Request Digital Receipts Admin Screen

While the My Expense Reports and My Invoices inquiry reports allows users to search for images associated with their own expenses and invoices, the Request Digital Receipts admin screen allows users with the appropriate security privileges to request images for any user's expense reports or invoices. It may also be used to request digital XML and OFD receipts.

Click ADMIN SETTINGS > TRACKING & NOTIFICATIONS > REQUEST DIGITAL RECEIPTS.

Request Standard Expense Images

You may request images from expenses of any status except Draft. However, only those with images attached will be selectable in the results.

Searches are limited to a maximum of 500 results to prevent them from taking so long that they fail to complete. Refining your search filters to be more specific or sorting the search results by the various column headers will cause the system to re-fetch the first 500 results, potentially returning a completely different set of 500 results.

1. Select IMAGES from the drop-down list.

2. Use the filters to search for images by

• Submit Date and/or Export Date: Choose at least one.
• Expense Owner
• Relationship Attributes (entities)
• Report ID: Enter up to 50 Report IDs, separated by commas.

Click SEARCH.

3. You may click on any of the column headers to sort the results by that header. To group results, drag the desired column header(s) to the blue bar.

4. Use the check boxes to select the desired images, then click REQUEST. Reports that do not have attachments will be grayed out; it is not possible to select these.

5. A link to a PDF of images will be emailed to your primary email address. The confirmation window will display the number of items selected and the email address to which they will be sent. Click REQUEST.

Request Sealed Expense Images

Your organization may take advantage of the Emburse Digital Archiving Service (EDAS), an optional service that ensures receipts captured in an Emburse expense solution are compliant with the digitization and archiving requirements for the supported countries.

"Sealed images" are receipts that have been forwarded to the EDAS for conversion into a high quality PDF reproduction of the original receipt. The PDF copy is then sealed in accordance with the requirements of the user’s country to become the legally compliant copy. For complete details, see Emburse Digital Archiving Service for Receipts.

Note that sealed-image requests only allow you to search, select, and retrieve images from reports that are in Exported status and beyond. Other image requests will allow search, selection, and retrieval of images from reports in Submitted status and beyond.

1. Select SEALED IMAGES from the Digital Archive Type drop-down list.

2. Use the filters to search for images by

• Submit Date and/or Export Date (choose at least one)
• Expense Owner
• Relationship Attributes (entities)
• Report ID: Enter up to 50 Report IDs, separated by commas.

Click SEARCH.

3. The search results will display the first 500 reports for the time period that have a status of Exported or beyond, but only reports that contain sealed images will be selectable.

• Sealed images are indicated by a paper-clip-and-checkmark icon in the Attachment column.

• Sealed images that contain line-item XML data are indicated by a green checkmark icon in the XML Data column.

4. To download specific reports, select them and click REQUEST SELECTED.

The confirmation screen will display the number of reports selected and your email address. Click REQUEST.

5. To download all the reports, click REQUEST ALL.

• Note that the search screen will only display the first 500 reports, but clicking REQUEST ALL will generate a zip file containing up to 4,000 reports. If you wish to request receipts for more than 4,000 reports, you will need to refine your search results (e.g., decrease the date range) to return a maximum of 4,000 at a time and request them in batches until you have retrieved the desired number.

The confirmation screen will verify your email address. Click CONFIRM.

6. You will see a confirmation message that the request was successful.

7. You will be emailed a link to download the ZIP file containing the requested sealed images.

This encrypted and password-protected file contains the date and time you initiated the request and a password.

Click DOWNLOAD FILE.

8. When you extract the sealed image files, you will be prompted to enter the password, which you may copy and paste from the email.

9. Images are organized into folders for each Report ID. Within each report's folder are subfolders for each line item that contain receipts and any related XML data.

Request an Expense Receipt Pack

This option allows you to download receipt images associated with the selected expense reports.

1. Select RECEIPT PACK (EXPENSE) from the drop-down list and use the desired filters.

• Submit Date and/or Export Date: Choose at least one.
• Expense Owner
• Relationship Attributes (entities)
• Report ID: Enter up to 50 Report IDs, separated by commas.
• Allocations: Use the multiselect box to limit your results to one or more allocations.

Click SEARCH.

2. If desired, you may re-order the search results and they will appear in the new order in the receipt pack you download. 

• Check the boxes to the left of the items you wish to move, then right click on the item that you want them to be above or below.

• Select Move [X] rows above or Move [X] rows below to determine placement.

3. Select which expenses you want to download, and click REQUEST.

4. The confirmation window will display the number of items selected and the email address to which they will be sent. 

Check the box if you want to download the receipt pack as a collection of individual line-item receipt PDFs rather than a single consolidated PDF file. Then Click REQUEST.

5. You will be emailed a link to download a password-protected ZIP file and its password. If the combined size of the images exceeds 1 GB, you will receive links to multiple ZIP files, each up to 1 GB in size. You may download up to 5,000 images at a time. The link will expire after 24 hours.

Exclude Specific Allocation Types from Expense Image Packs

Customers may choose to automatically exclude expense receipts with specified allocation types from the results retrieved by the “Receipt Pack (Expense)” option. For example, your organization may wish to prevent internal or billable expenses from appearing in receipt packs retrieved via the admin screen.

To activate this feature, an admin with appropriate permissions may navigate to CONFIGURATION > CUSTOMER PREFERENCES > ALLOCATIONS and use the multiselect box next to “Allocation Types to Exclude from Receipt Pack Results” to choose which allocations should not appear.

Request an Invoice Image Pack

This option allows you to download the original images associated with the invoices you select.

1. Select IMAGE PACK (INVOICE) from the drop-down list.

2. Use the filters to narrow your search.

• Invoice Date, Submit Date, and/or Export Date: Choose at least one.
• Vendor
• Requester
• Invoice ID: Enter up to 50 IDs, separated by commas.
• Allocations: Use the multiselect box to limit your results to one or more allocations.
• GL Account

Select which invoices you want to download—up to a limit of 100—and click REQUEST.

3. The confirmation window will display the number of items selected and the email address to which they will be sent. Click REQUEST.

4. You will be emailed a link to download a password-protected ZIP file and its password. The ZIP file will contain all the original invoice images. You may download up to 100 invoices at a time.

Request XML or OFD Receipts

1. Select XML RECEIPTS or OFD RECEIPTS from the drop-down list.

2. Enter the date range in which the receipts were attached and click REQUEST XML or REQUEST OFD.

3. A link to a PDF of images will be emailed to your primary email address.

XML Data Integrity Check

For countries where the Emburse Digital Archiving Service is required to capture individual line-item data as XML and seal it along with the corresponding receipt (currently only Spain), we display an XML INTEGRITY CHECK button when reports containing XML data are selected.

This allows users to validate whether changes have been made to expense data since it was sealed. Each report will be noted with either a green circle indicating Integrity Success or a red exclamation point indicating Integrity Error, with a message describing the results.

Activate Request Digital Receipts Features

Access to the Request Digital Receipts admin screen and its individual features is controlled by the Access Permissions Admin Screen.

Admins with appropriate permissions may enable each feature of the Request Digital Receipts admin screen for individuals or groups of users by navigating to SECURITY > ACCESS PERMISSIONS, selecting the desired policy, scrolling to Admin section called "Request Digital Receipts," and checking the desired features.