Automatically Attach a Receipt to New Expense Items

You can automatically attach a receipt with one or more expense items as you enter them on the grid.

Prerequisites:

This feature is available if Vision is configured to allow you to upload and attach documents to certain types of transactions and if the expense report is editable.

To automatically attach a receipt to new expense items, complete the following steps:

1. Open an expense report.
2. Click the Receipts link to open the Expense Reports Receipts dialog box.
3. Click and search for and select the receipt that you want to upload and attach to the expense item. Navigator supports the following file types: bmp, jpg, gif, png, tif, pdf, doc, docx, xls, and xlxs. As you make your selections, a .PDF is created for each file. This is the .PDF is uploaded into Navigator.
   Note: Before you upload an Excel file, you must format the file so that each Excel page has a defined print area. This will ensure that the PDF conversion process will not insert page breaks or change the formatting such that columns are broken.

   Navigator displays a progress dialog while the receipt is uploading. When complete, the receipt is listed on the Receipts grid. This grid lists all receipts that are attached to the expense report. The receipts are sorted alphabetically based on the Description field.

4. Select the Attach to New Expense Lines check box to automatically attach this receipt to any new line item that is added to the expense report. You must clear this check box if you do not want the receipt to be automatically associated with new expense items. Note that you can only change this option while the expense report is editable.
5. 
   The non-editable Attached to Expenses option is selected when the receipt is attached to an expense item. It updates automatically when:
   • An expense item is manually attached to the receipt.
   • All expense items with attachments to the receipt are deleted.
6. Click OK to save your changes and close the dialog box. If you click Cancel before you click OK to associate the receipt, the receipt is not associated with the expense item and is not saved on the receipt dialog box.