Adding of attachments

Transcription

1 An original document (receipt) documenting an expense must be scanned, and the picture file from this scan must be saved (on a PC or server) before the file is added to the expense sheet. Important: Attachments must be saved in PDF or TIF format. If the attachment is not added in one of these formats, Rejsegruppen (the travel team)/auditors will be unable to open it and will reserve the right to return the expense sheet. Then the expense sheet must be resent with a new attachment in the required formats. This applies to all items/expenses regardless of whether they are created manually or entered as credit card transactions. Attachments can be added directly to the individual expenses or via the tab Files on the main page. 1. Adding attachments directly to the individual expense (file): Glue or tape your receipt to an A4 sheet, scan it from your copying machine/scanner and send it to your address or save the picture file on your PC or a server. Open the file and save it on your PC Page 1 of 11

2 Save the attachment on your PC in a folder where you can easily find it and rename the attachment with a descriptive name click Gem (Save) You are now ready to add your file to AURUS: Page 2 of 11

3 Attachment number: 1 Click Add attachment Click Gennemse (Browse) to find your attachment Page 3 of 11

4 Click Åbn (Open) Page 4 of 11

5 File: Filled in automatically with the path name, indicating the location of the file, and the name of the file Attachment number: Automatically filled in with number 1 Click Update to stay in the window. Attachment number 1 has now been added. Click Back to proceed. TIP: If you have more than one scanned file that you want to attach to other expense types, these should be numbered consecutively, i.e. 1, 2, 3 etc. Click Next and Add attachment It is important that the Attachment number and the number of your receipt are identical. If you have several receipts on the same A4 sheet, you can add them on the main page under the Page 5 of 11

6 tab Attachments 2. Adding on the main page (several receipts on the same scanned sheet): Glue or tape your receipts to an A4 sheet, number the receipts, scan the sheet from your copying machine/scanner and send it to your address or save the picture file on your PC or a server. Open the file and save it on your PC Page 6 of 11

7 Save the attachment on your PC in a folder where you can easily find it and rename the attachment with a descriptive name. Click Gem (Save) You are now ready to add your files to AURUS: Page 7 of 11

8 Click the tab Attachments to add a file Click New attachment Click Gennemse (Browse) to find your attachment Page 8 of 11

9 Click Åbn (Open) Page 9 of 11

10 File is automatically filled in with the path name, indicating the location of the file, and the name of the file Attachment number: Number 1 if you have several attachments, these should be numbered consecutively, i.e. 1, 2, 3 etc. (to be used when entering your expenses under the tab Expenses ). Explanation: Can be filled in with a descriptive text regarding the expenses Click Update to save your changes and stay in the window. The attachment has now been added. Click Back to proceed. Click the tab Expenses and New expense Page 10 of 11

11 Enter your expenses under the relevant expense types. Explanation: To help your reviewer, you can enter the number of your receipts (written manually prior to scanning) Attachment number: Enter the number of the original receipts provided in Attachment number (see above to avoid warnings, attachment number and the number of your receipt must be identical). Info: By clicking the blue text Next, the system automatically finds the next attachment number, i.e. the highest number used plus one. When you have entered your expenses, click Back to proceed. Page 11 of 11