Envelopes > Receipts Modify | Delete | Copy/move/delete receipts in bulk| Hotel bill wizard Attachments Feature | Repeating receipts Just like a paper receipt, an Expenses receipt shows the date, amount, and type of expense incurred. You should complete a receipt for every type of expense you incur. In addition to generic receipts, you can create two kinds of specific receipts: mileage receipts and foreign currency receipts. The former helps you keep track of automobile-related expenditures; the latter converts the currency used for a foreign expense into your company's principal business currency. We recommend keeping all receipts associated with one particular event or project in just one Envelope. (Note: You should keep any tangible receipts for tax/auditing purposes.) Note: Users with the role privilege "Customize forms" can modify the information that appears on all receipt entry forms by clicking the "customize" link at the bottom of any receipt (Envelopes [any subtab] > [select an envelope] > Receipts). Any changes will impact all receipt entry forms for all users in the account. Currently, the only customization options are Message and Message Location. Example usage: create a message, placed at top or bottom of form, with codes to assist in receipt entry. To create a new receipt: 1. Click on the "Envelopes" tab. 2. Click on the name of an Open envelope in which you want to enter the receipt. 3. Click on the "Create..." drop-down menu and select "receipt." 4. Select (as appropriate) an expense item, payment type, status, project, and vendor from the drop-down menus. If you are using the tax locations tax calculation method, and you have enabled tax locations on receipts, you can choose a tax location or override the envelope default tax location. You can also set new tax amounts just for this receipt by clicking the blue dot. Note: There are options to suppress fields such as vendor from the receipt form. There is also an option to to prevent the expense item choice from dictating the receipt description (“Do not auto-populate description field on receipts”). See My Account > Company > Settings > Expenses options. 5. Enter a quantity (if applicable) and a price. (Note: The "Price" field must be filled out in order to save the receipt.) If multiple currencies are enabled, select the currency in which you wish to record the receipt. 6. Enter a description and the location of the incurred expense (optional). 7. Enter notes if desired. 8. Click on the "Save" button. Note: You can add custom fields to your Receipt dialogs by going to the My Account > Company > Custom Fields tab, and selecting "Custom Field" from the "Create..." drop-down menu. Also note that the "Reference number" field is automatically populated; that is, the first receipt created in each envelope is automatically numbered "1," the second "2," etc., to help you keep track of the receipts within each envelope. You can manually edit the reference number if desired. Hotel bill wizard This feature assists users in recording and itemization of lodging expenses. To use the hotel bill wizard: 1. Click on the "Envelopes" tab. 2. Click on the name of an Open envelope in which you want to enter and itemize a hotel bill. 3. Click on the "Create..." drop-down menu and select "Hotel bill wizard." 4. Follow the prompts to enter the total amount of the hotel bill and to specify the currency, if it’s a foreign hotel bill. The wizard then guides you through creation of a series of receipts to itemize the hotel bill. As receipts are created, a ticker tape displays the receipts, the value of receipts entered so far, and the amount remaining on the hotel bill. The user can edit the receipts from the ticker tape display or from the receipts list in the envelope, and submit the envelope in the usual fashion. Copy/move/delete receipts in bulk 1. Click on the "Envelopes" tab. 2. Click on the name of an Open or Submitted envelope. 3. Click on the "Receipts" link. 4. Click the “customize” link at the bottom of the list. Move “Run an action” to the list of selected items on the right, and click OK. This displays a column of checkboxes in the receipts list. 5. Check the boxes for the receipts to be deleted, copied or moved. To toggle the entire column of checkboxes on and off, click the checkbox icon at the top of the column. 6. Click the circling arrows icon to run the action. Select the radio button for the action desired, whether delete, copy or move. 7.If you select “Copy the receipts” or “Move the receipts”, select the target envelope from the dropdown list of open envelopes Attachments: Once you have created a receipt, you can upload scanned or created documents to attach to a receipt by clicking on the "View/Add Attachments" link at the bottom of the "Edit receipt" dialog box. (Note: You must first create and save a receipt before this link will appear.) To add an attachment, click on the "Create new attachment" link in the upper left corner of the attachments window that will pop up. Enter the file pathway in the "New attachment : receipt" dialog box, and click on "Save." The file name is saved and can be accessed by clicking on the "Download" link, or the file pathway can be edited by clicking on the "Replace" link, or the attachment can be deleted by clicking on the "Delete" link. You can attach as many documents as you need to your receipt; when finished, click on the "Close" button to return to the main "Edit receipt" dialog box. Note: Receipt attachments, if used extensively, can use up a lot of your account's storage space. You can use the Envelope attachment deletion wizard, found on the Dashboard tab, to delete all attachments from approved and/or reimbursed envelopes. To modify a receipt: 1. Click on the "Envelopes" tab. 2. Click on the name of the Open envelope holding the receipt you wish to modify. 