Create Expenses via the Receipt Gallery The quickest way to create a new expense in Emburse Enterprise is to upload a receipt to the Receipt Gallery and create a new expense from it. See "Create an Expense Directly from the Receipt Gallery," below, for details. The Receipt Gallery is accessible from the main menu (via the eReceipts button), the Add Expenses panel, and via the Add Attachments button on the Expense Entry Screen. It contains all the receipt images uploaded directly to the gallery via the Emburse Enterprise mobile app. Prerequisites The maximum file size for individual images uploaded via the app is 10 MB. Accepted file formats are JPG, PDF, PNG, OFD, and TIFF. Accessing the Receipt Gallery To access the Receipt Gallery from anywhere in the app, select the Menu button and select eReceipts from the drop-down menu. To Access the Receipt Gallery from the Add Expenses panel, select the + button from inside any expense report, then select Receipt Gallery at the bottom of the list. To Access the Receipt Gallery from inside an expense item, select Add Attachments in the Attachments section, then select From Receipt Gallery. A green dot next to the Receipt Gallery indicates that there are unused receipts available. After you use a receipt on an expense report, Emburse Enterprise removes it from the Receipt Gallery so you do not use it on another report. If you delete that expense report or line item, or if you delete the receipt from the report, receipts you originally uploaded to the Receipt Gallery return to the Receipt Gallery. Emburse Enterprise removes images you attached directly to the report, rather than to the Receipt Gallery first, when you delete the expense report or line item. To prevent this, select the paperclip in the upper-left corner of the Image Viewer to detach the receipt before you delete the line item or the expense report. This sends the receipt to the Receipt Gallery. Upload Image 1. To add images to the Receipt Gallery from within the app, select Upload button in the upper right-hand corner of the Receipt Gallery. On the desktop and wide-screen devices, the icon is a cloud or the word Upload. On narrow-screen mobile devices, the icon is a camera. 2. Select the desired image(s) and select Open. For file size and format limits, see Prerequisites. 3. The animated status indicator shows that Emburse's AI-powered OCR is currently processing on the file. You cannot use the receipt until OCR finishes, which usually takes about 30 seconds. If you wait until OCR finishes, Emburse Enterprise fills the expense with the extracted data so you do not have to enter it manually. Views Use the buttons in the upper left of the gallery to choose one of two views. By default, you will be shown Image View. Image View Shows thumbnail images of each receipt. List View Shows all receipt images in a list. The check boxes on the right allow you to add multiple receipts to an expense report simultaneously or delete multiple images simultaneously. You may also change the expense type associated with a receipt image by selecting its icon. A blue label shows the source of the image. Receipt: Receipt image submitted via email. Unattached Image: Images you upload directly to the Receipt Gallery, attach by scanning or faxing a cover page, then detach from that report, or upload to a line item or header from somewhere other than the Receipt Gallery (e.g., a phone’s camera roll) then detach from the line item or header. Quick Upload for Mobile Devices Users of narrow-screen devices like mobile phones may quickly upload one or more images to the Receipt Gallery via the Quick Upload button on the Dashboard. This button only appears on narrow-screen devices, not on wide-screen devices like tablets and laptops. After the images upload, you can dismiss the notification and stay on the Dashboard, or select View Receipt Gallery to go to the Receipt Gallery. Sort Both views allow you to sort images by Date, Amount Spent, Expense Type, Transaction Source and Merchant. Preview Selecting an image in the gallery brings up a preview. Select the + button to create a line item from the image. See Create an Expense from an Image, below. Select the trash can button to delete the receipt Use the magnifying glass buttons to zoom in and out on the receipt. You can also rotate the image. Select the X to close the viewer and return to the Receipt Gallery. Use the thumbnail images at the bottom of the preview pane to page through receipts with multiple pages. Create an Expense Directly from the Receipt Gallery You may attach an image or create a new expense report directly from the Receipt Gallery—no need to first open or create a report. This is the quickest way to create a new expense because Emburse AI will extract key data from the receipt and automatically add it to the expense, reducing the amount of data you need to enter manually. In the Receipt Gallery, a sparkle icon on a receipt indicates Emburse AI has processed it. When you create an expense from that receipt, fields populated by Emburse AI briefly display a purple glow and then show a sparkle icon to confirm Emburse AI-assisted data extraction. If Emburse AI also extracts and maps the Expense Category, a sparkle icon appears next to the selected Expense Type. When Emburse AI has populated any field on the expense form, the form displays “Powered by Emburse AI.” If you later change an Emburse AI-assisted value manually, Emburse Enterprise removes the sparkle icon. These visual indicators help you quickly identify which details Emburse AI captured from the receipt. Create an Expense 1.In the Receipt Gallery, select the desired receipts and select the green plus button . To start a new report with the selected receipts, select Create a New Expense Report. To add the selected receipts to an existing report, select from the list of draft reports. Receipt data will only auto-populate when you create a new expense, not when you add the selected receipt to an existing expense. Add Receipt Gallery Image from Inside a Report You can attach an image from the Receipt Gallery directly to the report header or to one of the existing line items. In Gallery View or List View, grab the receipt by the small squares icon and drag it to the header or to one of the line items. The Line Item Entry screen displays. To attach multiple receipts to an expense report simultaneously, check the box next to each, then select the + button at the top of the Receipt Gallery. The Line Item Entry screen displays for each item in the order you selected it. If you cancel entering a line item, the entry screen for the next selected item displays. If you later decide to delete a Receipt Gallery image from the report, it will return to the Receipt Gallery. Add Receipt Gallery Image from Inside a Line Item If your organization allows this option, you can attach a Receipt Gallery image from inside a line item. This helps approvers, users with returned reports, and users on narrow-screen mobile devices add Receipt Gallery images to specific line items. On the line item, scroll to the Attachments section and select Add Attachments. If your organization does not allow you to upload attachments to a line item, selecting Add Attachments takes you directly to the Receipt Gallery. See Step 3, below. Select From Receipt Gallery. In the Receipt Gallery, select the individual image(s) you wish to attach, or check Select all, then select Attach. To upload a new receipt from this view, select Upload in the upper-right corner, select the image, and select Open. For file size and format limits, see Prerequisites. You can also drag a receipt image onto the Receipt Gallery to upload it. When processing finishes, select the receipt, then select Attach. Each attached receipt displays a thumbnail in the Attachments section. Above, the Downloaded Details section displays the extracted transaction information for each receipt. Select the arrow on a receipt to expand its details. If you later delete a Receipt Gallery image from the report, it returns to the Receipt Gallery. Create an Expense from an Image The + button in the Preview pane allows you to create an expense item using the image. When you select it, Emburse Enterprise asks you to select an expense type. The Downloaded Details section provides more information about the transaction to help you choose. Next, an Expense Entry pane displays so you can enter the expense details. If your screen is wide enough, you can view the image preview and the Expense Entry pane side by side. The system will use Emburse's AI-powered Optical Character Recognition (OCR) to pre-populate data from the receipt into as many of the fields as possible. When you have entered all the details, select Save. Was this article helpful? Yes No