Fax Service

DATABASICS Receipt Imaging Service allows users to attach receipts to their expense reports via fax. This helps keep users as well as managers organized and helps eliminate the need for keeping track of loose receipts. There are three steps to attaching receipts to a report using the Receipt Imaging Service

Step One: Print Fax Cover Sheet

You can print a fax cover sheet in two ways:

1. When you submit your report.
   • At the last step of the submission process, check the box next to "Print Barcode Report to fax your receipts."
   • The Print Fax Cover Sheet (Barcode) to fax your receipt. It will be printed when you click "Finish"

1. Print the Fax Cover Sheet for Receipts from the list of print reports.  The print option is available on the top navigation ribbon of an expense report or from the expense report list page. 
   • Click on the down arrow next to Printer icon
   • Select Fax Cover Sheet for Receipts

Step Two: Fax the Cover Page with Receipts

Fax the receipts to the fax number indicated on the Fax Cover Sheet for Receipts.

• Use the Fax Cover Sheet as the cover page with the receipts as each subsequent page.
• Do NOT use another coversheet in front of the Barcode Report
• Each set of receipts must be sent in a separate transmission (i.e. One Fax Cover Sheet per transmission).

Step Three: View Receipts on Report

Approximately 5-10 minutes after the receipts have been faxed, they are ready to be viewed in Expense. The paperclip icon indicates that receipts have been attached to the report. Click on the icon to view the receipts.

Hints & Tips

• For a successful fax of your receipts, the barcode cover sheet should be printed via a printer that will print a clear image of the barcodes. Light, faint or blurred print jobs can affect the receipt imaging service
• Make sure the fax cover sheet is placed correctly in the fax machine, that would be either face up or face down, which ever is required when sending the faxes
• The fax cover sheet can go through the fax top to bottom or bottom to top. The service can read the bar code regardless of the fax cover sheet orientation
• You can use the same cover sheet to resend receipt images associated with an expense report that has already had some receipts faxed. The service will take the new faxed images and automatically attach those images to the correct expense report file