Submit a Receipt - Cardholder

On this page:

Before You Begin

As a Cardholder, you are only required to attach an image of your receipt. You can optionally provide business justification, cost object, and comments – if you leave these fields blank, your reviewer will enter them.

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 you add a file that 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

1. Display the Open Tasks window.
2. Click Submit a Receipt. The Receipt screen displays.
   

Note the options at the top of the application window:

Back to Home returns you to the Open Tasks window.

Report View generates a PDF report of the displayed receipt – a button displayed at the bottom of the application window allows you to open and view the PDF.

Workflow History displays a window showing the receipts history.

Information on Unallowable Charges displays a light box window detailing a list of regulated or restricted items that cannot be purchased using a procurement card.

Receipt Number Assigned

Note the green box on the left side of the window. A unique Receipt# has been assigned to the receipt you are now about to enter. You are the Created By. The Created On date is today’s date.

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.
   1. You can drag a file from your desktop the dialog from your desktop.
   2. You can also click anywhere inside the grey box to display the File/Open dialog box, then search for and select the receipt file.
   3. If there are many files for the receipt (for example, the receipt was two pages), you may add them to the drop zone.
3. Once you select a file, an icon for it displays in the Drop zone:
   
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 receipts to the receipt you are working on.
   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.
6. Now that you have attached the receipt, you can:
   1. Use Save Draft to save a copy of the receipt to work on it later. The receipt will be listed in your Open Tasks.
   2. Use Submit Expense to send the receipt to your reviewer. The submitted receipt will be listed in your In-Process view. If all you have done is attach the receipt, the reviewer will be responsible for providing the expense details.
   3. Continue to enter receipt details, instructions provided below.

Provide Receipt Detail

If you want to enter Expense Type, Cost Object, Amount, and other Detail – you may continue with your entry work. Refer to the sections below for help with these detail entries.

Use Default Details

If you have saved an expense type/cost object pair for repeated use, click on Use Default Details to see a list of these pairs, then select the pair that meets your immediate needs.

Expense Type

Select the appropriate Expense Type from the drop-down – the associated GL account number and description displays.

If this is the wrong expense type, click Delete This Detail Line and start again.

Enter Cost Object

Enter the Cost Object.

If you have identified your cost objects to the system, you can click on the magnifying glass to display a selection list. If you created nickname for the cost object, you may enter that instead.

When you exit the entry field, the system validates the cost object and returns the cost object’s start date, end date, profit center, and description.

If this was an incorrect Cost Object, click Detach and start again.

Store as Default Details

If you will be regularly entering receipts for the same expense type and cost object, clicking Store as Defaults Details will capture the expense type and cost object pair that you can apply via the Use Default Details link.

Enter Receipt Amount

Enter the full Amount of the receipt unless it is to be split between multiple expense types or cost objects. Steps in the following sections show you how to do this.
The amount must equal the amount on the procard card charge and the SAP transaction.

Enter Food & Entertainment Expense NO Alcohol

1. For Expense Type, select the Meetings & Food type that most closely matches your need. A pop-up asks if alcohol was part of the expense.
2. When you answer No, the system adds fields in which you can identify the meal’s attendees.
   
3. Enter the Cost Object.
4. Provide the Names of Attendees at the meal. You can type the persons’ names or paste a list of them into the field, or attach a document within which the people are mentioned. If you have the names in a separate document, you can Attach it instead.
5. Enter the Amount of the receipt.
6. Enter Business Justification text. The text will be stored in SAP.
7. Optionally, enter Internal Notes. These notes may be comments between you and your reviewer and verifier. They are only stored on the ProCard Receipt Capture system.
8. You may now Submit your receipt or Save Draft to work on it later.

Enter Food & Entertainment Expense WITH Alcohol

1. For Expense Type, select Meetings and Food. A pop-up asks if alcohol was part of the expense.
2. When you answer Yes, the system displays this warning message:
   
3. Click OK to proceed - the system now displays fields for the Alcohol related information.
   
4. Enter the Cost Object for the non-alcohol portion of the expense.
5. Provide the Names of Attendees at the meal. You can type the persons’ names, paste a list of them into the field, or attach a document within which the people are mentioned. If you have the names in a separate document, you can Attach it instead.
6. In the alcohol section, enter the Cost Object for the alcohol portion of the expense.
7. In the alcohol section, enter the alcohol Amount.
8. In the grey area below the alcohol section, enter the non-alcohol Amount.
9. Enter Business Justification text. The text will be stored in SAP.
10. Optionally, enter Internal Notes. These notes may be comments between you and your reviewer and verifier. They are only stored on the ProCard Receipt Capture system.
11. You may now Submit your receipt or Save Draft to work on it later.

Split an Expense by Dollar Amount

If your receipt needs to be split by dollar amount between Expense Types or Cost Objects, perform these steps.

1. For the first part of the split, enter Expense Type, Cost Object, and Amount.
2. Click + Add Expense Line. The system now displays a new entry block for next expense type.
3. For the second part of the split, enter Expense Type, Cost Object, and Amount.
4. Repeat the process if you need to add yet more expense lines.
5. You can delete an added expense line by clicking the Delete this Detail Line button for the unwanted justification.

Split an Expense by Percentage

If you are splitting an expense on the basis of a percentage, for example 20% to cost object1 and 80% to cost object 2, perform these steps.

1. For the first part of the split, enter Expense Type and Cost Object.
2. Enter the total, unsplit Amount of the expense.
3. Click the Split button to display the Split Cost Object dialog.
   
   The cost object you entered displays with 100% and the full amount.
4. Change the Percentage for the first cost object to the appropriate percentage for the cost object.
5. Tab out of the Percentage field, and system recalculates the amount to match the revised percentage. You may revise the percentage if necessary to make it match a desired dollar amount.
6. Click + Add Split Expense Line, and an entry row displays.
7. Enter the next Cost Object and the Percentage to be allocated to it. When you tab out of the percentage field, the system calculates the second cost object’s dollar amount. Repeat this process until you have entered all splits. The total of all percentages cannot exceed 100%.
8. Click Save. The system will display the split expense.

Enter Business Justification

This entry is required for all food related receipt.

Enter Business Justification text to explain the purpose of the purchase. The text will be stored in SAP.

Enter Internal Notes

Internal Notes are not sent to SAP. They are only stored on the ProCard Receipt Capture system. Use these notes to communicate text information to your reviewer and verifier.

Save Draft or Submit

Now that you completed the receipt, you can:

• Use Save Draft save a copy of the receipt to work on it later. The receipt will be listed in your Open Tasks.
• Use Submit Expense to send the receipt to your reviewer. The submitted receipt will be listed in your In-Process view.

Return to PCard Receipt for Cardholder.