Reviewing a HERO-scanned receipt
When you upload a receipt for HERO to read, it extracts the details for you and hands you a pre-filled expense to review before anything is created. This article covers the Review button, the tax it...
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When you upload a receipt for HERO to read, it extracts the details for you and hands you a pre-filled expense to review before anything is created. This article covers the Review button, the tax it fills in, the receipt attachment, and what selecting a Payment Account actually does.
Uploading receipt files
- Open Accounting > Expenses > HERO Receipts, then select Queue.
- Add the receipt files you want HERO to read.
- Review the upload result before leaving the page. Every file URBI cannot use is listed as skipped, with the reason, instead of disappearing from the upload.
The upload result separates files that were added from files that were skipped.
Upload result
receipt.pdf, added to the Queue
notes.txt, skipped, unsupported file type
If a file is skipped, correct the reason shown and upload that file again. Files that were accepted remain in the Queue.
The Review button
On the HERO receipts tab, each scanned receipt shows a green Review button. Clicking it opens the expense creation drawer, already filled in with what HERO read off the receipt, so you can check it over before anything is saved. Clicking Review does not create or approve anything by itself. Nothing is finalized until you save the expense yourself.
The tax amount
If your receipt shows a separate tax line (GST/HST), HERO now carries that amount into the tax field automatically, so the total on the expense matches the total on the receipt. You can still edit the tax amount, or any other field, before saving.
The receipt attachment
The original receipt image or PDF is attached to the expense once it's created, and it displays under its real filename, not a random string of letters and numbers. If you open an older expense whose receipt used to show a broken image, it should now open correctly; existing receipts were repaired as part of this fix.
The Payment Account field
If you pick a Payment Account while reviewing a HERO receipt, it means this expense is already paid, out of that account, as of today. Choosing an account creates the expense as a paid quick expense rather than a vendor bill waiting to be paid later.
If you leave the Payment Account field blank, the expense is created as a vendor bill instead, unpaid, exactly like before. Either way, you can change the type and account before you finish saving, so nothing is locked in until you confirm.