Receipts
A receipt arrives before the claim — photographed at the restaurant. What was read off it is kept apart from what was typed so a mismatch is visible, and the image fingerprint is the cheapest duplicate check there is.
Where to find it
- Module: Accounting
- Group: Working Capital
- Section: Travel & Expense
- Screen: Receipts
Address in the console: /accounting/expense-receipts
List · 12 columns · 14 fields on its form · 4 actions
What the list shows
These are the columns of the list, in the order they are drawn. Any of them can be sorted on, filtered on, hidden, or exported.
| Column | Kind | Field name |
|---|---|---|
| Uploaded | Date and time | created_at |
| Claimant | Text | employee_name |
| File | Text | file_name |
| Merchant (read) | Text | extracted_merchant |
| Date (read) | Date | extracted_date |
| Amount (read) | Amount | extracted_amount |
| Confidence | Number | extraction_confidence |
| Claim | Code | report_no |
| Claimed | Amount | claimed_amount |
| Variance | Amount | match_variance |
| Copies | Number | copies |
| Status | Status | status |
The form
What is asked for when a record is created here. Required fields are marked; a choice drawn from a configuration list is one an administrator can extend without a release.
| Field | Type | Choices | Notes |
|---|---|---|---|
| Claimant | Choice | Looked up from existing records | |
| File name | Text | ||
| File | Text | ||
| Type | Text | ||
| Content hash | Text | Two byte-identical images are the same receipt claimed twice. | |
| Merchant read from it | Text | ||
| Date read from it | Date | ||
| Amount read from it | Number | ||
| Currency read from it | Text | ||
| Tax read from it | Number | ||
| Tax number read from it | Text | Without it an authority may refuse the reclaim. | |
| Extraction confidence | Number | ||
| Extracted by | Text | ||
| Claim line | Choice | Looked up from existing records |
What you can do here
Find duplicates
Byte-identical images. That is the same receipt, not a similar one.
Match to a line primary
Anything ambiguous is left alone rather than guessed: a receipt on the wrong line looks like evidence and is not.
Asks for: Amount tolerance Day window
Tie to a line
Tie this receipt to the claim line it supports
Asks for: Claim line*
Verify
Asks for confirmation: This receipt supports its line? Whoever uploaded it does not verify it.
* required
The rules that apply here
Everything on this screen obeys the platform rules rather than rules of its own. The ones worth knowing before you use it:
- Narrowing a list — search, conditions, sort, totals, export and saved views.
- What may be changed — the five grounds a record may not be edited on.
- Companies and business units — what the switcher above this list is doing to it.
- Creating a record — required fields, where choices come from, and how the number is allocated.
- Importing a spreadsheet — this screen accepts one, and it runs through the same rules as typing.