Credit Card Record and Receipt Image Upload Module In Timesheet 5.5

Credit Card Records And Receipt Image Upload In Timesheet v5.5

Journyx Timesheet v5.5 provides the optional ability to upload credit card records and receipt images into the Timesheet database. These uploaded files are associated directly with the uploading user's expense records. The processes for uploading records and images are described in detail below.

If the Record Uploads and Receipt Images expansion module has been purchased and enabled by your organization, each Expense Entry Screen within Timesheet will have two additional buttons located at the bottom of the screen:

This button is used to access the Records Upload interface. Any type of expense records that are stored in a .qif file may be uploaded into the Timesheet database. The most common source of .qif files is downloaded historical data from a credit card company's web site.
This button is used to access the Receipt Images interface in Timesheet v5.5. This interface is used to upload scanned images of receipts into the Timesheet database. Imported receipts can the be viewed online as needed. Timesheet v5.5 supports any file format for uploaded images. The only known issue with receipt image files is that the file type must be one supported by the web browser you are using to access Timesheet. Journyx recommends using .jpg (JPEG) files for this feature, as .jpg files are supported by all modern web browsers.

Credit Card Records Upload Interface

To upload Credit Card or other Expense Records into the Timesheet database, a user must access the Credit Card Records Upload Interface by clicking the button on his assigned expense entry screen. Timesheet will open a second browser window and display the Credit Card Transactions Import screen.

Selecting A Records File To Import

The first step in importing a Records File into Timesheet is to select the file you wish to import via the File Import interface on the Credit Card Transactions Import screen. To specify the file to import, click the button on the Credit Card Transactions Import screen.

Timesheet will open a file browser dialog that will allow you to navigate through your computer's file system to select the file to upload. Additionally, you may enter the path to the file to be uploaded by hand by typing that path into the text box to the left of the button.

Once you have indicated the file to import, click the button located beneath the Select File dialog on this screen. Timesheet will then display the Credit Card Transactions Import screen. This screen is used to indicate precisely which records will be imported, as well as to modify the imported records to reflect the Project and Expense Code with which each record should be associated. Finally, Timesheet allows users to enter a comment for each record, exactly as if these records were being created "from scratch" in the normal expense entry process.

Selecting Records To Import

Each record contained withing the imported file is displayed on a separate line on the Credit Card Transactions Import screen. The checkboxes to the left of each record are used to indicate whether or not a specific record should be imported into the Timesheet database. You may use the Check All box at the bottom of this screen to indicate that each displayed record should be imported.

Customizing Imported Records

The Credit Card Transactions Import screen allows users to specify which Project and Expense Code a particular record should be associated with within the Timesheet database as well as adding comments to those records. The dropdown menus available on each line work in the same manner as their equivalents on a standard Expense Entry screen, and the choices contained within each dropdown menu are limited to the Projects and Expense Codes that the importing user has access to via Group affiliation. The Comments field for each record displayed on the Credit Card Transactions Import screen allows users to enter comments of up to 252 characters that are often used to help clarify the actual reason for a particular expense.

User should select the Project and Expense Code and enter comments for each record to be imported in to the Timesheet database.

Saving And Deleting Records

Once a user has specified the necessary information for each record to be imported, that user should click the button. Timesheet will refresh the Credit Card Transactions Import screen and any unselected records will be displayed for modification.

If there are any records contained within the import file that the user does not need to import into the Timesheet database, those records may be selected via the checkboxes for each line and then deleted by clicking the button. Timesheet will refresh the Credit Card Transactions Import screen and any unsaved or undeleted records will be displayed for modification.

Once all transactions from the import file have been saved or deleted, or once a user has finished working with an import file, the user should then click the button at the bottom of the Credit Card Transactions Import screen. Timesheet will then close the secondary window that was used for the Credit Card Record Import process and the user will be returned to his normal Expense Entry Screen.

Receipt Image View And Upload Interface

To upload receipt images into the Timesheet database,a user must access the Receipt Image Upload interface by clicking the button located on his assigned Expense Entry screen. Timesheet will open a second browser window and display the Receipt Picture Import Interface screen.

This screen displays each Expense Entry for the time period covered by the Expense Entry Screen that was used to access it. Information for each record associated with the active time period is displayed along with a link at the far right of each row. There are two possible links for each Expense record:

Upload Receipt Image
By default, this is the available link for each Expense Entry. Clicking this link will display the Receipt Image Import interface.
View Receipt Image
This link is displayed for any Expense Entry that has already had a receipt image uploaded. Clicking this link will display the uploaded image.

These links are used to upload and view receipt images, respectively. The functionality of these links is described in detail below.

Uploading Receipt Images

To upload a receipt image into the Timesheet database, the user should click the Upload Receipt Image to the right of a particular Expense Entry on the Receipt Picture Import Interface screen. Timesheet will open a file browser dialog that will allow you to navigate through your computer's file system to select the file to upload. Additionally, you may enter the path to the file to be uploaded by hand by typing that path into the text box to the left of the button.

Once you have indicated the file to import, click the button located beneath the Select File dialog on this screen. Timesheet will then display a confirmation message that the image was successfully uploaded.

To return to the Receipt Picture Import screen, click the button on the confirmation screen. Timesheet will return you to the Receipt Picture Import Interface screen, where you can choose a different record to upload an image for or choose an already uploaded image to view. Additionally, if you are finished working with the image upload process, you may click the button on the Receipt Picture Import Interface screen and Timesheet will close the secondary window that contains the Receipt Picture Import Interface screen and you will be returned to your assigned Expense Entry screen.

Viewing Receipt Images

After a receipt image has been uploaded, that image may be viewed via the Receipt Picture Import Interface screen by clicking on the View Receipt Image link. Timesheet will display the uploaded image for your review. Additionally, Receipt Images may be printed as needed using the print feature of your web browser. When you have finished viewing the receipt image in question, click the button on the Image Display window. Timesheet will return you to the Receipt Picture Import Interface screen, where you can choose a different record to upload an image for or choose an already uploaded image to view. Additionally, if you are finished working with the image upload process, you may click the button on the Receipt Picture Import Interface screen and Timesheet will close the secondary window that contains the Receipt Picture Import Interface screen and you will be returned to your assigned Expense Entry screen.