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Document Registry

The Registry is the validated ledger of processed documents. Everything you registered ends up here, with a lifecycle state, VAT validation status, and a link back to the source. It is the single source of truth that downstream matching, exports, and audit all read from.

Use this page to understand how documents arrive in the Registry, what their states mean, and how to prepare clean data for exports.

How documents reach the Registry​

A registry entry can come from any of these paths:

  • a manually uploaded document,
  • a file ingested through a bound folder (local or Google Drive),
  • a reparse-and-register action taken from the document preview.

Whatever the path, the entry stays review-driven until you register it explicitly.

Lifecycle states​

A typical document moves through these states:

  • DISCOVERED / NEW — found, not yet parsed.
  • PARSED — extracted, awaiting review.
  • REVIEWED — checked, not registered.
  • REGISTERED — accepted into the validated ledger.
  • EXCLUDED — explicitly removed from further consideration.

REGISTERED entries are treated as finalized for downstream workflows — matching against transactions, export packages, and the audit trail.

Register and period binding​

When you register a document, the UI may ask you to bind it to an open period.

  • If open periods exist, choose one before confirming.
  • If none exist, registration can proceed without explicit period selection, depending on environment policy.

If your accounting policy needs strict period binding, treat period selection as mandatory even when the UI lets you skip it. The system supports your control rules — it does not impose them.

Locked documents​

A document may show as locked when policy or lifecycle rules block edits. The common causes:

  • the workflow has finalized this status,
  • a subscription or plan limitation applies,
  • your role does not include the action.

When locked, use the review or support path rather than trying to force edits. Locked entries stay visible in the Registry for audit purposes — that is the point.

Manual control rules​

Zeno CY never auto-confirms a registry entry. Every state change is user-driven. That is deliberate and matches how serious accounting controls work in practice:

  • dual review before registration for high-value items,
  • separation of duties between data entry and approval,
  • clean evidence of who decided what, in the audit trail.

Getting ready for export​

Registry exports should come from reviewed and registered scope so the audit trail stays intact. Before exporting:

  1. Filter to the period or scope you actually need.
  2. Confirm documents are in REGISTERED state where required.
  3. Apply any corrections in the preview before exporting (not after).

Format details and handoff patterns: Exports & Sharing.