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Section 1: Common Document Statuses Explained

Here's a breakdown of the statuses you'll most frequently see on documents in Zudello:

  • Scanning:
    • What it means: The document was just uploaded or received via email. Zudello is currently reading it and extracting the data.
    • Action needed: None. Wait for the status to change.
  • User Review:
    • What it means: Zudello finished extracting data but found potential issues (e.g., couldn't identify the supplier, totals don't add up, missing required information).
    • Action needed: Open the document, review the highlighted issues (often shown in banners or next to fields), correct errors, complete coding, and then Save and Submit.
  • Ready:
    • What it means: Zudello extracted the data successfully without detecting major issues.
    • Action needed: Open the document, perform a final review, complete any remaining coding (like assigning GL codes or departments), and then Save and Submit.
  • Processing:
    • What it means: You clicked "Save and Submit". Zudello is now running background checks and automations (like checking approval rules).
    • Action needed: None. Wait for the status to change (usually quickly) to the next step, often "Approval".
  • Approval:
    • What it means: The document requires approval from one or more designated users based on your company's rules.
    • Action needed: If you are the assigned approver, review the document and click Approve or Reject. If not, wait for the assigned approver(s) to take action.
  • Reject Review:
    • What it means: An approver rejected the document.
    • Action needed: If you submitted the document, open it, review the rejection reason (often in the Chat tab), make the necessary corrections, and then Save and Submit again.
  • Completed:
    • What it means: The document has successfully finished its workflow (e.g., fully approved and sent to your accounting system).
    • Action needed: None. The document is usually read-only at this stage.
  • Unable to Process:
    • What it means: An error occurred during an automated step, often when Zudello tried to send the document data to your integrated accounting system (ERP).
    • Action needed: Open the document. Check the Chat or Notes for specific error messages from the ERP. Correct the data issue (e.g., invalid code, closed accounting period) and then Save and Submit to retry the integration. Contact your administrator if unsure how to resolve the error.

End of Tutorial

You now have a better understanding of what common document statuses mean and what actions might be required!

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