The Item details page gives you a complete view of a submitted document and all associated data. From this page, you can review extracted information, make edits, take actions such as publishing or archiving, and track changes made to the item.
This article explains how the Item details page is structured, what each tab is used for, and which actions are available.
Important:
You only see actions that are relevant to your role and permissions
The Publish button and publishing-related fields are only available if your Dext account is connected to accounting software
How to access the Item details page
To open the Item details page:
Go to the Costs or Sales Inbox.
Select the item you want to review.
Page layout and main actions
The Item details page is split into two main areas:
The document image, showing the uploaded file.
A set of tabs used to view and manage the item’s data.
At the top of the page, you’ll see the main action buttons available for that item, such as:
Move to (for example, Sales, Supplier statements, or Vault)
How the primary action button works
The primary action button changes depending on your account setup and the item’s status:
Publish appears when the item is in the Ready status and can be sent to your connected accounting software.
Request approval appears when approval workflows are enabled and the item must be approved before publishing.
Move to Ready appears when no accounting software is connected. This marks the item as ready for further action, such as exporting to CSV or PDF.
Important:
You must be an Admin or have publishing or expense claim permissions to see the Publish or Add to expense claim buttons.
Accountants and bookkeepers accessing a client account act as Admins by default.
The Details tab
The Details tab shows all extracted and editable information for the item. Any changes you make are saved automatically.
Item details section
This section includes core information about the document, such as:
Document owner
Type (for example, receipt or invoice)
Date
Supplier
Document reference
Category
Description
Notes:
Item ID is a unique reference number assigned by Dext to each item. Our support team may ask for this if you contact us about a specific document.
Due date is only available for invoice document types.
If you’re connected to accounting software, you may also see additional fields for projects or tracking categories.
Amount section
The Amount section shows the monetary values extracted or applied to the document, including:
Currency
Total amount
Tax and Tax amount
Net amount
Payment section
The Payment section controls how the item is treated for payment and publishing.
This can include:
Paid toggle
Payment method
Publish to
Publish as (Xero only)
Line items section
From the Line items section, you can:
View and edit extracted or manually created line items
Important: Only Admins can use the Extract line items button.
What can I do with the document image?
Below the document image, you can use the image controls to:
Rotate the image left or right
Zoom in or out
Download the image
View the image in full screen
Status messages and warnings
You may see yellow status messages at the top of the Item details page if:
A publishing attempt fails
An item is rejected during approval
If an approver leaves a note when rejecting an item, the reason is shown in the message.
The Notes tab
Use the Notes tab to add internal notes about an item. Notes are useful for sharing context or instructions with colleagues and are not visible to clients.
The History tab
The History tab shows a full audit trail for the item, including:
Who submitted the document
Changes made to fields
Publishing, approval, and archiving actions
This helps you understand how an item has been handled over time.
The Messages tab
The Messages tab is only available to accountants and bookkeepers managing client accounts. It allows you to view and send messages related to a specific item.
Clients cannot access item messages in the web app, but they can view and respond to messages from the Dext mobile app.