- Template For Receipt Of Documents
- Receipts 1 5 2 – Smart Document Collections
- Receipts 1 5 2 – Smart Document Collection Jobs
This chapter contains these topics:
18.1 Objectives
To update invoices for payment
To enter receipts that match to invoices
To enter receipts when you cannot match them to specific invoices
To enter receipts directly to the general ledger
To select invoices for receipt application
To create chargeback invoices for disputed amounts
To create write-offs and adjustments
To spread unapplied receipts to invoices
To void and reverse non-sufficient funds (NSF) receipts
18.2 About Manual Receipts Processing
Rent receipts may be helpful for both landlords and tenants if a conflict around rent arises and proof of payment is needed. This template includes more than one receipt on a sheet, making it easy to create duplicates or fill out multiple receipts quickly. Download Rent Receipt Template - Excel. A Microsoft receipt template is just the ticket. A receipts template is free, customizable, and works well in a variety of situations. Use Excel's classic blue sales receipt to provide detailed payment information to your customers. This sales receipt offers formatted fields for taxes, discounts, unit prices, subtotals, and more.
A General Receipt is a written acknowledgement that money, property, a document, or anything of value has been received. It creates a record and proof of the transaction. Details of the General Receipt include the date of the transaction, the money or property received, and if the transaction is a full payment for goods or services.
One of the most important steps in the accounts receivable process is to quickly enter payments received from your customers in order to recognize your current cash position. The Accounts Receivable system provides the flexibility you need to enter and maintain various types of receipts.
Manual receipts processing consists of:
Updating invoices for payment
Working with invoice match receipts
Working with other types of receipts
Approving and posting receipts
Working with alternate methods of application
Revising receipts
Printing receipt information
When you work with receipts processing, be aware the action code and search type security may affect your ability to inquire upon, add, or change customer information. You must have the appropriate combination of action code/search type security to work with customer information.
18.2.1 Which Form Do You Use to Enter Manual Receipts?
Depending on the amount of account information you have for a customer, you can use either of the following forms to enter manual receipts:
| Form | Description |
|---|---|
| Receipts Entry (Heads Down) | Use this form when you need a fast way to enter receipts and already know the customer number and amounts. It is convenient if you enter receipts from an input form, such as a bank deposit statement. |
| Receipts Entry (Heads Up) | Use this form to display all open activity for a customer. You can pre-load all open items and then select them as paid. When you use this form to enter receipts, you typically pre-load account information for a particular customer, parent account, or statement before applying a receipt. |
The examples shown in this section use the Receipts Entry (Heads Up) form. However, you can use Receipts Entry (Heads Down) to complete any of the tasks included in this section.
18.2.2 What Are the Steps for Processing Manual Receipts?
You use the standard JD Edwards World three-tier processing steps to manage manual receipts. They are:
Enter
Review
Post
The following illustrates the receipts entry process.
Figure 18-1 Receipts Entry Process
Description of 'Figure 18-1 Receipts Entry Process'
