Read document statuses correctly

Overview

• Business Document status can be RECEIVED, PROCESSING, NEEDS_REVIEW, READY, COMPLETED, or FAILED.
• NEEDS_REVIEW means human attention is still required before the document-specific workflow can complete.
• READY generally means the required review fields are sufficient for the next operation, such as creating an Expense receipt in Xero.
• COMPLETED means the relevant MiniTill workflow finished; what completion means differs by type.
• Document-level status is separate from Supplier invoice, Expense receipt, or Credit-note review status shown inside the document.

When to use this

• Use status filters in the Documents inbox to focus on items that need attention rather than treating every received document the same way.

Step-by-step

1. Filter by Needs Review for normal manual work.
2. Check Ready items for the remaining final action.
3. Investigate Failed items and their error/warning text.
4. Use Completed as the finished operational record.
5. Sort by Document date for accounting work or Recently received for inbox processing.

Common mistakes

• Do not assume READY means the document has already updated Costing or Xero.
• Do not assume COMPLETED has the same side effect for every document type.
• Do not use only the top-level status when the inner review panel gives more specific state.

Troubleshooting

• If a document stays Needs Review, inspect unmapped invoice lines, missing Xero fields, duplicate candidates, or automation notes.
• If a document failed before its review workflow exists, use Retry extraction; otherwise fix the review problem and use the relevant action/retry.