FinBot: when something looks wrong
Published and maintained by Adtro Media
- "Add to P&L" is greyed out: FinBot could not read a total. Type it into the bill's Total box, or open Review & fix — if the lines are priced, "Use it as the total" fills it from them.
- A credit note came in as a bill: pressing Add to P&L is refused and offers Record as a credit note — use that. If one was already posted as a cost, go to Recently posted > More actions > "It isn't a bill — change its type", pick Credit note, then record it.
- One of your OWN invoices is sitting with the bills: Review & fix > What is this document? > a sales invoice you issued, then Post as a sale. Posting it as a bill would count your revenue as a cost.
- Wrong category on a posted bill: Recently posted > Recode. It posts a correcting entry; the original stays in the audit trail.
- The lines do not add up to the total: the box under Itemised items says by how much. On a GST invoice the lines are before GST — that is expected and allowed for. Otherwise correct a line, or the total, against the paper.
- "Read this document again" says the file could not be read this time: nothing was changed, and what was read before — and anything you typed — is kept.
- A bill shows no due date: it has not printed one and the supplier has no terms. Set the terms on the supplier (Money outgoing > Your suppliers) and every undated bill from them is dated. An undated bill is never counted as overdue.
- You paid a supplier and the bill still shows as owed: press Pay on it under Bills to pay. When the money then appears on a bank statement, confirm that line as "already in your books" — do not code it again, or the payment is counted twice.
- The same bill uploaded twice: the row says it is "the same file as one already here". Post one and delete the other; if both were posted, reverse one from Recently posted.
- The books check shows a difference: each line under it names the entry. "Paid to a supplier but not against any bill" means a payment recorded some other way — pay bills from the bill instead. A hand journal to Accounts Payable or Receivable also shows here.
- An invoice will not raise because of GST: the business is not GST-registered on the invoice date. Remove the GST, or add the registration in Settings > Business profile > Tax & Registration first.
- A month will not close: Check & close lists every reason (unposted documents, unreconciled bank lines, a books-check difference). Clear them in that order.
- The cash figure is negative or the balance sheet looks strange: finish the setup checklist on the Dashboard — usually opening balances are missing.
- Ask the FinBot Chat anything in words — "why is my food cost so high this month", "who do I owe money to", "what GST do I owe this quarter". It answers from your books and anything it changes comes back as a card for you to confirm.
Faster: iBot inside your dashboard can walk you through this — or do it for you. Open Assistants and just ask.