18.2.3 What Does the System Require to Process Manual Receipts?
The system requires certain information to process receipts and apply them to the open items in a customer's account. Concepts that you should be familiar with include:
Dates (deposit dates and system dates)
Original document (invoice) types
Matching document (receipt) types
Type of input codes
18.2.3.1 Dates
The system uses one of the following dates to process receipts:
| Date | Description |
|---|---|
| Receipt item date | You enter this date on Receipts Entry. This is the date shown on the customer's receipt or item. |
| Deposit date (G/L) | You enter this date on Receipts Entry. |
18.2.3.2 Original Document Types
When you display open items for a customer, each pay item consists of an original document type. Common document types include:
| Type | Description |
|---|---|
| RI (Regular Invoice) | This is an invoice that you create using either standard invoice entry or speed invoice entry. |
| RR (Recurring Invoice) | This is a recurring invoice that you create using standard invoice entry and indicating the frequency and number of payments. |
| RU (Unapplied Receipt) | This is a receipt that you do not match to a specific invoice. The system applies this receipt to the customer's overall account to reduce the open balance. |
| RB (Chargeback Invoice) | This is an amount that is in dispute. The system creates a new invoice transaction. |
| RM (Credit Memo) | This is an overpaid amount. |
18.2.3.3 Matching Document Types
After you enter receipts, adjustments, and so on, the system assigns a matching document type to each original transaction. Common matching document types include:
| Type | Description |
|---|---|
| RC | Receipt |
| RE | Change to the invoice gross amount |
| RO | Void receipt |
| RV | NSF (non-sufficient funds) receipt |
| RA | Adjustment |
| RQ | Chargeback amount (always associated with original document type RB) |
| RS | Spread of unapplied receipt |
18.2.3.4 Type of Input Codes
Template For Receipt Of Documents
The system applies each receipt according to the type of input code you enter. The following lists the type of input (TI) codes and the action that the system takes during processing:
| Code | Description |
|---|---|
| Blank (No processing) | The system does not try to match the receipt to an invoice pay item. |
| B (Balance Forward) | The system automatically applies the receipt to the oldest invoices in chronological order of net due date. |
| I (Invoice Match) | The system applies the receipt to the invoices you specify. You can choose to allow or disallow discounts. |
| D (Disallowed Discount) | The system:
|
| U (Unapplied Receipt) | You apply the receipt to a particular customer account, not to a specific invoice. The system reduces the total of the customer's open amount due by the amount of the receipt, but does not apply the receipt to specific invoices. |
| C (Chargeback) | This indicates that an invoice amount is in dispute. The system creates a new invoice for the disputed amount. |
| G (General Ledger) | The system applies the receipt directly to a G/L account without applying it to any invoice. Use this code for miscellaneous, non-A/R receipts. |
| A (Adjustment) | This is a manual adjustment for minor write-offs or outstanding items, such as disputed tax or freight charges. If you use this code, you must also enter a reason code for the adjustment. |
| W (Write-off) | The system applies the receipt to the invoice and automatically writes off the difference. You can write off both overpayments and underpayments. If you use this code, you must also enter a reason code for the write-off. |
| S (Spread) | You distribute an unapplied receipt or credit memo and apply it to open invoices. |
| F (Automatic Currency Gain/Loss) | The system automatically creates this code to record a currency gain or loss when you enter a receipt. |
| R (Range of Invoices) | You can use this code to specify the beginning and ending range of invoices to which you want to apply receipts. This is similar to the I (invoice match) code. |
| X (Exclude from Range) | You can use this code to indicate those invoices within the range to exclude from the receipt application. |
| 1 (Invoice Match - Net Amount with Discount) | The system applies the receipt to the net amount of specific invoices (gross amount less the discount). If you use this code, you cannot change the discount information. |
| 2 (Invoice Match - Total Open Amount without Discount) | The system applies the receipt to the entire open amount of specific invoices and ignores the discount. If you use this code, you cannot change the discount information. |
| 9 (Invoice Match - Multiple Invoices with One Receipt) | You use this code to delete one line item at a time from the unposted receipt. |
18.2.3.5 Automatic Update of TI Code
You can use any of the Ledger Inquiries (F15, F16, F18, and F19) to automatically apply receipt amounts to open items in a balance forward manner (oldest due date to newest) by entering the desired TI code to use in the processing option and filling in the receipt amount before using the ledger inquiry function key. This will cause the TI code from the processing option to be loaded on each line from oldest to newest until the receipt amount is reached or all open items have been paid. For customer, parent or single statement Ledger Inquiries, if the amount of the receipt is greater than all open items, the program will create an unapplied cash entry for the remaining amount. Any line items which have a credit balance will have such balance added to the amount of the receipt and applied against other open items.
The default TI code which may be set in the processing option can be changed by using F20 to display the Cash Receipts Status window (P0300W). A change made through this window does not change the processing option. The next time the program is run, the default TI code that is set up in the processing option will apply. Once all automatic entries have been created, they will be displayed for your review. You can accept all entries as they are presented by pressing Enter or you can make any necessary changes.
