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  • Working with In Tray documents


 

 

Not available in AccountRight Basics

If your company file is online, when suppliers email you their invoices, you can store them securely online and link them to your AccountRight bills using the In Tray. Once they’re in, AccountRight will use advanced Optical Character Recognition (OCR) technology to identify key information in each document, speeding up transaction entry by filling in what it can for you.

And if you’re a bookkeeper or accountant, the source documents you need to review for each bill transaction are now just a click away. You no longer need to chase up clients to get copies of their supplier invoices for verification, and it’s easier to check that all their tax allocations are correct (making BAS and GST returns easier to prepare).

Watch this video to learn how it works:

 

 

Adding and emailing documents to your In Tray

Adding and emailing documents to your In Tray

You can add documents up to 10MB in size to your In Tray, and in these formats: .PDF, .JPG, .JPEG, .TIFF, .TIF, and .PNG.

Here's how:

  1. Open your online company file (you need to be working online to add documents to AccountRight).
  2. Go to the Purchases command centre and click In Tray. The In Tray window appears.
  3. Add documents to your In Tray. There's 4 ways to do it:
You can...by doing this...
drag and drop
  1. Click to select a file that's saved on your computer.
  2. Drag the file and drop it into the In Tray window. The file is added to your In Tray.
click and browse
  1. On the In Tray window, click Add Documents. The Open window appears.
  2. Click the file you want to add.
  3. Click Open. The file is added to your In Tray.
email

From AccountRight 2018.3 onwards, each MYOB account has a unique email address assigned in AccountRight for emailing documents straight to your In Tray. If you have multiple businesses, there's a different email address for each.

The maximum document size is 10MB, and the maximum email size is 20MB.

To email documents to your In Tray:

  1. On the In Tray window, click Email Address. The Email Address for In Tray window appears, displaying your unique In Tray email address.
  2. To copy the email address to your Windows clipboard, click Copy email address.
  3. Set up a new contact with this email address in your email program, e.g. with the name "AccountRight In Tray" (or similar). This makes it easier to email documents to your In Tray.
  4. To email a document to your In Tray, send it to your unique email address. The document will appear in your In tray.

Give your suppliers your unique email address so they can email bills straight to your In Tray.

partner with suppliers

Whenever you shop with certain companies, like Reece or Officeworks, you can get your invoices from them sent directly to your In tray.

Learn more about automating your supplier invoices.

Creating bills using In Tray documents

Creating bills using In Tray documents

If you haven’t had a chance to enter a bill transaction for a supplier invoice you’ve received, let AccountRight do the work for you.

  1. Ensure your file is online, and checked in (look for the green status bar at the bottom of your AccountRight window).
  2. Go to the Purchases window and click In Tray.
  3. If you haven’t already, add the document to the In Tray:
    • If you drag the document to the In Tray, or click Add Documents, you’ll see the upload status, and a blue icon to indicate we’re working on getting it ready for you.
    • If you email the document, it will appear in the In Tray after a minute or two.
  4. Select a document that’s ready to use (there’s no blue icon on the thumbnail), and click Create New Bill.
  5. A purchase window appears with a thumbnail of the document in the right corner of the window.
    Thumbnail highlighted on purchase
    AccountRight will use the information that it is able to extract from the document to prepare a bill for you.
    For example, if the supplier has been identified (based on ABN in Australia, or GST Registration ID in New Zealand), it will be selected for you. Other details, like the bill date, the total amount and supplier’s invoice number, can all be filled in for you if we’ve been able to extract that information from the document. If the supplier’s ABN (Australia) / GST Registration ID (New Zealand) is identified, it will be added to the supplier’s card for you if it’s not already there. For ABNs, we’ll also check to see if it’s a valid number.
  6. Check, and if necessary correct, the details that have been filled in for you. They’re highlighted in blue.

