Receipts, Vendor Invoices and Bill Attachments

How Kantivo stores supporting documents, ties them to vendors and bills, and keeps vendor payments fully applied.

Previewing a Document

Any scanned receipt or vendor invoice with a View button opens in an overlay inside Kantivo; nothing is saved to your Downloads folder unless you ask for it.

Images are shown full size, scaled to fit the window
PDFs open in an embedded viewer you can scroll and zoom
Other file types show a Download File button instead of a preview

Scanning From a Vendor

When the document belongs to a vendor you already have open, scan it from there:

Go to Vendors and open the vendor
Select the Documents tab
Click Scan Receipt or Scan Invoice and choose the file
Kantivo Core AI reads the date, amounts and line items into the Review Extracted Data window
Check the figures and create the bill or transaction

No vendor matching needed: because you started from the vendor's record, the document is already assigned to that vendor.

Invoice and Receipt Numbers

The review window includes an Invoice / Receipt # field, filled from the number printed on the document. Correct it if the scan misread it, or leave it as it is.

Document	Where the number goes
Vendor invoice	Becomes the bill number on the new bill
Cash receipt	Saved as the transaction's reference number

Bill numbers must be unique within a company. If the number is already in use, Kantivo adds a suffix (-2, -3 and so on) rather than refusing the save. If the field is empty and nothing could be read, Kantivo assigns a number beginning RCP-.

Documents on a Bill

A bill's detail page has an attached-documents area listing each file with an image or document icon, its name, whether it is a receipt or a vendor invoice, its size and the date it was added. From there you can:

Click View to preview the file
Click + Attach Document to add another supporting file

Removing a Document From a Bill

Open the bill
Click the trash icon beside the document
Confirm

This only unlinks the file from the bill. The scan itself remains in the Receipt Scanner, so it can be attached to the right bill afterwards.

Applying Vendor Payments

When you pay one or more bills, the payment screen tracks how much of the payment has been applied and shows a live status:

Fully Allocated when the payment amount and the amounts applied to bills agree
An unallocated warning stating the dollar amount not yet applied
An over-allocated warning when more is applied than the payment covers

Kantivo will not record a payment that still has an unallocated remainder. Either apply the rest to bills, use Auto-Allocate (FIFO) to spread it across the oldest open bills first, or reduce the Payment Amount.

Why the check exists: an unapplied remainder leaves the vendor's balance and your accounts payable aging out of agreement with the cash that actually left the bank.

Workspace Layout

Document review often means wide tables. Kantivo's workspace widens to fill your display, the sidebar's groups (Business Overview, Contacts & Billing, PayFlow, Reports, Tools) can each be folded away with a click and stay folded next time, and the sidebar scrolls independently of the content. More on the workspace layout.