If the default Type Input code is '1' or '2', partial cash applications will not be attempted. If the receipt amount is not sufficient to fully pay all selected invoices, cash will be automatically applied only to those invoices that can be paid in full. Any remaining amounts must be manually applied.
18.2.3.6 Function Keys
Several function keys are used in receipts entry. Some of the commonly used keys are described below:
| Key | Description |
|---|---|
| Display Account Ledger (F15) | Enter the Customer Number in the field at the top of the screen and press F15 to display all open invoices for that customer. |
| Display Account by Parent Address (F18) | Enter the Parent Number in the field at the top of the screen and press F18 to display all open invoices for customers with that Parent Number. |
| Display Account by Statement Number (F19) | If you want to display invoices for multiple statements use F19. This will display a screen in which you can enter as many statement numbers as you like and when you exit back to Cash Receipts, all open invoices for those statements will be displayed. If you want to display invoices for one statement, use Customer Ledger Inquiry (F16), enter the statement number at the top of the screen and select the desired invoices using option 4 or select all of the invoices by pressing F10. The selected invoices will have an asterisk (*) in the option field. Once you have selected the desired invoices, press F3 to return to the Cash Receipts program. |
| Customer Ledger Inquiry (F16) | Press F16 to exit to the Customer Ledger Inquiry program. This program has many criteria available for selecting and sequencing invoices. Once the desired invoices are displayed, they can be selected individually using option 4 or all of the displayed invoices can be selected by pressing F10. The selected invoices will have an asterisk (*) in the option field. Once you have selected all you want, press F3 to return to the Cash Receipts program. The invoices you selected will be returned and loaded into the detail area in the order they were displayed on the Customer Ledger Inquiry screen. Multi-currency considerations - Instead of entering a company number in the Company field in the Receipts Entry Header Information, you may enter a valid currency code in this field. This will limit the ledger display to companies with this currency. Also, you may enter a currency in the Currency field in the header to limit the display to invoices with this transaction currency. If no value is entered in this field, it will default to the customer's currency and display only invoices in that currency. When displaying the domestic side of foreign invoices (mode = 'D'), you can enter an asterisk (*) in the Currency field. This indicates that you want to select invoices regardless of transaction currency. After entering the receipt or item information in the header section and performing the ledger inquiry of your choice, all open items for the selected type of ledger inquiry will display. The amount to be applied and the discount to be taken will depend up on the Cash Receipt Entry processing option settings for whether the discount is available to be taken or not. |
| Top/Search Bottom (F5/F6) | Once the ledger is loaded you may move to the bottom of the detail displayed (F6) or move to the top (F5) for ease in searching. |
| Toggle Display Formats (F2) | Function key F2 will change the display format. There are eight different formats. A processing option in Cash Receipt Entry determines which formats are displayed and in what order when using the F2 key. One format has a Gross Amount column on the far right and the other puts the Adjustment Reason, G/L Class Code and Company field in its place and puts an Asset ID field in the detail area for General Ledger type entries. |
| Recalculate Detail (F8) | Function key F8 recalculates the Days Prior to Discount Date and also determines the proper values for TI codes of 1 and 2 (see TI codes above). Because the Days Prior to Discount Date is calculated using the G/L Date on the screen, if you change the G/L Date, you may need to use F8 to recalculate the Days Prior to Discount Date. |
| Summarization (F10) | A processing option has been set up to allow invoice pay items which have the same due date to be summarized when a ledger inquiry is done. Summarized Pay Items are identified by an asterisk (*) in the Pay Item field. When applying cash to a Summarized Pay Item, you must use an invoice match Type Input Code (I). Regardless of how the summarization processing option is set, you can also use function key F10 to toggle between summarized and un-summarized mode. After toggling summarize mode on or off, redisplay the ledger with the appropriate ledger load function key. |
18.2.3.7 Reason Code
A reason code may be entered with any Type Input (TI) code. The reason code will always be edited against User Defined Code 03/AR. Also, if it is entered in conjunction with an A or W TI code, the reason code will be validated against the Automatic Accounting Instructions (AAI) as described in the sections about adjustments and write-offs. When a reason code is used and the remark field is blank, the description associated with the reason code will be copied into the remark for that entry.