    Click the Enlarge button to see the document details. This might help you fill in any missing details.
  7. Record the purchase.
Linking In Tray documents to existing bills

Linking In Tray documents to existing bills

The In Tray shows you which documents haven’t been linked to a transaction yet. The documents are sorted by the date they were added. If you’ve already recorded a bill that relates to a supplier invoice, or converted an order into a bill, you can link them together.

  1. Ensure your file is online, and checked in (look for the green status bar at the bottom of your AccountRight window).
  2. Go to the Purchases window and click In Tray.
  3. If you haven’t already, add the document to the In Tray:
    • If you drag the document to the In Tray, or click Add Documents, you’ll see the upload status, and a blue icon to indicate we’re working on getting it ready for you.
    • If you email the document, it will appear in the In Tray after a minute or two.
  4. Select a document that’s ready to use (there’s no blue icon on the thumbnail), and click Link to Existing Bill. If this button isn't active, click the Refresh  button at the top of the window.
    The Link to existing bill window appears.
    Link to existing bill window with several bills listed
    If information was able to be extracted from the document, it will appear in the Invoice details section of the window. Click the magnifying glass icon next to the thumbnail to see a full version of the document.

  5. Select the supplier that the bill relates to in the Search Criteria section.

    If you've already paid the bill, click Include Closed and Returns to see closed bills.

  6. Select the bill that you want to link the document to, and then click Link.

    You can't link a document to a bill within a locked period. You'll need to either turn off the locked period preference (Setup > Preferences > Security tab), or change the locked period to an earlier date.
  7. The document is now linked to the bill, and the thumbnail disappears from the In Tray window.

You can see which bills have a linked document in the Purchases Register (accessible from the Purchases command centre). Look for the document icon.

Unlinking In Tray documents from bills

Unlinking In Tray documents from bills

If you've linked a document to the wrong bill, just click the unlink icon (broken chain symbol) in the bill you’re viewing and save the bill. The document will return to the In Tray so you can link it again.

Viewing, downloading and printing In Tray documents

Viewing, downloading and printing documents

While you’re working online, you can view the full details of documents you’ve added to AccountRight. In Tray documents are sorted by the date they were added.

Just click the Enlarge button (the magnifying glass) in the In Tray or in a purchase that has a linked document. The Enlarged window appears.

Document enlarged in the enlarged window

Use the Zoom In (magnifying glass symbol with plus sign) and Zoom Out (magnifying glass symbol with minus sign) icons to change the magnification of the document, or select a zoom percentage from the dropdown list.

To download a document (one at a time), click the Save icon in the Enlarged window, and give the file you’re about to download a name (it will be a PDF file, even if you uploaded it as an image file).

Once downloaded, you can view or print them using any PDF viewer or attach them to emails.

  In Tray FAQs


Why doesn't prefilling of fields work for some documents I add?

Why doesn't prefilling of fields work for some documents I add?

Ensure that the text print on your documents is clear and sharp. If you’re adding scanned documents, try increasing the scan resolution or the darkness if it’s too light. We’re continuing to tweak the OCR feature so that it can recognise more characters and fonts, so you can expect it to get better over time.

Make sure the In Tray document is ready for use (there isn't a blue icon on it) before linking it to an existing bill or creating a new bill.

How can I stop someone from accessing the In Tray?

How can I stop someone from accessing the In Tray? 

You can control access to the In Tray for each user from the User Access window (Setup menu). Click the Manage Roles tab and in the list of Purchases tasks, deselect the In Tray option.

Can I link more than one supplier invoice to a bill

Can I link more than one supplier invoice to a bill

You can only link one supplier invoice to a bill.

If you have more than one document you want to link to a bill, you can either:

  • scan all the associated documents together to create a single PDF, or
  • use a 3rd party program to combine PDF documents (there are several free programs that will do this - search Google for "combine PDF free".
Why can't I click the Create New Bill or Link to Existing Bill buttons?

Why can't I click the Create New Bill or Link to Existing Bill buttons?

After uploading a bill to your In Tray, click the Refresh button at the top of the window to activate these buttons.