Name that Document
This document shows what was purchased, the amount paid, the sales taxes charged, and usually the method of payment.
“What is a receipt?”
A clear office-supply receipt shows the vendor, date, items purchased, subtotal, GST, total, and the company credit card used.
“What is Publish?”
Why: There is enough information to code the expense and claim the applicable tax.
A receipt clearly shows the vendor, items purchased, taxes, and total—but the top of the receipt is torn off and the transaction date is gone.
“What is the purchase date?”
A cash-register receipt lists the items purchased, applicable taxes, total, and “VISA approved.”
“What is Paid?”
The same $126.40 receipt appears twice—once as a photograph and once as an emailed PDF. The vendor, date, total, and receipt number all match.
“What is a duplicate?”
This document requests payment for goods or services already provided and normally includes a due date.
“What is an invoice?”
A restaurant credit-card slip shows the restaurant, date, total, and tip—but no itemized purchases or business purpose.
“What is Pause?”
Why: It proves payment, but the itemized receipt and business purpose are still needed.
A restaurant receipt is itemized and fully readable. The client has written “Business lunch” on it, but nothing else.
“Who attended and what was the business purpose?”
A vendor invoice describes services already completed and says, “Balance due: $1,250 — Payment terms: Net 30.”
“What is Amount owing?”
A receipt photograph is blurry. The total is visible, but the vendor, date, items purchased, and taxes cannot be read.
“What is an unreadable document?”
This document summarizes activity with a vendor, including invoices, payments, credits, and the outstanding balance—but does not replace the individual invoices.
“What is a vendor statement?”
A contractor submits a document clearly marked “QUOTE” for $4,800 plus GST. No work has begun, but the client asks you to enter it as a bill.
“What is Reject?”
Why: A quote is not a bill. Nothing has been provided and no amount is currently payable.
An employee submits a receipt for office supplies that was paid using their personal credit card. The receipt is complete, but no other information is provided.
“Who should be reimbursed, and has the reimbursement been approved?”
A signed purchase order authorizes a supplier to provide ten office chairs next month.
“What is Paperwork only?”
An invoice in one client’s Dext inbox is addressed to a completely different organization that your firm also handles.
“What is a document uploaded to the wrong client?”
This document estimates what future work will cost, but it does not mean that the work has been completed or that money is currently owed.
“What is a quote or estimate?”
A vendor invoice shows the services provided, invoice number, invoice date, GST, total, and payment terms. It has not yet been paid.
“What is Publish?”
Why: It contains enough information to enter as a bill. Proof of payment is not required to record accounts payable.
An Amazon order confirmation lists three items and an expected total. It says the customer will be charged when each item ships.
“What is the final invoice?”
An e-transfer confirmation says that $600 was successfully sent to Taylor Jones, but it does not say what the payment was for.
“What is Payment evidence—but not enough support?”
A Costco receipt includes printer paper, staff-room snacks, children’s clothing, and a television. It was paid with the owner’s personal credit card, and no notes are attached.
“What is a mixed business-and-personal purchase requiring clarification?”
This document authorizes a supplier to provide specified goods or services. It may show quantities and expected prices, but it is neither an invoice nor proof of payment.
“What is a purchase order?”
A $347.62 Costco transaction appears in the bank feed, but there is no receipt or document in Dext. The client says, “It was probably office supplies.”
“What is Pause?”
Why: The transaction is real, so it should not simply be rejected or ignored—but there is not enough information to determine what was purchased, the business purpose, or the applicable sales tax. The receipt or proper clarification must be requested.
The bank feed shows a $2,750 e-transfer to “J. Smith.” There is no supporting document, description, or matching vendor in QBO.
“Who is J. Smith, what was the payment for, and where is the supporting document?”
A vendor statement shows four invoices, three payments, one credit, and a remaining balance of $825.
“What is a summary of amounts owing and recorded payments—not proof that every transaction was processed correctly?”
One PDF uploaded to Dext contains three unrelated vendor invoices. Dext has read the entire file as one document, combined the pages, and extracted only the total from the final invoice.
“What is multiple documents incorrectly combined into one?”