18.2.3.8 Remark
The Cash Receipt Entry screen contains two Remark fields. A Remark field is provided in the header portion of Receipts Entry allowing you to enter an overall receipt remark. The Remark in the detail area is provided for an invoice level remark.
If the detail area Remark field is blank, the receipt Remark from the header field will be written to this field. If you enter a remark in the detail area, the cash receipts record in the AR Ledger file (F0311) will be written with this remark.
A processing option allows you to specify whether a non-blank invoice remark in the detail area will be overlaid with the receipt remark from the header field. (A remark explicitly typed in the fold area will never be overlaid with the header remark.) When re-inquiring on a receipt, the remark from the first line of the detail will be displayed in the header remark field. This is not necessarily the remark that was typed in the header remark field during entry.
When changing a receipt, the header remark will not be used to update changed records since this is merely the remark from the first line (see paragraph above). If you wish to change a remark, do so in the remark field in the fold area of the detail line.
18.2.3.9 Special Considerations
All receipt numbers must be unique within a batch. If you have received more than one receipt with the same number, they must be entered in separate batches even if they are for different customers. The batch number field at the top of the screen is used for inquiry purposes (since receipt number alone may not uniquely identify a record for re-inquiry). This field will be preloaded with a new batch number for purposes of adding new receipts, and will be ignored if a value is entered while adding.
Getting Started
Smart Receipts was designed by a traveling consultant to make the process of tracking expenses and generating expense reports exceptionally easy, so you can save time and get back to what actually matters. As more users have started using the app, it's feature set has been expanded to enable small businesses, accountants, and cost-minded individuals to better track their budgets. Smart Receipts is available on both Android (versions 2.2 and higher) and iOS (versions 7 and above), so you can get started by downloading the app.
YouTube Video Guide
For a visual reference, check out our YouTube series about how to use the app:
Source Code
Smart Receipts was built to give you complete control of your data, and it is highly customizable to ensure that you can access your data in the right way. If that isn't enough, the source code for both versions has been released under the AGPL license and can be found at the following locations:
Reports
Adding a report
Once you've installed the app, tap on the Smart Receipts icon to launch it. If this is your first time launch the app, you'll be treated to a blank background screen with no report line items. To create your first report, tap on the '+' (plus symbol) button, which is located in the bottom right corner of the app. This will pop open a dialog with some of the following options:
- Name. The name of the report. All report names must be unique, so pick one like: 'April 2017', 'Consulting Project - Week 1', etc. Please note that you cannot use the following characters in the report name: |, , ?, *, <, ', :, >, +, [, ], /, or '
- Start Date. The date upon which this report beings.
- End Date. The date upon which this report commences. If your reports all occur over a standard interval (e.g. 3 days, 1 month, etc.), you can modify your settings to automatically set this value based on the end date.
- Default Currency. This field determines which currency will be used by your receipt entries by default. You can change what appears as the default from within the settings menu (it will always start as the currency of your phone's current locale)
- Comment. An option field, which can hold an arbitrary comment message for this report.
Managing Your Reports
After you click the 'Create' button, a report line item will permanently appear on the home screen. Any time you tap on this report line item, a new screen will be opened in which different expenses (and other data types) may be recorded and categorized.
Different users have different approaches for how to manage varying reports. Some will create a unique report for each project on which they are working; others will create a unique report to track each month (e.g. June 2014, July 2014, ..). Experimenting with different structures will probably help you to best manage reports for your expenses.
Editing a Report
If at any point in the future you wish to alter this report in any way on your Android device, long-click (i.e. press and old) on the report line item. This will pop open a menu with the following options:
- Edit Report. This option will allow you to alter any of the fields that were set when the report was first created.
- Delete Report. This option will delete the report (along with all receipt data that is attached to it) from the system. This action cannot be undone.
