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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 documents to your In Tray

Adding documents to your In Tray

Documents up to 10MB in size and in these file formats can be added to your In Tray: .PDF, .JPG, .JPEG, .TIFF, .TIF, and .PNG.

Here's how:

  1. You need to be working online to start adding documents to AccountRight.
  2. Go to the Purchases command centre and click In Tray.
    In tray window with several uploaded documents
  3. Drag documents that are already on your computer directly into the In Tray window. If you have a paper bill, use a scanner to scan the bill to create an electronic copy (PDF or image). Or, if a supplier emails you a bill, forward it using the email address that you log into my.MYOB with. Send the email to the following address and the bill will automatically appear in your In Tray:
  • (Australia) bills@accountright.myob.com.au  or
  • (New Zealand) bills@accountright.myob.co.nz

Multiple company files

We use the “From:” email address that you use to send bills to determine which company file the document should be added to. So ensure you send bills using the email address that you use when logging into AccountRight to access your online file.

If you have more than one company file associated with your my.MYOB account (whether you own the file, or have accepted an invitation to access someone else’s file), you won’t be able to email documents to AccountRight. Instead, you'll need to drag and drop the files directly into the In Tray (or you can drag an attachment from a Microsoft Outlook email window to your In Tray).

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.