3. Click on the "Receipts" tab. 4. Click on the date of the receipt you wish to modify. 5. Make changes to the receipt in the "Receipt" form. 6. Click on the "Save" button. To delete a receipt: 1. Click on the "Envelopes" tab. 2. Click on the name of the Open envelope holding the receipt you wish to delete. 3. Click on the "Receipts" tab. 4. Click on the date of the receipt you wish to delete. 5. Click on the "Delete" button. (Note: You cannot delete a receipt that has already been compiled into an invoice; however, if the invoice has not yet been sent to a client, you can "free" its receipts by deleting the invoice. See Deleting an invoice for details.) Repeating receipts Modify | Delete The "Repeat receipt" feature lets you create one or more copies of an existing receipt in order to record expenses that you incur on a regular basis. To create repeating receipts within an envelope: 1. Click on the "Envelopes" tab. 2. Click on the name of the Open envelope holding the receipt from which you want to create repeating receipts. 3. Click on the "Receipts" tab. 4. Click on the date of the relevant receipt. 5. Click on the "Create" icon found under "Repeat receipt" near the bottom of the "Edit receipt" dialog. This will open a pop-up window. 6. In the "Repeat" dialog within the pop-up window, select how often you want the receipt to be repeated by using either the "Frequency" drop-down menu or the "Repeat every __ days" drop-down menu. Select how long a time period you want the repeating receipts to be added to your envelope by using either the "Occurrences" drop-down menu or by entering a specific date in the "End date" field. 7. Click on "OK," and the pop-up window will disappear, and you will be back in the original "New/Edit receipt" dialog window. At this point the "Create" repeat receipt icon will have changed to an "Edit" icon, which you can click on to make any further changes, if necessary, to the parameters of the repeating receipts you want to create. (Note: Once you create your repeating receipts, you *cannot* create more repeating receipts from the same batch; you must start from a new or other "original" existing receipt.) If you are satisfied with your repeating receipt parameters, click on the "Save" button. The appropriate number of repeated receipts will appear in that envelope's receipts list. Please note that these receipts will be exactly the same as the receipt from which they were created, except that each one will be assigned a different reference number, and will show a date that will reflect the parameters you selected in step 6 above. To modify repeating receipts: 1. Click on the Envelopes tab, and then on the number of the envelope containing the repeated receipt you wish to change. 2. In the receipts list, click on the date of the repeated receipt you want to change. 3. Make changes in the "Edit [type of] receipt" dialog as needed. 4. If you want to apply the changes you make to all of the repeated receipts (which are assigned a "repeat group number" to facilitate sorting), check the "Update the repeat receipts to match this receipt" box, and then click on "Save"; if you want the changes to apply only the repeat receipt you've selected, just click on the "Save" button. To delete repeating receipts: 1. Click on the Envelopes tab, and then on the number of the envelope containing the repeated receipt(s) you wish to delete. 2. In the receipts list, click on the date of the repeated receipt you want to delete. 3. If you want to delete repeated receipts having the same "repeat group number," check the "Delete the repeat receipts" box, and then click on "Save." (Note: This will *not* delete the receipt you're currently working on, but only the other repeat receipts within the same group. If you want to delete only the repeat receipt you've been working on, click the "Delete" button.) Note: Checking the "Delete the repeat receipts" box and clicking on the "Delete" button will delete *only* the receipt you're currently working on, just as if you had only clicked the "Delete" button without checking the "Delete the repeat receipts" box. If you want to delete all receipts within a group, first check the "Delete the repeat receipts" box and click on "Save," then select the same receipt you were working on from the receipts list, and click on the "Delete" button.