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Users can attach receipts directly to expense reports via e-mail, further streamlining the business process and reducing the chance that receipts may be misplaced. These receipts can be attached at the report level, the line level or placed in the user's repository.

(Optional): Set Up Your Email Address(es)

The e-mail address you use with DATABASICS is already set up to send receipts to your expense reports. However, if you wish to add additional e-mail addresses (for example, if your phone is connected to a personal email account), up to 3 additional email addresses can be linked to DATABASICS.

Click on the drop down arrow next to your name on the top right hand corner

Select My Preferences
Select the Email Accounts Tab
Enter up to 3 additional Email accounts
Click Apply Changes

A confirmation e-mail will be sent to each address. You can click on the link provided or enter the confirmation code by clicking on the Waiting for Confirmation link.

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title	Important information on additional email addresses

The additional email addresses entered in users' preferences are only used to validate a user's receipts. Notifications from DATABASICS will only be sent to the user's primary/company email address.

Email Receipts to Your Expense Report

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Email Receipts to Your Expense Report

The email address to send your receipts to is typically posted on the ANNOUNCEMENTS page in DATABASICS. The domain for the address is @emailexpense.com, the email address itself depends on your production site (e.g. s##@emailexpense.com).

If you cannot find the address please contact your administrator.

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title	Tips

If there is no e-mail subject or it is entered incorrectly, the receipt will be placed in your repository. You can access this the repository from any expense report and attach it. (See Receipt Repository below)
You may can attach more than one receipt per e-mail.
If an e-mail has no attachment, the e-mail message will be converted to .pdf and attached. This is useful for e-receipts from airlines and rental cars.

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To include the body of the email and attachment to the report, you would need to the can add the following in the subject:

#bd
#BD
#BODY
#Body
#body

Email

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The email address to send your receipts to depends on your production site while domain for address is @emailexpense.com. The email address to send your receipts to usually it is posted on the ANNOUNCEMENTS page in DATABASICS after you login. If you could not find address please contact your administrator.

To attach a file to a specific timesheet, enter the following in the Subject of the email:

T@@mm-dd-yyyy
T@@mm/dd/yyyy
T@@mm-dd-yy
T@@mm/dd/yy
T@@yyyy-mm-dd

Note the date could be any date between start and end of the reporting period.

For Example:

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Receipts to someone else's Repository or their Receipt EXPRESS

You can email attachments to another users' repository - this allows receipts/attachments to show up in the Employee’s Repository/Receipt EXPRESS simply by typing the following in the email subject line:

E##102003 where 102003 is the employee id of the employee you want the attachment to go to their repository.

For example,

if David wants to forward a receipt to Lisa with employee id 93923, he just need to email to s##@emailexpense.com and in the subject needs to type E##93923 and the receipt will be in Lisa’s repository/ Receipt EXPRESS.

This feature allows travel agents and administrative assistants to forward attachments to other employees' repository directly.

Email Receipts and request for OCR (this feature must be enabled on your site)

Now you can request for your receipts to get OCR'ed in advance. To request for your receipt to go through OCR you just need to add one of the following to your email subject.

Key Option	Description
##OCRRECEIPT	This option is for general receipts to extract Date, Amount, Vendor and Payment Type (Duration between 4 to 8 minutes)
##OCRFOLIO	This option will OCR your Hotel Folio and extract all the charges and help you with your hotel itemization. (Duration between 5 to 10 minutes)
##OCRINVOICE	This option is for Invoices. (Duration between 4 to 8 minutes)

Once you email the receipts the system will start the OCR process, and once it is complete you will receive an email.

Email Receipts to Your Repository or to your Receipt EXPRESS

When a user does not provide the R#### in the subject, the email attachments will be placed into the Repository by default.

How to access my emailed attachments in the Repository?

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Receipt EXPRESS which includes all the receipts in your Repository. From Receipt EXPRESS you could either great a report or append to existing report. Click Here from More Information about Receipt EXPRESS

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Attach receipts to the report level:

To access the Repository first you would need to access your report that you want to attach the receipts.
Go to Paper Clip (Attachments) tab on the left side of the screen.
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In the Paper Clip tab, click on the UPLOAD and then you will see two options options: Browser from Local Computer and Browser from Receipt Receipt Receipt Repository (#) link.
(You will only see the available receipt/attachment if the user has emailed receipt to the repository (not to an actual report))
Check the box next next to Attachment and click on Attach.

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5. The receipt should now be attached to the Expense Report level.

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On the detail charges tab click on UPLOAD and then you will see two options options: Browser from Local Computer and Browser from Receipt Receipt Receipt Repository (#) link.
Select the line you would need to attach the receipt and then click on the Receipts tab or click on UPLOAD and then you will see two options options: Browser from Local Computer and Browser from Receipt Receipt Receipt Repository (#) link.
Check the box next to Attachment and select Attach.
The receipt should now be attached to the Expense Report level.

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Once logged in you will see an option for Receipt EXPRESS
Within Receipt Express, you can see all the receipts in your repository.
Select the receipt and click the arrow icon.an expense report by clicking the downward pointing arrowImage Added
Select one of the following under the Action field:
1. New - Travel Expenses Expense Report - Creates a new report and the expense related to the receipt can be created.
2. Select an a saved report -Allows you to add an expense with the receipt to an existing report.
Click NextSelect the checkmarkImage Added on the receipt and click Apply.

Inside an Expense Report

Go to My Expenses and select a report.
Click on the edit edit icon to access the report.
Select the icon Paper Clip to report Image Added icon then navigate to Attachments to view your receipts for the report (If the paper clip counter 0 to zero, means no receipts attached to the report but you could still click on it to access the Repository)Image Added
Then click the Image Removedicon to the iconImage Added to access the Repository (when it displays a 0, it means that there are no receipts in the Email Repository to select from).
Select a document to attach from the Repository by clicking on the Click Box icon.
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It will promote you "Attach to Expense LineReport?" and click on yes Yes
The Receipt should now be attached to the Expense Report or a specific line