Special Topic: Receipt Imaging

Overview

Deltek Expense supports the ability to scan and view images of expense receipts that have been "attached" to expense reports. This will allow supervisors to view expense receipts at the same time they view the expense report, and it will also allow the individual responsible for recording receipts to view those receipts and record them as received by simply selecting a button. The following steps are required to import and view receipt images.

Expense Configuration Screen, Miscellaneous tab

Receipt Imaging

You must set up the following fields in the Receipt Imaging group box, which is located on the Miscellaneous tab of the Expense Configuration screen, before you can import or view receipts.

• Receipt Imaging - Use the drop-down box to select the receipt imaging option. The valid values are "Standard," which will allow you to import the receipts, or "Disabled," which turns off the Receipt Imaging feature

• Receipt Storage Location - Enter the location on your system's server where the receipt images will be stored. The system will retrieve these images when you want to view them on an expense report.

Gather Receipt Info at ER Sign

Select this check box if you want employees to enter receipt information when they sign their expense reports. If you select this check box, they must identify those receipts that have been submitted, those that are missing, and provide explanations if a required receipt has not been included.

Print Bar Code

Select the Print Bar Code check box if you want to print the bar code when printing the Receipt Traveler report.

Then, in Content, do one of the following:

• If you want the bar coded information to be the expense report ID, select ER ID

• If you want the bar coded information to be a combination of the expense report ID and revision number, select ER ID + Rev No.

Note that selecting ER ID + Rev No has one other effect. The expense report total amount is printed in the header area of the following reports:

• Expense Report Summary

• Expense Report Detail

• Voucher Distribution

Receipt Status table (Expense Report screen)

The Receipt Status table is located in the Supporting Schedules area of the Expense Report screen. If your functional role has the appropriate rights, you can view the expenses associated with the expense report, mark those expenses that require a receipt as having received the receipts, view the receipt images that have been loaded, or load the receipt images so they are attached to this expense report.

• View Receipts:  This button will be enabled if the receipts for the expense report have already been loaded. If your functional role allows you to view receipts (the View Receipts check box must be selected in the Functional Roles screen.), you can select the View Receipts button and a second window will display that contains the receipts that have been loaded. If receipts have not yet been loaded or you do not have rights to view receipts, this button will be disabled.

• Load Images: This button will be enabled if your functional role allows you to view receipts (the View Receipts check box must be selected in the Functional Roles screen).

Loading Receipt Images

In order to view receipt images, take the following steps:

• Use a scanner that can save files to the file location specified in the Expense Configuration screen.

• Scan ALL receipts for one expense report at one time.

All of the receipts do not have to fit on one piece of paper. You can use as many as necessary to scan, but you should have all of your receipts scanned at the same time since the system will save only one file with the same expense report ID.

• Save the file with the expense report ID as the file name with a file extension of ".pdf."

• Go to the Import Console screen and import the receipt images.

You can attach receipt images only to those expense reports that have been signed and/or are approved.

• Once you have imported the images, the system will update the image status to "Received," and you can view them from the Receipt Status Schedule.