For iOS users, you can tap on the Pencil icon (ie 'Edit' button) to make the same set of changes
Receipts
Adding a Receipt
After you create a report, you can add receipts via the 'Receipts' tab by clicking the plus (ie '+') button in the bottom right corner of the app and selecting one of the following:
- Picture. Launches your camera app to take a photo of a receipt and enter receipt metadata
- Import. Launches your gallery app to choose a photo/pdf of a receipt and enter receipt metadata
- Text-Only. This pops open a dialog menu to add receipt metadata (e.g. price, date, etc.) without an image
You can also launch an image/PDF file in a separate app and click the send/share icon to send it to Smart Receipts, allowing you to create a new receipt from the file.
Receipt Fields
By default, the app comes equipped with the following 'fields' in which receipt data can be entered.
- Name. Common usages for this include: Lunch, Starbucks, etc. When inputting data into this field, you may see a drop down list to 'auto-complete' based on previous entries. If you happen to select an entry that has had the same price or category for multiple other entries, these will be automatically set as well. For example, if you always add a 'NJ Transit' receipt that costs $10 and is categorized as 'Train', both the price ($10) and category ('Train') will be set when you select the 'NJ Transit' option from the drop-down.
- Price. Enter the price for this receipt item. It will default to 0 if unset.
- Currency. Enter the desired currency for this receipt item. By default, it will use the one set as the parent report's default.
- Date. The date upon which this expense occurred. By default, it will be set to today's date, however if you change it, the next entry will default to the changed date (to simplify batch uploads).
- Category. The category within which this receipt resides. By default, it will be based upon the current time of day (so morning will default to 'Breakfast', afternoons to 'Lunch', and evenings to 'Dinner'). All categories can be modified or removed as desired.
- Comment. A field in which an arbitrary comment can be entered (e.g. Dinner split with Mark and Tom).
- Reimbursable. A checkbox to indicate whether or not this receipt is able to be reimbursed
- Full-Page. A checkbox to indicate if this receipt image should take up an entire PDF report page (as opposed to appearing in a 2x2 grid)
In addition to the default fields, there are a number of others that can be added from the Settings menu, including: Adobe zii 4 4 7 cc2019 universal patcher.
- Tax. If enabled, this field will appear next to the price field, enabling you to enter the tax for a given receipt. For countries with standard taxation laws (e.g. the EU), default tax percentages may be set.
- Payment Methods. If enabled, this field will allow you to assign a payment method (e.g. Cash, Corporate Card, etc.) to a given expense.
Receipt Controls
After you've created a receipt, you will have access to the following actions on Android:
- Edit Receipt. Allows you to change any of the fields noted above. You can access this by tapping on the receipt list item
- View/Edit Receipt Image. Opens a new window, which displays the receipt image (or rotate it). You can access this by tapping on the receipt image.
- Delete Receipt. Permanently deletes this receipt line item. You can access this by tapping on the '..' (ie 3 dots or ellipses) menu for this receipt list item.
- Move/Copy. Allows you to move or copy the receipt to a different report (eg from March 2017 to April 2017). You can access this by tapping on the '..' (ie 3 dots or ellipses) menu for this receipt list item.
- Swap Up. Changes the receipt ordering to allow you to move it up one. You can access this by long-pressing (ie tapping and holding) a particular receipt.
- Swap Down. Changes the receipt ordering to allow you to move it down one. You can access this by long-pressing (ie tapping and holding) a particular receipt.
After you've created a receipt, you will have access to the following actions on iOS by tapping on the receipt list item:
- Edit Receipt. Allows you to change any of the fields noted above
- View Receipt Image. Opens a new window, which displays the receipt image (or rotate it)
- Delete Receipt. Permanently deletes this receipt line item
- Move/Copy. Allows you to move or copy the receipt to a different report (eg from March 2017 to April 2017)
- Swap Up. Changes the receipt ordering to allow you to move it up one
- Swap Down. Changes the receipt ordering to allow you to move it down one
Mileage Tracking
Adding Distance
After you create a report, you can add begin tracking mileage (ie distance traveled) for reimbursement via the 'Distance' tab. You can input the following fields after clicking the plus (ie '+') button in the bottom right corner of the app:
- Distance. Tracks the total miles or kilometers traveled
- Rate. The reimbursement rate per mile. American users can find this via the IRS Guidelines. Please note that you can change the default value in the settings menu
- Currency. The currency to be reimbursed in
- Location. The location that you traveled to
- Date. The date that you traveled this distance
- Comments. A field to track extra notes
Generating Reports
Overview
Smart Receipts supports a few core report types, which can be created from your phone. You can find these by tabbing over to the 'Generate' tab (ie after the 'Receipts' and 'Distance' ones) in the app:
- Full PDF Report. Creates a PDF Report with a 'header page', which contains a complete table of all your receipts and distance expenses. It will also include a tabulated list of all your receipt images.
