The Costs Workspace contains all of the receipts, invoices and other financial documents that your business uses to purchase goods and services.
This is separate to the Sales Workspace, where financial documents for your businesses accounts receivable are extracted and stored.
Each time a user on the account adds a new Cost document to Dext, we’ll extract the visible data and present the item in the Inbox of the Costs section.
Note: If you’re unable to locate a document, take a look at the Submission history.
The Costs Workspace’s Sections
Your Costs Workspace is split into different sections:
- Inbox: Displays all your items that are ready to be published or exported or needs to be reviewed due to missing information before publishing.
- In Processing: Displays the items that are currently being processed and an estimate on the time remaining.
- Archive: Is where your items are kept after they have been published or manually archived.
You can also add To Review and Ready sections by going to Business Settings, Extraction, Inbox tabs and then switching the toggle to Yes.
- To Review: Means that the document is missing some information (usually the Category field), which you’ll need to complete before the item can be published or exported as a CSV or PDF.
- Ready: Means that all of the required information has been completed and this item is ready to be published or export as a CSV or PDF.
How Item Data is Organised in the Workspace
Each section of the workspace is broken up into columns. The Primary columns indicate the following:
- Status : This indicates whether an item has; been viewed, is ready to be published, or has been edited.
- User : Shows which user owns the document.
- Date : Shows the date that the document was issued. If Dext cannot detect a date on the document image, it will use the date that the item was submitted instead.
- Supplier : Shows the supplier who issued the item/document.
- Category : Shows which section of your Chart of Accounts this item will be recorded under. You can quickly edit this using the drop-down menu in each row.
- Total : Shows the currency and total value of the item, including the tax amount.
- Tax : Shows the tax amount of the item.
Additional columns can be added using the Settings cog button:
You can click on each of these columns to organise your inbox according to their criteria.
How to Transfer Documents Between the Costs and Sales Workspaces
If you’ve added a costs document in the sales workspace in error, you can transfer it by selecting the item using the checkboxes down the left-hand side of the page, then clicking Tools and Convert to Sales.
