If you created bills and invoices before you set up Books, some of them are missing the details Books needs to record them: an account code and tax rate, and for bills, a vendor. Any bill or invoice that isn't a draft, is dated on or after your accounting start date, and is missing these details needs them added before it shows up in your books.
Books suggests the missing details for you. A banner at the top of your Bills or Invoices page shows how many are ready to review. To review them:
Click "Review mappings" on the banner.
Check each row. Bills show a suggested vendor, account and tax rate. Invoices show a suggested account and tax rate. Each row also shows a confidence level of High, Medium or Low; hover over it to see why that suggestion was made.
Change any value using its dropdown.
Click approve on the row, or select several rows and approve them together. You can approve up to 200 at a time; if some can't be approved, the rest still go through and the ones that need attention stay selected with an error.
Approved bills and invoices leave the list, and their journal entries are created. When none are left, the banner disappears.
You can also open any flagged bill or invoice and add the details yourself. See "Why does my bill or invoice have a warning flag?" under Tax management.
How do I know I've finished catching up?
You're done when both of these are true:
Your Bills and Invoices lists show no warning flags, and the "Review mappings" banner is gone.
Your Reconciliation screen has nothing left unmatched for a vendor or customer you know has already been paid.
From then on, add the account code and tax rate to each new bill or invoice as it comes in, and reconcile your bank transactions regularly.
FAQ
Q: If the Classification agent can't find a good match, what does it suggest?
It suggests "Other operating expenses" for bills or "Other income" for invoices, with Low confidence. Check these carefully before approving.
Q: The suggested vendor has a "NEW" tag. What does that mean?
The vendor isn't in your vendor list yet. It's only created when you approve the bill, so nothing is added to your vendor list until you confirm.
Q: What does "Suggested by Classification agent" mean on my bill or invoice?
It marks a field the Classification agent filled in for you. You can accept the suggestion or change it, and the tag goes away. Once every suggested field is accepted or changed, the bill or invoice is approved and its journal entries are created. On bills, a vendor is needed first: if no vendor is suggested, add one before you confirm the account or tax rate.
Questions? Chat with us by clicking on the messenger icon at the bottom right of the screen once you are logged in.