Prepare and review your first batch

Choose a small batch you can compare with its source: a few bills, card charges, or entries from a statement. This guide takes you from a proposed plan to a checked posting.

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Before you start

Set up your company file, connect your AI client, and have the source documents ready. Check that you are working in the intended company. The examples work with your connected assistant. You do not need to type tool names; describe the work and the company clearly.

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Planning

Give your assistant the documents or entries and ask for a plan:

Prepare a plan for these March Amex charges in Ridgeline. Use the Amex Platinum account and our saved rules. Show me the proposed entries and any warnings. Do not post yet.

Zeno checks names against the company file, applies saved rules, and checks for previously posted entries. Read any warnings or blocked lines before continuing. You can correct the proposed work and plan again without posting.

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Reading the table

The approval table is rendered by Zeno. Start with the company, the proposed total, and the number of entries, then check each entry against its evidence. For example, a small plan might contain: This is an illustrative review checklist, not a live plan.

• Blocked entries cannot post as written. Read the reason and correct it.
• Entries to check may post if approved. Resolve the warning or leave the entry out; a warning is not a posting block.
• Ready entries still need your review. Check dates, amounts, coding, and source.
• Already posted entries should not produce another transaction.

For large batches, ask for the full list if the plan shows grouped totals. A matching grand total alone does not establish that the individual entries are correct.

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Clearing blocked names

If the plan says a vendor or customer does not exist, check for a near match first. Correcting Ridgeline Supply to an existing Ridgeline Supply Co prevents splitting one vendor’s activity between two names. If the name is new, ask the assistant to prepare the required names for your review. Approve that work only after checking the list, then re-plan the transactions against the updated company file.

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Approving

State which plan you approve and any lines you are holding back. If some entries remain blocked, choose whether to fix and re-plan first or post the approved entries and handle the blocked ones separately. Ask the assistant to apply the approved plan. Read the returned run result: it lists what posted, failed, or was skipped. One failed entry does not mean the rest of the batch was abandoned.

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Approving somewhere other than the chat

A colleague can open the plan in the local console, review it line by line, and exclude entries. Applying still happens through the chat, respects those decisions, and records who made them.

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Checking it afterwards

Open Start Menu → Zeno → Zeno for QuickBooks Desktop and select the run. Compare the posted entries and total with what you approved. Confirm the transactions in the QuickBooks register and read the recorded explanation for each failed or skipped line. Keep the run identifier with your work. To investigate a transaction later, ask your assistant which run posted it and which document it came from.

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Undoing it

Identify the run and check its contents before requesting a reversal:

Show me the entries in this run before we reverse it.

After checking, ask the assistant to reverse that run. Reversal normally voids the transactions the run posted, keeping them in the register with zeroed amounts. Read the result and check for anything that failed. For a full statement, continue with bank and card transactions. To reuse a coding decision next month, save a rule.