Using AccountRight in a browser? Your In tray help is here.

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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.
   • If you take a picture of the document and send it to your In Tray using the MYOB Capture app, you might need to click the RefreshImage Added button to make the document appear.
4. Select a document that’s ready to use (there’s no blue icon on the thumbnail), and click Create New Bill. If you can't see this button, click Switch Options to show it.

5. A purchase window appears with a thumbnail of the document in the right corner of the window.
   

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   AccountRight will use the following 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.

   :

   ABN	Used to select the Supplier. The default layout and account will then be used from the supplier card. Image Added
   Issue date	Used to enter the Date
   Due date	Used to set the terms of the bill
   Amount	Used to enter line and total amounts
   Invoice number	Used to enter the Supplier Inv No.
   Note	Used enter a Comment (if you captured the document using the MYOB Capture app and added a note to it before you sent it to In Tray)

   
   
   

6. Check, and if necessary correct, the details that have been filled in for you. They’re highlighted in blue.

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   type tip
   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

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. Want to attach a document when you're creating a bill? See Attaching documents to purchase transactions.

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 you can't see this button, click Switch Options to show it.
   The Link to existing bill window appears.
   

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   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.

6. If you can't see the bill you want, you might need to select more options.
   If you think the bill has:

   • already been paid, select Show closed and returns to see closed bills
   • previously had a document attached to it, select Show bills with existing In tray documents.

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

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   type note
   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.

8. 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.

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Unlinking In Tray documents from bills

If you've linked a document to the wrong bill, you can remove the document and return it to the In Tray.

1. Open the bill with the attachment. Need help finding the bill?
2. Click Attachments.
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3. Click the attachment to be unlinked, then click Remove.
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4. Click OK to the confirmation message. The attachment is unlinked from the bill and returned to the In Tray.

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.

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If you want to download the document, Image Added

Use the Zoom In (Image Added) and Zoom Out (Image Added) 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.

<h2><i class="fa fa-comments"></i>&nbsp;&nbsp;FAQs</h2><br>

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.

When emailing documents, how do you know which company file the document should be added to?
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 access to more than one company file (whether you own the file, or have accepted an invitation to access someone else’s file) you won’t be able to email documents.

Is there a size or page limit per document?
While there’s no page limit, you can add documents up to 10MB in size. Note that files this size will take some time to upload and to be accessible from AccountRight.

How can I see which bills have documents linked to them?
You can see which bills have a linked document in the Purchases Register (accessible from the Purchases command centre). Look for the document icon.

How are documents sorted in the In Tray?
In Tray documents are sorted by the date they were added.

Can I view documents when I’m working offline, or checked out?
No, you can’t access the In Tray or view linked documents if the file is checked out (offline).

Do you have an Officeworks 30 Day Business Account?

You can have your Officeworks invoices sent straight to your AccountRight 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.

What if I’ve linked a document to the incorrect bill?
Not a problem. Just click the unlink icon in the bill you’re viewing and save the bill. The document will return to the In Tray so you can link it again.

Can I link more than one document to a bill?

You sure can. Find out how.

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 Image Added button at the top of the window to activate these buttons.

Why can't I see the Email Address button in the In Tray window?

Your display settings may be hiding the Email Address button. If you expand the In Tray window, the Email Address button will appear (click the animated image to expand it):

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To ensure AccountRight displays buttons and windows properly, you need to change your display settings.

What is MYOB to MYOB?

Working with a fellow MYOB user? Now with MYOB to MYOB, you can link accounts so that any invoices you receive from another MYOB business will go straight to your In tray.

All you need to do is go to an invoice from that business and select Link to MYOB. Now all of your future invoices from that business will be sent to your In tray. 

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To stop invoices from particular businesses being sent to your In tray, just open up another email from that business and select Unlink from MYOB.

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