Review and approve a bill

The Needs Review tab is your review queue. Every bill in it has been uploaded but not yet approved for syncing to Tally. Open the tab and click a bill to see the extracted details.

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1. Check the bill header

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2. Check the vendor

AI Accountant matches the vendor from details on the bill, such as the vendor name and GSTIN. Confirm the correct Vendor Name is selected. Once the vendor is selected, billing address, GST treatment, GSTIN, state, and place of supply come from the vendor master.

• If the match is wrong, select the right vendor from the dropdown.
• If the vendor is new, add them first, then return to the bill.

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3. Check the lines

Which section you review depends on the bill. Stock purchases use Item Details, expenses use Ledger Details. Both are covered on Item bills and expense bills. If the bill has several line items, review each row. Quantity, rate, tax rate, and item mapping can all be corrected before approval.

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4. Check taxes and totals

GST should match the vendor bill: CGST and SGST for an intra-state purchase, IGST for an inter-state purchase. Check the taxable amount, tax amount, and grand total.

• If reverse charge applies, set Reverse Charge to Applicable.
• Extra charges such as freight, packing, discount, or round-off should appear as ledger lines.
• Use Narration to keep a note against the entry.

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5. Allocate the payable

Click Allocate Invoice if the allocation window is not already open. If part of the bill is adjusted against an advance paid to the vendor, add another reference row and allocate that portion separately. One new reference line is enough for most bills. Click Confirm & Allocate.

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6. Approve

Click Approve, or Approve & Next to approve this bill and open the next one in the queue. The bill leaves Needs Review and appears in All Bills, ready to sync. The voucher number may be blank at this stage: Tally assigns it at sync, based on your numbering settings.