Uploading Receipts

Uploading receipts

You can now upload your receipts directly into Lightyear through the browser (as well as via the mobile app). 
If you choose to upload receipts through the browser we'll automatically extract summary data (just like we do through the mobile app), meaning you no longer need to manually enter receipt information for company card payments or expenses.

We will extract the following information:
  • Receipt Totals & Tax - We'll take the total amount from the receipt, and break this down into taxed and un-taxed totals
  • Receipt Date
  • Receipt Number
  • Supplier Name
Whichever way you choose to upload receipts into Lightyear, you need to ensure that you tell Lightyear that what you are uploading is a receipt (and not a scan/image of a bill).  The reason is that Lightyear uses a different OCR engine to extract data from receipts.  Receipt data-extraction is different from bill data-extraction, so please read carefully below how to identify the image as a receipt.  Details on extracting data from images of bills can be found here.

Let's take a look at how it works.

Sending Receipts to Lightyear

In order for us to automatically extract data from a receipt, you'll need to use either the Upload function in the Processing Tab, or upload them through the mobile app.  Please note, you cannot email receipts to your Lightyear account - they must either be uploaded through the mobile app, or via the browser.

More information on each of these can be found here. The maximum file size for a receipt is 5mb.

Upload in Lightyear, through a browser

Once you select the Upload button and selected some documents to upload, you'll notice a dropdown. Select Receipt.

Once you select this, you'll see a list of Photo Guidelines. We advise following these as best you can, to ensure the best results when we're extracting the data.  

If you upload a receipt without selecting "Receipt", it will still arrive in the processing tab for manual entry and will not run via our Receipt Extraction engine.  

Upload through the Mobile App

The mobile app has now been updated, so when uploading a new or existing image, you'll be prompted to select whether this is a bill or a receipt. More information on uploading through the mobile app can be found here.

You'll need to select the Receipt option, for us to automatically extract the receipt data. Anything sent as a Bill will remain in the Processing Tab until it is manually entered.  

You can also set your default setting to Receipt within the App settings, this will automatically send every picture uploaded via our Receipt Extraction engine.  

Extracting data from a Receipt

Once a receipt has been uploaded, it will take a few minutes for us to extract the data from the receipt. You'll see the receipt image in your processing tab immediately, but you'll also be presented with the below in Panel 2

Also notice the black icon to the right of the Subject, indicating that the file is a receipt. Once the receipt has been processed and the data has been extracted, this will turn green. Once the receipt has been processed, the extracted data will display in Panel 2.  Please note, you will have to manually refresh the page, for now but automatic page refresh is coming soon.

As mentioned above, we will extract the following information:
  • Receipt Totals & Tax - We'll take the total amount from the receipt, and break this down into taxed and un-taxed totals
  • Receipt Date
  • Receipt Number
  • Supplier Name
Any of the information that has been extracted can be edited or adjusted as normal. Once you're happy, just select a Supplier from the drop down as you would with any other bill, and the receipt will move to the Approvals Tab.  If the supplier name is new then you simply need to create a new supplier from the processing tab, as you normally would for any new supplier. 

Moving forward, any receipts received from this same supplier will flow straight through to the Approvals Tab so long as the extracted supplier name is an exact match to an existing supplier in Lightyear.  So, if the supplier details extracted from the receipt is Officeworks, and you have a Lightyear supplier called Officeworks, the receipt will immediately be associated with that Officeworks supplier, and move to the Approvals tab linked to that supplier.  But, if your Lightyear supplier is 'Officeworks Bondi Junction', Lightyear will not automatically associate the receipt with that supplier, meaning that the receipt will stay in your processing tab until you manually associate it with that supplier.

If we're unable to automatically extract a receipt number from a receipt uploaded via the Mobile App or the Processing tab, we'll instead auto-populate this field with the date of upload, followed by a digit to indicate how many receipts you have uploaded today. EG, if it was the third receipt you have uploaded, the Receipt Number would be populated with '080819-3'.


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