What this screen is for
Rather than keying a receipt, you capture it and let the system read it. Each scan is listed with where it came from — a manual upload or an email — and its current state: pending, parsed, turned into an expense, turned into an invoice, failed or ignored. Counts of total scans, parsed, expenses created, failed and linked sit above the list. Quick filters narrow to email only, uploads only, or failures.
When to use it
Use it for paper receipts and supplier invoices you would otherwise type out. Check the failed filter periodically, since a scan that could not be read produces nothing until someone deals with it.
What you see on this screen
Five cards: Total Scans, Parsed, Expenses Created, Failed and Linked. The table carries:
- Source — Email or Upload, depending on how the document arrived
- File / Email — the email subject or the file name, with the sender's address beneath where it came by email
- Vendor — the vendor name read from the document, or a dash where none was found
- Amount — the total read from the document, or a dash
- Status — the stage the scan has reached; while a long document is being read this cell shows live progress as pages done out of pages total, and once a document has produced an expense the expense number is linked here
- Scanned — how long ago the scan was taken
- Actions — view the scan, mark a parsed one as ignored, and delete
Source, Vendor, Amount, Status and Scanned can each be sorted on.
Filters and actions
Search vendor, invoice sits at the top. Show Filters carries a count and opens Source (Manual Upload or Email) and Status. Chips give Email Only, Upload Only, Failed Only, Show Deleted / Deleted Only and Newest First / Oldest First. Scan Receipt captures a new one, and Email Receipts opens the connected-mailbox side of the same records.
Status values
- Pending — received and waiting to be read
- Parsed — read successfully, ready to become an expense or invoice
- Expense Created — an expense has been raised from it
- Invoice Created — an invoice has been raised from it instead
- Failed — the document could not be read
- Ignored — deliberately set aside; kept but hidden from the active view
Related
- Email Receipts — receipts arriving automatically from a connected mailbox
- All Expenses — the expenses created from scans