- PDF Report - No Table. Creates a report identical to the one above but without the header page. This is useful for companies that require their own header format.
- CSV File. Creates a CSV (eg Excel) file for spreadsheet apps
- ZIP - Stamped Images. Creates a ZIP file, containing all your images (and the receipt metadata below each)
Settings
There are a variety of useful settings for generating reports, including:
- Customize PDF Output. Which allows you to change the order and values of the PDF report columns
- Customize CSV Output. Which allows you to change the order and values of the CSV report columns
- Separate Payments by Category. Which splits all payments out by the category that they occurred for
- Include Categorical Summations. Which totals the total of all receipts for a given category
Backups
Manual Backups
All users can create manual backups to ensure that their data is not lost in the event that anything happens to their device. Backup files are formatted as a 'SmartReceipts.SMR' file, which is a simply a normal ZIP file but with a different extension to associate it with Smart Receipts. Backups can be created as follows for Android users:
- On Android, open the menu button (3 dots in the top right) and select the 'Backups' menu.
- Click the 'Backup' button
- Send the SmartReceipts.SMR file to your email, cloud storage, etc account for safe keeping
Or as follows for iOS users:
- On iOS, select the gear icon in the top left and scroll to the 'Backups' section
- Select the 'Backup' option under the 'Make Backup' section
- Send the SmartReceipts.SMR file to your email, cloud storage, etc account for safe keeping
To recover a backup file, you can either tap on the SMR file directly or send/share it with Smart Receipts. On Android, you can also select the 'Import' button within the backups menu. In each of these cases, it'll launch a dialog menu that will prompt you about importing your old data with the option to 'Overwrite'. Please note that selecting the 'Overwrite' option will delete all your existing data.
Automatic Backups
Smart Receipts Plus subscribers can configure automatic backups to Google Drive as follows:
- Open the menu button (3 dots in the top right) and selecting the 'Backups' menu
- Click on the 'Tap to Configure' option and select Google Drive
- Give permissions to your Google account, and it'll start backing things up (depending on if you allow the WiFi only rule or not). You'll start to see the little cloud icons after that, indicating that your backup is working.
If you ever need to recover a backup on another device, you can do so as follows:
- Open the menu button (3 dots in the top right) and selecting the 'Backups' menu
- Click on the 'Tap to Configure' option and select Google Drive
- Wait for your past backups to appears (note: sometimes you may need to close the app by swiping from recents and then relaunch)
- Tap on the backup that you wish to restore
You won't, however, be able to directly see your files in Google Drive, because:
- All backups are sent to Google Drive, but we save them in the 'hidden' app folder. Google Drive allows for each app to create its own hidden folder that only the app that created the folder can interact with. You can find it buried under your Google Drive settings. We were originally struggling with whether or not to make this folder public or not, but we ultimately decided to keep it private to prevent someone from losing data by deleting that particular file/folder. In order for automatic backups (or syncing to work) either the server (Google Drive) or the device (your phone) has to act as a trusted authority as to what receipts are uploaded, deleted, etc. Since the phone can be wiped, lost, etc (or even have something simple like device time set back in the past), it can't necessarily operate as the authoritative voice for the 'state of the world', so it has to be the server. But if we let individuals edit the Google Drive (ie server) side, then it also cannot be the authority, so it makes it difficult to know what is right at any point. To account for this, we hid the Google Drive data, so it's always 'right' (or as correct as your last network upload).
