The Transaction Viewer lists every card and bank charge on your connected accounts and shows whether each one has a document behind it. It is the screen that finds a purchase which never generated any paperwork. This article covers why the screen exists, how to read its counters and document statuses, and how it differs from the AP Hub.
The screen needs a bank or card connection before it shows anything. See connect a bank or credit card with Plaid.
Why this screen exists
The AP Hub works from the documents you uploaded. An invoice that was never uploaded does not appear in a list of invoices, so the AP Hub cannot report on it.
The transaction feed comes from your bank instead. A charge appears there because money left the account, whether or not any paperwork followed. That makes this the only screen that can identify a purchase with no invoice.
It matters most for the vendors you pay at the counter with a card. Those purchases have no monthly statement to check, so the card charge is the whole record.
The four counters
Four counters run across the top of the screen: Transactions with total spend, Documented with a coverage percentage, Missing docs with an undocumented total, and Suggested matches awaiting review.
Coverage is the figure to watch. A documented rate of eighty-two percent means roughly one charge in five has no paperwork, and the undocumented total beside it shows how much money that represents.
Set the Month filter to All for a fuller picture. A single month can look either complete or poor on a small number of transactions.
Reading the Document status column
Each row shows the date, merchant, card and location, the amount, and a document status.
There are three values.
Matched · invoice means an uploaded invoice accounts for this charge directly.
Matched · statement means the charge paid a vendor statement rather than a single invoice. This is expected on large monthly payments to parts houses.
Missing invoice means nothing accounts for the charge yet.
A large Matched · statement row is normal. A small Missing invoice row from a parts vendor is usually a counter purchase where the receipt did not make it back to the office.
Working through the missing ones
Filter to the undocumented charges and start with the oldest, because the details are easier to recover close to the purchase date.
For each charge, the question is what was bought and for which job. The merchant name and amount are usually enough for the person who made the purchase to recall it, particularly within the same month.
Once the receipt or invoice is uploaded, the row matches on the next reconciliation pass.
Ignore is available on every row, for charges that will never have a parts document behind them: a subscription, a delivery fee, or a card payment. Ignoring a row records a decision about that charge, so it suits charges that genuinely have no invoice rather than ones still being located.
What Undefined in the location column means
Some rows show a card location of Undefined. That means the card has not been mapped to one of your shops.
An unmapped card still matches to documents. It cannot be filtered by location, which matters most if you run several shops. Mapping the card in settings resolves it.
What this screen does not tell you
The Transaction Viewer answers one question: whether a charge has a document behind it. It does not report on whether the parts on that document were sold, credited, or accounted for.
A charge can be fully documented and still cover parts that cannot be located. That is the question the AP Hub answers. A common rhythm is to work the AP Hub daily and check the Transaction Viewer weekly.
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