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Process Documents and Approve Work
App path: Books → Upload & process, and Inbox.
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 Books → Upload & process. It accepts PDF, CSV, XLS, XLSX, OFX, QFX, TXT, and images (PNG, JPG, WEBP, and TIFF). A statement can also use Upload statements on Home, which accepts PDF, CSV, OFX, QFX, XLS, and XLSX.
- 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 the Inbox, when it needs a person. You review it before anything is posted.
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.
Inbox checklist
- Open Inbox when Home says something needs you, or when a file is ready for a person.
- Start from the tab that matches the work:
- Needs you → Signatures when something must be signed, including a period lock;
- Needs you → Reviews for a judgment;
- Waiting on client when the client still has to answer.
- Open the row and review the evidence beside the list.
- If the row names a setup or source page, open that page and correct the problem. Signing or declining does not fix that blocker.
- For any other row, use the action that row names.
- Do not approve a row that does not show the evidence.
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.
- Home's Needs you card and the Inbox are the same queue. The counts can still differ by client and by the minute.
- Posting remains gated unless Kraal explicitly marks an action safe.