Adding Receipts to your Certify Wallet

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1 Adding Receipts to your Certify Wallet Log into Certify using your full Bowdoin College address and your password. If you have forgotten your password click on the "Lost Password Wizard" from the Certify Login page. Select Receipts to view the various methods of adding receipts to your Certify Wallet. If you are a traveler with a Smartphone you may find the easiest method of adding receipts to your Certify Wallet is via the Certify Mobile Application or by ing the receipt directly to Certify. Certify Mobile: Certify Mobile is available for use with iphone, Android, BlackBerry and Windows Phone devices. You can obtain the mobile application in the app stores for each device, or by using the web browser on your phone to visit Certify Mobile allows you to access the Certify Wallet portion of your Certify account while you are on the road, or at your desk. You can take photos of receipts and enter expense information along with the receipts. Or you can enter expense information for situations in which you do not have a receipt. Certify Mobile works while connected to the Internet or in off-line mode. Use it to organize your receipts and expenses while on the plane, and synchronize when you land. Or you can use it from your desk while creating your expense report as it is generally the easiest way to get receipt images into your Certify Wallet.

2 Adding Receipts by You can send receipt images to your Certify Wallet by . Just send an with a receipt image attached to and it will appear in your Certify Wallet within a minute or two. When forwarding receipts by , be sure that you are sending the from the same address that you use to log in to Certify. If you have additional addresses that you use, you can add these on the My Account page, in the Additional Addresses section. If you work primarily on campus or are a delegate processing expense reports for someone else, you may find the best methods for adding receipts to a Certify Wallet is either by uploading or faxing. Upload: Receipts can be uploaded into your Certify Wallet by clicking on the Upload Receipts option (shown above) located under the Receipts section of your Certify account. You will want to first scan or save the document into a file on your computer or shared drive. Once you select upload receipts you can browse your computer system and locate your saved file.

3 After selecting Upload Files, the receipt will now show up in your Certify Wallet. To view your Wallet click on the Home button and you will see the number of your receipts located under My Certify Wallet. If you receive receipts via you should be able to save the documents into a computer file for uploading into Certify. From your Outlook account select File and then Save as Adobe PDF. If you do not see the Save as Adobe PDF option, call IT (x3030) for assistance in adding this option.

4 Faxing Single Page Receipts: You can fax receipts to your Certify Wallet. Using the single page fax option, each faxed page creates a separate receipt image in your Certify Wallet. Just print a Fax Account ID Page (located under the Receipts menu of your Certify account), attach receipts to it and fax it to Certify. Be sure the account ID barcode is not obstructed by receipts. Send single page faxes to: (866) Faxing Multiple Page Receipts: You can fax multiple page receipts to your Certify Wallet and they will be converted to a multiple page Adobe PDF file. You can print a multi-page fax cover page from the Add Receipts page. For multi-page receipts send faxes to: (800)

5 How to attach multiple page receipts: Occasionally you may receive a paper receipt that is more than one page, such as a multi-page bill from a hotel, an extended airline itinerary, or an itemized phone bill that is to be submitted for an expense. While Certify does not allow you to attach multiple receipt image files to the same expense line item, we do offer two methods that allow you to utilize all pages as attachments. METHOD 1: Create a multi-page receipt Begin by inserting (copy/paste) local scanned or ed copies of the various receipt images into a text editor file such as MS Word. Then save the file either in the native application or as a PDF format (pdf format is recommended). Once created and saved, such a receipt may be added to your Certify Wallet using the attachment method or the file upload method available on the Add Receipts page in Certify. From the Certify Wallet, the new receipt may be attached to one or more expense lines within the same expense report. Note: Once a receipt image file is attached to one or more expense line items within a report, that image file will not be available for use in other expense reports. METHOD 2: Create $0 expense lines for extra receipt pages If you have several receipt image files in your Certify Wallet to verify an expense (such as a hotel bill), you may edit and save the file names to indicate they are for the same expense (i.e., Hotel1-Page1, Hotel1-Page2). - Click the pencil icon next to each file name in the Wallet to rename the receipt file names. - Click the disk icon which has replaced the pencil icon, to save your changes after modifying the name. After renaming the files, create an initial expense line item for the total expense amount and attach and save the Hotel1-Page 1 receipt file. Then follow the steps below to create $0 expense lines for the remaining additional receipt pages. - Click the double arrow icon (>>) for the expense line to view the Other Actions menu. - Click the Copy Expense link to create a second copy of the current line item in the expense report. - Click the edit icon for the copied line item (find the copied line by the red "!" in the receipt column) to open the expense in the Edit Expense window. - Change the expense amount to $0 instead of the original expense amount, then attach Hotel1-Page2 as the receipt for the expense line and save the expense. Repeat as needed for any remaining lines in support of the expense. Managing Receipts in Your Certify Wallet: The Certify Wallet allows you to store receipts and expenses until you are ready to create an expense report. Receipts and expenses that have not yet been added to an expense report are available for review in your Certify Wallet. When you use a receipt or expense in an expense report it will no longer appear in your Certify Wallet, but it will appear in the receipt selection panel while editing the expense report that contains it.

6 You can review receipts and expenses that are in your Certify Wallet and make edits to the name of receipts. You can zoom, pan, and rotate receipt images. Expenses are viewed in list form and from there you can import them into an existing expense report or a new expense report. You can delete receipts from your Certify Wallet if they have not yet been used in an expense report. To delete a receipt, open your Certify Wallet by clicking on the Receipts link on your Certify Home page. Open a receipt in your Certify Wallet by clicking on its icon to show the receipt image in the receipt viewer panel. When a receipt is displayed there is a delete icon available in the top of the receipt viewer panel - click on this icon to delete the receipt. Clicking the delete icon will prompt you for confirmation before deleting, but if you delete a receipt from your Certify Wallet it cannot be recovered. Note that you cannot delete receipts from your Certify Wallet from the draft expense report page. Deleting Receipts: To delete one or more receipts from your Certify Wallet, begin at your Home page and click the Receipts link in the My Certify Wallet panel. This will open your Certify Wallet and show the list of receipts currently in your Certify Wallet. You can delete specific receipts one at a time, or you can also delete all receipts in your Certify Wallet at once. Select a View Receipt icon in the left panel to view the receipt image in the right panel. Click the red X icon at the top of the left panel to delete the receipt.

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