Reviewing, approving and rejecting uploads

Every document you upload waits for your review before anything reaches your books. You check what SmartLedger read against the original, fix anything it got wrong, and then approve or reject it.

Find the documents to review

In the sidebar under SmartUploads, the review section has three views:

Needs Review — read and waiting for you.
Approved — booked to your books.
Rejected — discarded, with nothing posted.

On All Documents, the Pending Review, Approved and Rejected filters above the table do the same. Click Review on a row to open it.

Review a sales invoice

Open a row whose Type is Sales Invoice. The document shows on the left and the details SmartLedger read on the right.
On the Invoice Details tab, check Invoice No, Client, Date, Place of Supply and GSTIN against the document.
If the client isn't in your client list yet, SmartLedger proposes it as a new client, created when you approve. You can edit its details first.
Check each line item's description, quantity, rate and GST.
Open the Journal Entry tab to see the entry that will post.
Click Approve & Book, check the journal entry in the confirmation, and click Approve & Book again.

The header then shows Booked. Click View Sales Invoice to open the new invoice. Use the arrows at the top to move to the previous or next upload.

Purchase invoices are reviewed the same way, with the vendor in place of the client. See Creating a purchase invoice from a SmartUpload.

Review a bank statement

A row with the type Statements opens the statement review in Banking. Check the account and the lines, then click Confirm & add to add the lines to the bank account. See Importing a bank statement.

Review a bulk import

A spreadsheet shows as Bulk Import. Opening it starts an import wizard with the steps Set up sheets, Journal entries, Edit & validate and Review & create. Records are created only on the last step.

Reject an upload

On the review screen, click Discard and confirm. The upload moves to Rejected and no journal entry is posted.

Possible duplicates

If an invoice matches one already in your books, a Possible duplicate banner appears and Approve & Book stays disabled. Click Compare to see both side by side, then choose Update Invoice to copy this upload's details onto the existing one, or Reject this upload.

Approve or reject several at once

Tick the rows on All Documents and use the bar that appears:

Approve & book — books every selected upload that has finished reading. Others are skipped.
Reject — marks them rejected. Nothing is posted.
Retry — reads failed uploads again.
Delete — removes the uploads. Anything already posted stays in your books.

What approval creates

A sales invoice, or a purchase invoice, with its journal entry posted, plus any new client or vendor.
For a bank statement, the lines are added to the bank account, and the account is created if it's new.
For a bulk import, the records you confirm in the wizard.

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