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Expense Receipts

Receipts may be attached via file upload directly to expense entries or generally to an overall expense report. Adding receipts to the individual line items is normally recommended because it is easier for the reviewer. Receipts attached directly to expense entries are available on the detail task display, expenses tab and on the Expense Entry report.

Scanned Receipts File Format

Some images can be viewed in-line or in the receipt layer. The image file types that can be viewed in-line are JPG, GIF and PNG. Other file types will display as they normally do in the file upload view, as a download link which will download the file to your local system and open the image view in the corresponding local application.

Receipt images are limited to a maximum of 900 pixels wide. This is approximately the width of a standard 8½ x 11 piece of paper. Any image uploaded that is wider than 900 pixels will be resized proportionally to 900 pixels wide.

Adding Receipts

The expense entry must be entered and saved before the receipt image can be attached/uploaded. One receipt can be attached to each expense entry (multiple pages can be contained within a single receipt image). Receipts can be added from the Expense Entry Worksheet, the Expense tab in the detailed task display and from within the Expense Report.

1. Expense Entry Worksheet

a. In the ”Admin” column, click on the Add Receipt Icon .

b. On the following screen, browse to the file on your machine or network you wish to attach and select.

c. Add a description if desired.

d. Click the Save icon .

2. Task Display / Expense tab

a. In the "Admin" column, click on the Add Receipt Icon .

b. On the following screen, browse to the file on your machine or network you wish to attach and select.

c. Add a description if desired.

d. Click the Save icon .

3. Expense report

You can add receipts to an expense report at either the specific entry level or to the report as a whole. The preferred method for accounting is to attach receipts to the corresponding entry as noted in the first instruction below.

a. To add a receipt to an expense entry.

i. In the "Admin" column, click on the Add Receipt Icon .

ii. On the following screen, browse to the file on your machine or network you wish to attach and select.

iii. Add a description if desired.

iv. Click the Save icon .

b. To add a receipt to the expense report and not to an expense entry directly. This may be useful if you scanned many receipts into one image, so the image applies to more than one expense entry line. Remember though, that using this method makes the receipts visible only on the expense report and they are attached to the report and not specific expense entries.

i. In the upper right Add Menu dropdown, click on the Add Receipt Icon .

ii. On the following screen, browse to the file on your machine or network you wish to attach and select.

iii. Add a description if desired.

iv. Click the Save icon .