Please note that automatic backups will only occur, while your Smart Receipts app is active (ie we don't wake the app up in the background to upload your data in order to save battery). So long as you are periodically using the app, while you have a network access, however, this should not pose any issues as it'll safely upload your receipts during your normal usage flows.
Smart Receipts Plus
Smart Receipts Plus vs Smart Receipts (Free)
The Plus version of the app is available as a yearly subscription for USD $9.99/year (or equivalent in your local currency). All purchases are currently managed either via the Google Play Store or Apple App Store. The Plus version contains all the same features as the free versions, plus the following benefits:
- The paid version has no ads
- The paid version supports automatic backups to Google Drive
- The paid version automatically processes exchange rate conversions
- The paid version allows you to automatically break down prices by category/payment method in your reports
- The paid version allows you to edit/customize the pdf report footer (by default, it is 'Report Generated with Smart Receipts')
Additionally, we plan to add future capabilities to Plus users as well. The only caveat is the automatic scans (OCR) feature, which is not included with Smart Receipts Plus.
Automatic Backups
Smart Receipts Plus users can configure automatic backups by referring to this guide.
Exchange Rate Processing
As a 'Plus' user, you will also have the option to automatically fetch the current exchange rate any time you change the receipt's currency to be different from your default report currency. Upon changing the receipt currency in the app, a new 'Exchange Rate' field should appear. If you have network availability, the app will attempt to immediately attempt to retrieve the current exchange rate from http://openexchangerates.org/. If we cannot determine the active exchange rate, you'll have the option to manually enter the desired exchange rate as well (you can also do this when editing a receipt to indicate the necessary exchange rate from a credit card statement, etc.).
If for whatever reason you're seeing odd behavior in your exchange rate processing, you should confirm that you have correctly defined your report currency:
- Long tap (ie press and hold) on the desired report
- Select the edit report option from the resultant dialog
- Verify that your defined currency is correct
Please note that changing the currency will clear out your existing exchange rates.
Automatic Scans (OCR)
You can set up Automatic Scans (known more formally as Optical Character Recognition or OCR) as follows:
- Tap on the menu button (3 dots in the top right corner) and select the 'Automatic Scans (OCR)' item
- When prompted, elect to log-in with an existing Smart Receipts account or create a new one
- Once completed, you'll have the option to purchase scans, which will automatically determine the following receipt fields: merchant name, price, tax, date, and currency. These fields are successfully parsed with greater than 82% accuracy, which will continue to improve as the dataset of scans grows.
Receipts 1 5 2 – Smart Document Collections
The OCR process is a new feature offering for Smart Receipts, and it's only available on Android for the moment. Each OCR scan currently costs USD $0.10, since our OCR provider, taggun.io, also charges on a per-scan model. We hope to hope to change this to a monthly/year fee in the future, but we wanted to get a baseline of usage patterns before scaling up. The actual process works as follows
- First, we upload the image, which gets converted into text (this is the OCR process)
- Next, we run the results through a machine-learning algorithm, which attempts to find the relevant fields (eg identifying the total field for the price)
- Finally, we deliver the results directly to you
Advanced Functionality & Settings
Formatting variables
Within the settings menu, you'll have the ability to edit the default email subject ('SmartReceipts - %REPORT_NAME%') and PDF Footer with your own text. We have reserved four special variables to allow for Report data to be automatically inserted:
- %REPORT_NAME% Prints the report's name
- %USER_ID% Prints your user id (if set)
- %REPORT_START% Prints the report's start date
- %REPORT_END% Prints the report's end date
Smart Receipts Web
Receipts 1 5 2 – Smart Document Collection Jobs
The web page is currently under construction and only has limited functionality. At the moment, it effectively contains no functionality aside from tracking how many OCR scans you have available. All current application information is saved on your device (and Google Drive too if you've configured automatic backups), but it doesn't propagate to the web site. While we're working on adding this capability in the near future, it isn't present yet, so there's nothing there to really look at. Feel free to contact us directly for additional information about options and timelines here!
