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Screen Fields

Enter basic information about the expense, or if Intelligent Character Recognition (ICR) is enabled, check fields for accuracy after you upload the receipt.

Contents

When ICR processing is enabled, uploaded receipts are scanned for data that can populate mapped fields in My Outstanding Expenses. However, not all fields are presently mapped, and those that are, may not always populate or may populate incorrectly.

Therefore, it is important that you always review the results of each receipt scan. The field descriptions below indicates whether a field is currently mapped or unmapped as well as other related information.

Field Description
New Click this to add a new outstanding expense record. After the record is created, you can manually complete fields on the form, or if ICR is enabled, auto- complete mapped fields by clicking Upload Receipt instead .

If there are no existing expenses, you can click Upload Receipts to create the record.

Upload Receipts Click Upload Receipts to upload your receipt as an attachment. If your System Administrator has enabled ICR, the receipt will be scanned and many fields will be completed by default.

My Outstanding Expenses contains all of your current outstanding expenses, including those you manually create as well as ones imported from a credit card feed. Because the potential for duplicates exists, the expense date and amount of new expenses are compared to existing expenses.

When ICR processing is enabled, the check for duplicates occurs when you upload a receipt to a new record. If the expense date and amount on the receipt match an existing record, the duplicates display. You can choose to either upload the receipt to the new record or attach it to an existing one instead.

The duplicate record opens in a pop-up dialog box. When this happens, you can:
  • Dismiss the dialog box and finish attaching the receipt to the new record.
  • Click Apply to dismiss the new record and attach the receipt to the existing record.

If multiple duplicates display, select the record to which you want to attach the receipt and click Apply. If one of duplicates is an imported expense, that record is selected by default and cannot be changed.

After you click Apply, the receipt is added to the My Outstanding Attachments subtask of the selected record

You can leave both receipts attached or select one to remove and click Delete.

Alternatively, if you choose to attach the receipt to the new expense instead of the existing one, a new record is created, and the duplicates are highlighted in yellow after you save.

In this case, options for managing the duplicates include:
  • Take no action and leave the duplicates intact.
  • Delete a duplicate(s) if at least one of the records includes all the required attachments. To do this, select the row or rows you want to remove and click Delete.
  • Combine the duplicates to retain all attachments. When records are combined, the attachments from each are added to the one you designate as the primary.

    To perform this action, select the records you want to combine, right-click in the first column, and click Combine Duplicates on the short-cut menu.

In the dialog box that opens, select one of the expenses as the primary record and click Apply. The duplicate records are removed, and the primary record retains all the attachments.

Credit card expenses imported from a batch feed may also be checked for duplicates. Your System Administrator will configure the import to either allow duplicate expenses or to resolve them. If they are allowed, duplicates display in yellow highlighting. If instead the manual expense is combined with the imported one, the manual one is deleted, but any files that were attached to it are copied to the imported expense.

Batch ID This field identifies whether this a manually added expense by the user or whether it was imported from a credit card batch feed, and in that case, displays the type of credit card, such as Visa or MasterCard. Expense that you create either through manual entry to by uploading a receipt will have a batch ID of Manual.
Batch Type This read-only field displays the batch type associated with the batch ID.
Transaction ID This read-only field displays the ID created for the transaction.
Pay Method This field is required. It is not currently mapped for ICR.
Transaction Currency This field defaults to your pay currency. It is not currently mapped for ICR.
Amount This field is mapped for ICR, but is editable if it populates incorrectly.
Taxes This field is mapped for ICR. It may or may not populate.
Expense Report Type The record can be saved without completing this field. It is not currently mapped for ICR.
Expense Type The record can be saved without completing this field. It is not currently mapped for ICR.
Wizard Type This field is mapped for ICR, but may require manual entry or correction.
Expense Date This field is mapped for ICR. It defaults to the date on the receipt. If that information is not clear after processing, it defaults to the current date instead.
Provider This field is mapped for ICR, but may need to be manually updated.
Merchant This field is mapped for ICR but imported details are not editable. The field is editable for manually added expenses.
Tip This field is mapped for ICR and displays for entertainment and meal expenses. The field is editable.
Departure Date This field is mapped for ICR, but if the scan is unsuccessful, it defaults to the current date.
Return Date This field is mapped for ICR, but if the scan is unsuccessful, it defaults to the current date.
Ticket Number This field is mapped for ICR, but is editable if necessary.
Itinerary This field requires manual entry is not currently mapped for ICR.
Agreement Number This field is mapped for ICR, but may require correction.
Start Date This field is mapped for ICR, but if the information is not extracted, it defaults to the current date after you save.
End Date This field is mapped for ICR, but if the information is not extracted, it defaults to the current date after you save.
Pickup Location This field is mapped, but may require editing.
Return Location This field requires manual entry, and is not currently mapped for ICR.
Check In Date This field is mapped, but if the information is not extracted, it defaults to the current date after you save.
Check Out Date This field is mapped, but if the information is not extracted, it defaults to the current date after you save.
Location This field is mapped, but may need editing.
Room Per Night This field is not mapped and requires manual entry. It defaults to 0.0000.
Tax Per Night This field is not mapped and requires manual entry. It defaults to 0.0000.
Comments This field will be empty in this application, but it does extract in Mobile Expense
Currency This field will default to your pay currency. It is not mapped for ICR.