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Submit New Receipt - Reviewer

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Introduction

As a Reviewer, you can submit a new receipt on behalf of yourself or another cardholder within your authority. During the submission process, you are required to:

  • Attach an image of your receipt
  • Identify expense type (G/L) and cost object
  • Provide business justification and internal comments
  • Attach the applicable SAP procard transaction to the receipt

Before You Begin

Before you get started, you should have the following prepared:

  • Image file for your receipt. If you have several pages of receipts, create an image for each. The system allows jpg, jpeg, png, img, pdf, or gif images. The image files should not exceed 8MB. If the file is too large, the system will warn you.
  • Know the Cost Object and Expense Type. If the receipt is being split across many cost objects or expense types, you should know there as well.

Start the Receipt Process

As a reviewer, you can submit receipts for your own procard purchases and you can submit receipts for cardholders who you are responsible for reviewing. The steps to get started vary slightly – both are offered below.

Submit a Receipt for Your Own ProCard Purchase

  1. Display the Open Tasks window.
  2. Click Submit a Receipt. A dialog displays asking whether you are adding your own receipt or someone else’s.
  3. Click Myself.
    Result: One of three actions may happen:
    • If there are two or more unattached SAP transactions associated with your procard, the system displays a pop-up list of these transactions. You may select the applicable transaction from this list. If the list does not contain the applicable transaction, you can click not listed and continue to the Receipt screen.
    • If there is only one unattached SAP transaction associated with your procard, the system automatically attaches it to the receipt you are about to submit, and you will be brought to the Receipt screen. You can unlink the transaction if it is not applicable.
    • If there are no unlinked SAP transactions associated with your procard, you will be brought straight to the Receipt screen.

Submit a Receipt for a Cardholder (not yourself)

  1. Display the Open Tasks window.
  2. Click Submit a Receipt. A dialog displays asking whether you are adding your own receipt or someone else’s.
  3. Click Choose to display the Select Purchaser dialog. This dialog lists the cardholders for whom you are authorized to submit and review receipts.
  4. Locate and click on the Name of the person from whom you are entering the receipt.
  5. Click Select.
    Result: One of three actions may happen:
    • If there are two or more unattached SAP transactions associated with your cardholder's procard, the system displays a pop-up list of unattached transactions. You may select the applicable transaction from this list. If the list does not contain the applicable transaction, you can click not listed and continue to the Receipt screen.
    • If there is only one unattached SAP transaction associated with your cardholders’ procard, the system automatically attaches it to the receipt you are about to submit, and you will be brought to the Receipt screen. You can unlink the transaction if it is not applicable.
    • If there are no unlinked SAP transactions associated with your procard, you will be brought straight to the Receipt screen.

Upload and Attach Receipt(s)

  1. Click + Add Receipt to open the Receipt Detail dialog.

    Notice the Drop zone in the dialog box. This is where you will add the receipt file, upload it into the application, and finally attach it to the receipt record you are creating.
  2. Add a receipt file to the grey Drop zone in dialog.
    You can drag a file from your desktop the dialog from your desktop.
    You can also click anywhere inside the grey box to display the File/Open dialog box, then search for and select the receipt file.
    If there are many files for the receipt (for example, the receipt was two pages), you may add them to the drop zone. Once you select a file, an icon for it displays in the Drop zone.
  3. Once you bring a file into the drop zone, an icon displays for it:
  4. Click Upload to bring the selected receipt file(s) into the system – a green check beside each icon confirms the upload.
  5. Click Attach Receipts to attach the uploaded images to the receipt you are working on.
  6. An image of the receipt now displays in the window.

    If you uploaded and attached many files, the screen shows the first one - use the navigate buttons to view the other receipts. Click Popout for an enlarged view of the receipt. If you attached the wrong receipt, click Detach. This options displays beneath the picture of the receipt. Once you detach the incorrect receipt, click + Attach to locate, upload, and attached the correct receipt.

What Next?

Continue with instructions on entering Receipt expense detail.

Return to the PCard Receipt for Reviewers topics page.

Reference Guide

Reference guides and documentation sets


Last Modified:

August 18, 2015

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