How To Process A Transaction In DocuWare. Travel & Expense

Transcription

1 How To Process A Transaction In DocuWare Travel & Expense 1

2 Steps To Complete One Transaction: 1. Import your Receipt(s) 2. Clip Receipt(s) to Transaction 3. Code & Submit the Transaction

3 1. Import your Receipt(s) Two options to import your receipt(s): A. Import from your mobile device (PaperScan) B. Import from your computer (Document Tray) 3

4 A. Import From Your Mobile Device (PaperScan) (part 1 of 2) > Open PaperScan. 1. Click the blue + button on the PaperScan homepage. 2. Either wait for the application to automatically take a picture or manually capture with the yellow button. 3. Only if you manually took the picture: drag & drop the frame sliders to select a crop area for your receipt and tap the icon.

5 A. Import From Your Mobile Device (PaperScan) (part 2 of 2) 4. Tap the back arrow 5. Tap the ellipsis in the top-right and Rename 6. Enter a name for the receipt and save changes by tapping Done on your phone s keyboard. 7. Click the icon and share to Quick Store.

6 B. Import from your computer (Document Tray) 1. Save the receipt(s) to a known file location, i.e. Desktop. 2. Login to DocuWare and click on the Document Tray tab; this is the tab on the top left, highlighted below in blue. 3. Click the Import button. 4. Navigate to your saved file(s), select the file(s), and click Open. Right-clicking the receipt thumbnail in your Document Tray will give you Rename and Delete options, among others. 6

7 2. Clip Receipt(s) To Transaction (part 1 of 3) 1. Open your TASKS tab (highlighted in blue below). The yellow bubble & number indicates how many actionable items are in your queue. 2. Right-click on a transaction line item and select Clip. 7

8 2. Clip Receipt(s) To Transaction (part 2 of 3) NOTE: If you do not see a blue box after you select Clip, do the following: a) Close the out of the bottom box that shows you your receipt(s). b) Refresh your internet browser. c) Try to Clip again. 3. Drag & drop a receipt into the empty grey box. 8

9 2. Clip Receipt(s) To Transaction (part 3 of 3) 4. Click the yellow Clip button. 9

10 3. Coding & Submitting A Transaction (part 1 of 2) 1. Click on the transaction line item you want to submit; it will turn grey. 2. Click the Receipt Attached button (highlighted in blue). If you do not have a receipt choose Missing Receipt. The coding is identical to that on the following slides, except a comment is required to explain why you do not have a receipt. 10

11 3. Coding & Submitting A Transaction (part 2 of 2) 3. If it has not been defaulted correctly, update the Charge to Business Unit to the job where the expense should be allocated. Provide a JDE Work Order Number, if applicable 4. Enter an amount in the appropriate category or categories that apply to the transaction. The category amount(s) must total to the Transaction Amount! Some categories require supplemental info. as indicated by the apostrophes Lodging` expenses require the Number of Nights`. See Cheat Sheet for categories that require additional info. Transactions may be allocated across several categories; i.e. hotel bills may include Lodging, Travel Meals and Ground Travel allocations. Click here for a ready-to-submit example. 5. Click the yellow Confirm button and you re done! 11

12 Questions For any other questions, please submit a Help Desk ticket: Click here to submit an IT Help Desk Ticket 12

13 Example: Coded Transaction Receipt total are as follows: Lodging: $ Room + Taxes + Fees Ground Travel: $ Travel Meals: $

14 Cheat Sheet Additional fields required based on transaction type(s): CATEGORY FIELD 1 FIELD 2 FIELD 3 AIR TRAVEL LODGING NUMBER OF NIGHTS - - GROUND TRAVEL TRAVEL MEALS* *Must reallocate from MEETING MEALS AND ENTERTAINMENT OFFICE SUPPLIES MEETING MEALS AND ENTERTAINMENT NUMBER OF ATTENDEES ATTENDEE NAMES BUSINESS PURPOSE NON-REIMBURSABLE EXPENSE OTHER* OTHER SUB CATEGORY* *If MISCELLANEOUS is chosen as a sub category, add a clarifying comment for your supervisor to review during approval