Work through the queue
Review queue opens on Open items: those that Need review, are Approved or Need attention. The count beside the title shows how many rows are loaded out of the total, for example50 of 120 items; select Load more at the bottom of the table to load the next 50.
Each row shows Date, Party (the supplier on a purchase, the customer on a sale, with the client beneath), Invoice no., Taxable, Tax, Total, Exceptions (up to two, then
+N; Clean if none), Conf. (mean extraction confidence), Status, Agent and Age. Narrow windows hide some columns.
To work from the keyboard, select the table (or press Tab until it is focused), then use the Up and Down arrow keys to move between rows and Enter to open the selected row.
On an invoice, press ? to see the shortcuts: J opens the next item and K the previous one in the open queue (in its default order, not your current filters); A approves and R starts a rejection (only if you can decide); Esc returns to the queue. Shortcuts are ignored while you type in a field.
Review one invoice
1
Open the invoice
Select the row and compare the source document on the left with the proposed voucher on the right. For WhatsApp intake, the media may still be arriving (Awaiting media) or being read (Extracting); if the page says there is no proposal yet, wait for extraction rather than trying to approve a blank draft.
2
Check direction before corrections
A Purchase invoice is a supplier bill received by the client; a Sales invoice is one the client issued to a customer. While an invoice is Needs review, use the other-direction button beside the voucher heading if this is wrong and confirm Re-read as purchase or Re-read as sales. The document is read again from the other side and its voucher rebuilt. Corrections you already saved are kept; unsaved changes on screen are discarded, and ledgers chosen for this invoice are cleared. Earlier revisions stay in the audit trail. You cannot switch an already approved direction.
3
Correct the extracted invoice fields
Check each value against the original. Edit the inline box where the proposed value differs; a blank box clears a field, while an amount must be numeric. For amounts, enter the value shown on the invoice rather than adding your own tax calculation. The grid has these fields:
Hover or focus a field to see its source highlight where available. A missing highlight does not itself validate the value: use the actual document.
4
Save and resolve posting blockers
Select Save revision whenever you edit a field; it creates a new revision, and Approve stays disabled while edits are unsaved. Read Not postable to Tally yet (or Not postable to Zoho Books yet for a Zoho Books client) for exact blockers. If a party ledger falls back to a group ledger, a colleague with client-management permission can enter the Party ledger name as it exists in the client’s Tally company and select Remember; reopen and revise this invoice to rebuild its voucher. Check the client’s Setup → Tally map for a missing or incomplete Tally profile (see Manage clients); for a Zoho Books client, also check Setup → Zoho Books (see Post approved invoices to Zoho Books). Approval also waits for a clean document scan; if a scan failed, use Scan again on the original document and wait for the result. Do not assume correcting a field alone makes a voucher executable.
5
Make a decision
With decision permission, select Approve only after checking the saved proposal and blockers. Approval changes the state to Approved (the label is the same whatever the client’s books) and queues the handoff to the client’s books destination; it is not confirmation that the books received the voucher. For a Tally client it queues a connector command (see Tally handoff); for a Zoho Books client, Pragma posts the matching Zoho Books document, such as a bill, invoice, credit note or payment (see Post approved invoices to Zoho Books). Or select Reject, type the reason in Why is this rejected? Recorded on the audit trail. (nonblank, at most 1,000 characters), then select Reject again. You can Reopen a rejected or approved item while the handoff has not been taken. Once the connector claims a Tally command, or once Pragma is sending to Zoho Books, the outcome is unknown or the document is there, rejection and reopening are locked because the books may already contain the voucher.
See one client’s invoice history
Open Clients → [client] → Books → Invoices. Unlike the queue, this tab lists every uploaded, WhatsApp or register-imported invoice for the client in any state, including Rejected and already handed-off ones. Bank lines and hand-keyed vouchers are not listed here; they are on the Bank and Vouchers tabs. The columns are Date, Party, Invoice no., Total, Exceptions (the first exception, then+N), Status and Age. Select a row to open its review page; select Load more for older invoices. With no invoices yet, use Upload invoices to go to Invoice intake.
When an action is refused
- Someone else changed this item while you were editing it… Another reviewer saved first. Reload, check their revision, then save again.
- This voucher has already gone to the books… The handoff is claimed or posted; the review can no longer be changed. Check the voucher in Tally or Zoho Books.
- A handoff to the books was already recorded for this revision. Reopen the item and revise it to create a new one.
- This client has no Tally company profile yet, so a voucher cannot be proposed. Set the company name, voucher type and ledger map on Setup → Tally map.
- The malware scan… The document is still scanning, failed its scan (use Scan again) or was flagged (ask the client to resend it).
- This client’s books are closed for that date… The voucher’s date falls in a closed period; see Close the books.
Still stuck?
Open a case from Help & support in Pragma, or book a walkthrough and the team will show you around on a call. Can’t sign in? Contact support.