Review and apply groups
Read the overview, check and edit records, approve many at once and apply the groups in the right order.
The "Overview" tab shows the groups with data in the order in which they are applied. Groups without data are named below in one line. At the top is the next step, for example the number of open questions with "Answer questions", or how many records are approved and ready.
Every group shows chips with the counts after matching (new, updates, duplicates, conflicts, unsure, skipped, errors) and the line "x of y approved · z applied".
The app has already sorted: clearly new records that are complete, free of conflicts and read with confidence are approved. Duplicates are skipped. Everything else, that is updates of existing data and records that are unsure, conflicting or incomplete, is Proposed and waits for you.
Who can use this
- Owner and Admin
- The groups Employees, Payroll data and Payroll carry over: only with the permission for personnel data
Steps
1. Open a group
Click "Review" on a group. The table shows one column per field, plus match and status.
2. Filter
Narrow the list with "Status", "Match" and "Search" (name, number, value).
3. Edit a value
Click a value, change it and press Enter; Escape cancels. Values read with low confidence are underlined with dots and carry the note "Read with low confidence, please check".
4. See the source
Click the magnifier next to a value. The "Source" panel shows the file, the page or row, the quote and a preview of the page. "Download file" opens the original.
5. Check updates
An update shows "n changes" with the old value, "becomes" and the new value. "Open existing entry" shows the entry in BizCortex.
6. Decide one by one
Every row has "Approve", "Skip" and "Reset". Reset restores the app's own sorting.
7. Many at once
Select rows, or none. Without a selection the action applies to "All filtered: n records". Then click "Approve", "Skip" or "Reset".
8. Apply
On the overview, click "Apply" on the group and confirm. The approved records are written. The result reports how many were applied, failed and skipped and lists the errors with their reasons.
Fields and options
- New
Nothing like it exists in your data; the record is created.
- Update
The entry already exists with other values. It only changes if you approve the record or answer the question with yes, update.
- Duplicate
The entry already exists with the same values. It is not created again, but dependent records refer to it, for example an open item to the existing customer.
- Conflict
The files contradict each other; a question is open.
- Proposed, Approved, Skipped, Applied, Error
The status of a record. Only approved records and records that failed last time are applied.
- Order
Company, Accounts, Customers, Suppliers, Contacts, Bank details, Products, Employees, Payroll data, Payroll carry over, Opening balances, Open invoices, Open bills, Bank statements, Booking batches, Documents.
- Apply first
A group is blocked while a group it depends on still has approved records that are not applied. Contacts and bank details depend on customers and suppliers, payroll data and carry over values on employees, opening balances on accounts, open invoices on customers and accounts, open bills on suppliers and accounts, bank statements on accounts and bank details, booking batches on accounts, customers and suppliers, documents on employees, customers and suppliers.
Tips
- After applying, "Open applied entry" opens the entry that was created, for example the customer or the person.
- Work through the groups from top to bottom. The "Apply" button is only active when the group has approved records and is not blocked.
Good to know
- Every record is written through the same functions you use elsewhere in BizCortex, with your permissions and with an audit log entry. If a record fails, it fails alone and keeps its reason; the others are applied.
- After a correction, click "Apply" again: failed records are tried again. A record that is already applied is never written twice.
- If a person is skipped, their payroll data and carry over values are skipped too.
- Applied records can no longer be edited. Undo the group if you want to change something.
Related
- Undo a group
What undo removes, what stays and why, and in which order groups are taken back.
- Result and reconciliation
See per group what was created and updated, and read the checks that reconcile counts, the opening balance, open items and payroll.
- Give the assistant instructions
Change many records with one sentence: skip, approve, set values, map columns or set the cut over date, always with a preview and a confirmation.
- Answer questions
Resolve conflicts, fill in missing values, confirm unsure details and decide policy questions, one question at a time.