then select Delete.
Click Save.
The transaction will move back to the Needs Action Screen.
Note: As the invoice has already been coded, all coded lines in the corresponding transaction need to be deleted. The invoice can be then matched to the transaction.
c. Match the transaction to the invoice Find out more.
In the Needs Action screen, locate the bank transaction of interest (Right-hand side of the screen).
Locate and tick the invoice you want to match. It should be at the top.
The Match button will be highlighted. Click Match
Click Save or Save and Next to go to your next Transaction on the list.
The invoice and transaction have now been merged and sit on the Completed screen.
Option 2: If the transaction is in a finalised GST return
a. If the invoice is saved onto your computer and the coding on the transaction is correct, you can simply attach a copy of the invoice in the Completed screen.
Go to the Completed screen.
Change the view toggle to Transactions.
Locate the transaction and click on it to open it
Alternative option: Go to the three vertical dots. Click View Transaction.
Click on the paperclip on the top right-hand corner.
Either use the Drag and Drop or browse functions to attach files.
Go back to the Needs Action screen.
Locate the invoice of interest and hover to display three vertical dots.
Click Delete.
b. If you don't have the invoice saved on your computer already, you can easily download it from the Needs Action screen.
Locate the invoice of interest in the Needs Action screen and click on it
Click on the paperclip, in the top right-hand corner, and click on the electronic copy of the invoice to open it.
Click on the Download button.
Save the invoice to your computer.
Go to the Completed screen.
Change the view toggle to Transactions.
Locate the transaction and click on it
Alternative option: Go to the three vertical dots. Click View Transaction.
Click on the paperclip in the top right-hand corner.
Either use the Drag and Drop or browse functions to attach files.
Go back to the Needs Action screen.
Locate the invoice of interest and hover to display three vertical dots.
Click Delete.
TIP: Once you have attached your invoice and any other supporting documents to the transaction in the Completed screen, remember to delete the invoice from the Needs Action screen. This ensures the invoice is not duplicated in reports.
TIP: If you have set up a transaction coding rule for a transaction with a corresponding invoice then remove these rules. This will help you avoid coding a transaction instead of matching it to the corresponding invoice.
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