Skip to end of metadata
Go to start of metadata

You are viewing an old version of this page. View the current version.

Compare with Current View Page History

« Previous Version 12 Next »


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 Files to Your Timesheet 

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:

if the user emails  the following   T@@02-08-2019 then the system will attach the file to the reporting period 02/15/2019.

Email Receipts to someone else Repository or their Receipt EXPRESS

Now any employee will be able to email attachment to other employee in the same company so the receipts/attachments shows 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 will help all the assistants or travel agencies to forward attachments to other employees repository directly.


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?

On your browser standard version

There are two ways to access the Repository

  • Receipt EXPRESS 
  • Inside an Expense Report

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










Attach receipts to the report level:

  1. To access the Repository first you would need to access your report that you want to attach the receipts. 
  2. Go to Paper Clip (Attachments) tab on the left side of the screen.
  3. In the Paper Clip tab, click on the UPLOAD and then you will see two options  Browser from Local Computer and Browser from 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))
  4. Check the box  next to Attachment and click on Attach.

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

Attach receipts to the line level:

  1. On the detail charges tab click on UPLOAD and then you will see two options  Browser from Local Computer and Browser from Receipt  Receipt Repository (#) link.
  2. 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  Browser from Local Computer and Browser from Receipt  Receipt Repository (#) link.
  3. Check the box next to Attachment and select Attach.
  4. The receipt should now be attached to the Expense Report level.

On your mobile and tablet version

There are two ways to access the Repository

  • Receipt EXPRESS 
  • Inside an Expense Report
Receipt EXPRESS
  1. Once logged in you will see an option for Receipt EXPRESS
  2. Within Receipt Express, you can see all the receipts in your repository.
  3. Select the receipt and click the arrow icon.
  4. Select one of the following under the Action field:
    1. New - Travel Expenses - Creates a new report and the expense related to the receipt can be created.
    2. Select an saved report -Allows you to add an expense with the receipt to an existing report.
  5. Click Next
Inside an Expense Report
  1. Go to My Expenses and select a report.
  2. Click on the edit  icon to access the report.
  3. Select the icon Paper Clip 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)
  4. Then click the  icon to access the Repository (when it displays a 0, it means that there are no receipts in the Email Repository to select from).
  5. Select a document to attach from the Repository by clicking on the Click Box icon.
                                  
  6. It will promote you "Attach to Expense Line?" and click on yes
  7. The Receipt should now be attached to the Expense Report or a specific line









  • No labels

2024 DATABASICS, Inc