Upload Charge Receipts and Submit for Approval

Note: This feature is part of an Early Adopter Program (EAP). We'll review and implement participant feedback to prepare for limited and general availability.

From the Credit card activity page, review all downloaded credit card transactions associated with one credit card. For each transaction, view, add, and save additional details.

When you choose to upload charge receipts for transactions, you upload a receipt (that you've already scanned or downloaded). Using Microsoft's Azure AI Document Intelligence and Blackbaud AI, key data points are extracted and added to the transaction including requestor, description, expense detail and purpose, and expense category. Uploaded receipts are attached for a quick preview.

Your business office can then follow your existing submit and approve workflows that you have today. This results in a faster, more accurate and user-friendly experience that reduces manual data entry and minimizes errors.

Tip: Uploading receipts is a huge time-saver! For a deeper dive, including the powerful AI technology behind the scenes, see Document Intelligence - FAQs.

After receipts are uploaded, attachment previews display for easy reference. To toggle on or off, select Show image previews.

If you've already submitted charges for existing vendors, save time by copying a previous charge. If you choose to copy, a message informs you that specific field values extracted during the upload process will be overwritten.

Tip: For a more targeted view, filter the list of transactions or select Only show unsubmitted.

1. From Expenses, Expense management, under My credit card transactions, select Work with my charges.

2. From the Credit card activity page, select a transaction to submit for approval.

3. If the expense is personal, select Personal expense and enter the reason (no need to enter vendor or invoice info).

   Tip: To ensure you debit the correct account in your general ledger distribution, create an adjustment category for personal expenses.

4. Select Upload receipt, then select a file to upload (browse or drag and drop).

   Tip: Supported file types include pdf, png, jpeg, jpg, and bmp. A complete list displays when you browse.

   After you select a file, the file name displays as the attachment name.

   Feel free to edit as scanners and photo applications often use their own naming conventions. The file name you use displays when viewing as a receipt.

5. When applicable, set yourself as the requestor.

   For example, with hotel or food receipts, employees add themselves as requestors when submitting receipts. Or you may want to clear this checkbox and allow AI to extract vendor details from the receipt.

6. Determine the rules you want to apply during the upload. For example, AI can extract details from the file to automatically generate all receipt line items into distributions and automatically generate descriptions.

7. Select Upload.

   Messages inform you when the process starts and completes. When the upload is ready, select the message to open and view.

   Tip: At any time, you can select the receipt under your top-level navigation bell.

8. Uploaded receipts are also attached to the transaction for a quick preview that you can toggle or off.

   If you selected to extract and generate transaction details, you'll see pre-populated values added for you. These include requestor, description, expense detail and purpose, and expense category. You can update these values at any time.

   Note: Continue with the steps below to manually enter remaining details. In future releases, we'll leverage AI technology to enhance additional areas.

9. Select the default approval rule to use.

   Approval rules route requests to selected reviewers. For example, you might have one set of reviewers for travel charges, and a different set of reviewers for requests over a specific dollar amount.

10. Under Distribution, enter the expense category, description, and debit amount for the distribution. To enter multiple expense categories for a single credit card transaction, select Add expense category.

    To select or search for an expense category from existing ones, select the arrow in the Expense category field.

    Tip: To help locate the category, search using the account number or account code.

    Enter distributions to determine amounts to allocate. Specify debit and credit accounts, classifications using grants or transaction codes, and custom fields for reporting purposes. You can also distribute evenly or by percent.

    Tip: To save time entering distributions, select More, Apply account distribution set. Distribution sets default the information you need in the line instead of selecting data in each column. If you split the distribution, select the icon in the Split column and then select More, Apply project distribution set to also save time entering splits.

    Note: With account distribution sets, you can split an amount you've assigned to an account over several projects and transaction codes.

11. To submit for approval, select Submit (you can't edit the transaction after submitting).

    Tip: To finish adding transaction details at a later time, save as a draft and return when it's convenient for you.

    You can recall a submitted charge if you need to update or add info, but you can't recall a charge if it's already approved or rejected.

Copy Previous Charge

Copying previous charges is helpful if you submit numerous, similar charges for a vendor. This saves time and promotes a more efficient workflow.

When you submit a charge for an existing vendor, you can select to copy from a list of previously submitted charges (or search for one).

If you choose to copy, a message informs you that specific field values will be overwritten.