Note: The Bookkeeping Services Team is currently testing this feature and we will be rolling this out with all Bookkeeping Services Subscribers once testing is complete

Overview

Flagging a transaction for review is a crucial feature that allows users to highlight entries that may require further information, ensuring that potential issues are addressed promptly. This process helps maintain the accuracy and integrity of financial records by bringing attention to transactions that need additional scrutiny or information. Additionally, it facilitates better communication within the team, as flagged transactions and associated comments are visible to relevant users, enhancing collaboration and accountability.

Prerequisites

  1. Active Bookkeeping Subscription: Ensure the user has an active subscription.

  2. Permissions: The user must have "Can Flag/Complete" permissions within Administration > Roles and Permissions to flag transactions for review. 


Note: The Flagged Transactions and the Communications Inbox features are only available to Bookkeeping Services Subscribers at this time, but once testing is completed with

Note: For further instruction on this Permission, see the Knowledge Base Article for: How to Apply Bookkeeping Flagging Permissions


Key Concepts 

Flagging and Completing Transactions

  • Flag Transactions:

  • Users can mark transactions that need additional review or information.

  • This feature is available in multiple states, including the AP Inbox, Invoice Approval, and Payments Page.

  • Complete Transactions:

  • Once the necessary review or information has been provided, users can mark these flagged transactions as completed.

  • Completing a transaction indicates that it has been reviewed and no further action is needed.

Reviewing Flagged Transactions

  • Review Flagged Transactions:
    • Users with the appropriate permissions can make changes to the flagged transactions at any state.
    • This ensures that any necessary corrections or updates can be applied to maintain accurate records.
  • Mark as Reviewed:
    • After fixing the transaction, users can change the status to "Reviewed."
    • This indicates that the necessary corrections have been made, and the transaction is now accurate.


Persistence of Flagged Status

  • Flagged Status Persistence:

  • Flagged transactions retain their flagged status even if they are moved between different states (AP Inbox, Invoice Approval, Payments Page).

  • This ensures that any issues or items needing attention are consistently tracked and managed, regardless of the transaction’s state.

Step-by-Step Guide

Step 1: Navigate to the Transaction

  • Locate the transaction you wish to flag within the system. This could be within various stages of the transaction such as Inbox, approvals, payments, and register.


Step 2: Flag for Review

  • Within the details page of the transaction slideout Click on the triple-dot icon located at the far right of the transaction entry.

  • Select 'Flag for Review' from the dropdown menu that appears after clicking the triple-dot icon. A modal popup will appear.


Step 3: Enter Comments and Submit

  • Enter a Comment: In the modal popup, you will see a field labeled 'Enter Comment'. Input any relevant details or reasons for flagging this transaction.

  • This is a required field.

  • This comment is important as it will be automatically added to the transaction's comments section, tagged with "Needs Review".

  • Optionally, type @ to notify another user within your comment, selecting the appropriate user from the list that appears. This notifies them directly about the flag for review.

  • Click 'Submit' to finalize the flagging process. 

  • The Submit button will be greyed out until a comment is provided. 

  • This action will also trigger the display of a banner at the top of the transaction indicating that it has been flagged for review, and the designated users will be notified if mentioned.


Step 4: Flagged Transaction Visibility

  • Flagged Banner: Once the transaction has been flagged it will display a banner, "Flag for Review by [User]," indicating it has been flagged.

  • Comment Section: The flagged transaction will display the comment in the comments section, indicating it has been flagged for review.


Step 5: Manage Statuses Via the Top Banner

  • Review the Banner: Observe the banner displayed at the top of the transaction screen, which indicates the transaction is flagged for review and offers dropdown options to change the review status.

  • Change Status: Use the dropdown menu on the banner to update the transaction’s review status, selecting from options such as 'Reviewed' or 'Complete Review'.

  • Select 'Reviewed': If the transaction has been examined but no further action is needed immediately.

  • Select 'Complete Review': If the review process is finished and the transaction is cleared or requires action based on the review.

NOTE: Users can also view and manage these flagged transactions through our Communication Inbox, see Knowledge Base article: Understanding the Communications Inbox


Step 6: Manage Comments and Review Status

  • View and Add Comments: Additional comments can be added directly within the comments section. Type your comment and choose from the following options:

  • Add as Reviewed: Marks the transaction as reviewed but still open.

  • Add and Complete Review: Marks the review as complete and closes the review process.

  • Add a Comment: Simply add a comment without changing the status.

  • Use the Select Dropdown: After typing your comment, you can click on 'Select' to choose how the comment should be applied based on the options provided.

Step 7: Transaction Flagged and Moved to next stage

  • If all the requirements have been met for the draft transaction, the user can move this to the next stage by clicking on the action button within the bottom blue bar.

  • If the transaction is flagged and moved to the next stage, the flag will persist. The user can then update these flagged transactions in different states, such as the Invoice Approval and Payments stages.


Step 8: Understanding the Value of Flagging Transactions

Flagging transactions for review in the AP Inbox offers several key benefits:

  1. Enhanced Accuracy: By flagging and reviewing transactions, you can ensure that all entries are accurate and up-to-date, reducing the risk of errors in your financial records.

  2. Streamlined Process: This feature allows for a more organized and efficient workflow. You can easily track which transactions need attention and which ones are already completed or reviewed.

  3. Improved Accountability: Different team members can be assigned to flag, review, and complete transactions, promoting a collaborative approach to maintaining financial accuracy.

  4. Time Efficiency: Quickly identify and address discrepancies or missing information, saving time and effort in your bookkeeping tasks.