DEXT USER PROCESS 

What is Dext Prepare?

Dext Prepare helps small businesses work with accountants and bookkeepers to keep accurate financial records. Use your mobile phone to scan your bills and invoices on the go. Log in online to see all of your business’ financial paperwork in a space shared with Down to Earth (Victoria) Co-operative Society Ltd.

Dext How To Articles:

How to add documents

How to add documents (Video)

Getting your Dext Account

Please contact fincom@ who will put you in touch with the bookkeeper who will arrange an invitation

Before uploading a document into Dext, please note:

• Expenses – select the “Cost”section on the left
• Income – select the “Sales” section on the left

There are three ways to upload
* 1 Phone App
* 2 Email
* 3 Website

METHOD 1 - Upload Documents using Phone App:

1. Select “+” sign to upload a doc
2. Before taking a photo(s) – select one of the following options:
   1. You can submit multiple-item files via email as well. Multiple items sent by email can either be:  
   1. Individual items in the following formats that are attached to the same email: JPG, PNG, GIF, BMP, TIFF, PDF, .zip files with images, DOC, DOCX, ODT, and RTFs
   2. A single PDF file consisting of multiple invoices on each page of the file
1. Single
2. Multiple: e.g. 3 documents for 3 separate payments on your card.
3. Combine: e.g. 3 documents for one single payment on your card

1. When taking a photo – it’s important to complete the following details in the phone app (otherwise it makes reconciling difficult in Xero – due to the volume of documents)
1. “Category” – choose the correct expense account to record the payment to (e.g. Fuel – Diesel”
2. “Write a description here” - make a note of what was purchased 
3. “Area/Budget” – select the relevant area/budget
4. “Event” – select the relevant event
5. “Customer” – leave blank

METHOD 2 - Upload Documents using the Specific Email Address provided to you (for your Card):

To locate your email address > My Profile > My Details (navigation bar on the left) 

1. Forward the Email or Email Dext with document(s) attached
2. From your computer, Log into Dext
3. Go to “To Review” on the left
4. During the upload process – the document will be shown in the “In Processing” on the left
5. Once uploaded and ready to code – the document will be in the “To Review” on the left
6. It’s important to complete the following before finishing (otherwise it makes reconciling difficult in Xero – due to the volume of documents)
   1. If you need more than one category – scroll down to “Line Items” and create/add line items and enter the details
1. In the “To Review” click on the document and it will open up on the screen
2. Category” – choose the correct expense account to record the payment to (e.g. Fuel – Diesel”
3. “Area/Budget” – select the relevant area/budget
4. “Event” – select the relevant event
5. “Description” - make a note of what was purchased
6. Leave everything else blank for the bookkeeper to enter/review

METHOD 3 - Upload Documents from Computer Log In:

1. Log into Dext on your Computer
2. Select “+ Add Documents” upload a doc
3. Select “Cost”
4. Before uploading the document(s) – select one of the following options:
1. One document per file – e.g. one document per payment
2. One document per page
   

1. During the upload process – the document will be shown in the “In Processing” on the left
2. Once uploaded and ready to code – the document will be in the “To Review” on the left
3. It’s important to complete the following before finishing (otherwise it makes reconciling difficult in Xero – due to the volume of documents)

1. In the “To Review” click on the document and it will open up on the screen
2. Category” – choose the correct expense account to record the payment to (e.g. Fuel – Diesel”
1. If you need more than one category – scroll down to “Line Items” and create/add line items and enter the details
3. “Area/Budget” – select the relevant area/budget
4. “Event” – select the relevant event
5. “Description” - make a note of what was purchased
6. Leave everything else blank for the bookkeeper to enter/review

IMPORTANT TO NOTE:

• Refer to “Coding Description” document for the “Category” descriptions and which category to use
• If there is more than one page of documents for a payment – ensure you select “Combine” so it uploads into Dext as one document (otherwise it sends them individually, which makes it very difficult to match up with the other documents)
• If you are uploading documents for another Cardholder – it is very important to make a note in the “Description” area to advise which Cardholder’s account the payment was made from  
• In the Settings cog on the top right corner, you can select the columns you can see on your dashboard.  You can remove the “Match” one if you like, as Dext seems only to “match” if payment made on same day.  The payment will still match in Xero if it is paid a different date.  Also – you may want to tick the “Note” box so this shows up on your dashboard instead of “Match” – as if someone has notes, like the bookkeeper as they aren’t able to publish the doc for some reason, will make a note there for you.

FOR CODERS

Review coding for transactions entered/reconciled in Xero:

Xero > Accounting > Reports > Custom > UPDATED Account Transactions by Cardholder > enter current financial year > export to Excel or Google Sheets