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.
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
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.
- If there is no e-mail subject or it is entered incorrectly, the receipt will be placed in your repository. You can access this repository from any expense report and attach it. (See Receipt Repository below)
- You may 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.
To attach a receipt to a specific report, enter the following in the Subject of the email (### is the Report ID):
- R###
- r###
To attach the receipt to a specific line on a report, enter the following in the Subject of the email (### is the Report ID and # is Line Number):
- R###-#
- r###-#
- R###_#
- r###_#
- R###@#
- r###@#
Examples:
To attach a receipt to Report 323, you can enter "R323" in the subject. If you want to attach the receipt to line 2 of Report 323, then enter "R323-2"
Body of the Email:
To include the body of the email and attachment to the report, you would need to the add the following in the subject:
- #bd
- #BD
- #BODY
- #Body
- #body
Email Receipts to Your Repository
When a user does not provide the R#### in the subject, the email attachments will be placed into the Email Repository by default.
How to access my emailed attachments in the Repository?
On your browser standard version
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 Receipts/Attachments on the left side of the screen
- In the Receipts/Attachments tab, click on the Available Receipt/Attachment (#) link.
(You will only see the available receipts/attachment if the user has emailed receipt to the repository (not to an actual report))
- Check the box
next to Attachment and select Attach.
- The Receipt should now be attached to the Expense Report level.
Attach receipts to the line level:
- To find the Repository first you would need to access your report that you want to attach the receipts.
- Select the line you would need to attach the receipt and then click on the Receipt Viewer tab.
- Click on the Available Receipt/Attachment (#) link.
(You will only see the available receipts/attachment if the user has emailed receipt to the repository (not to an actual report))
- Check the box next to Attachment and select Attach.
- The Receipt should now be attached to the Expense Report level.
On your mobile and tablet version
- To access the Repository first you would need to access your report that you want to attach the receipts. Edit the report by clicking on
- Select the 'paper clip' icon 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 Email Repository)
- Then click the 'plus' icon to access the Email Repository
- Select Email Repository (when it displays a 0, it means that there are no receipts in the Email Repository to select from)
- Select the arrow icon to attach the Receipt to the report
- Press 'Yes' to attach it to the report
- The Receipt should now be attached to the Expense Report.