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Process Documents and Approve Work
App path: Transaction Processor and Work List
Use this scenario when a client sends statements, bills, invoices, receipts, or support files that need to become reviewable accounting work.
Goal
Documents are uploaded to the right client/entity, extracted, classified, reviewed, and either approved, posted, downloaded, or archived with a clear reason.
Upload checklist
- Open Transaction Processor.
- Confirm the posting client and entity. A client with multiple entities must have the entity chosen before processing — the upload zone blocks with an entity picker until you do. A single-entity client is filed automatically.
- Upload the documents. If a file matches one the client already has (in any entity), Kraal refuses it and lists the existing copies — confirm "upload anyway" only when it genuinely belongs here too.
- Watch each document's status as it moves: Reading the file, then Check the source or Map accounts when something needs you, Ready to review, Waiting for approval, Ready to post, Posting, and Posted — with Failed or Reversed when something went wrong.
- Do not treat a row as ready just because extraction finished. Open the row or Work List when it needs review.
Review checklist
- Open rows marked Ready or Needs attention.
- Resolve missing account mappings, vendor/customer matches, dates, and amounts.
- If a document extracted but has no reviewable rows, archive it or mark the reason.
- If a document failed extraction, retry only when the failure is recoverable.
- Approve prepared work only after the evidence, account, amount, and entity are correct.
Work List checklist
- Open Work List when Daily Board says decisions or setup/source issues need attention.
- Use the group cards to decide where to start:
- needs approval;
- waiting on client;
- needs setup or source;
- ready for Kraal;
- needs review.
- Open a packet, review the evidence, and choose approve, reject, follow up, fix blocker, or let Kraal run.
- Avoid approving generic "OK" rows without evidence or scope.
What good looks like
- Files do not stay indefinitely in extraction.
- Empty extracted files are clearly labeled as no reviewable transactions.
- Mapping issues are actionable and route to setup.
- The same work count is consistent between Daily Board and Work List.
- Posting remains gated unless Kraal explicitly marks an action safe.