BR-Receipts User's Guide Version B USENG
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Table of Contents General Information 1 Features ......................................................................................................................... 2 System Requirements .................................................................................................... 2 Overview 3 Getting Started 7 Menu Bar........................................................................................................................ 7 Command Toolbar .................................
1 General Information BR-Receipts processes receipts by reading the information from scanned images and categorizing it using field recognition. You can edit, view items and track expenses by building and maintaining a database of all the information.
Features • Import receipts from files to build and maintain a database of all the information. • Export receipt images or data to the cloud from BR-Receipts. • Scan receipts to keep detailed records. • Apply an existing template or create a new template to batch process receipts when importing or scanning. • Read the information and categorize the data by field recognition. • Create reports to view and track expenses.
2 Overview The following descriptions and instructions will help you get started: 1. Create a Receipt Box Create a receipt box to build a database of your receipts. You can import, scan, manually create, and paste receipts into the receipt box. 2. Scan Put the receipt in the scanner and begin scanning. The scanning progress bar displays the scanning status. 3.
• Delimited by - Under Delimited by, select Comma, Tab, or Space to choose the character that will separate fields in the exported file. • Select with double quotes to have the information for each field enclosed in quotation marks. d. When you select export to QIF, a dialog box will open to let you manage Quicken Accounts first. You can import available Quicken accounts, or you can edit or delete accounts. When the Quicken accounts are ready, enter a file name and click Continue to finish.
NOTE: Quicken supports importing BR-Receipt data into a cash, business or investment based account. Before starting, open Quicken and specify the correct account and select File Export QIF file. Specify the location to export the file, select the Quicken Account and any other items to include in the export and press OK. 9. Export BR-Receipts into Quicken using the QIF format. a. Specify the QIF format by selecting File/Export to File. b. Select Manage Quicken Accounts and select the Import button. c.
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3 Getting Started From the BR-Receipts screen, you can view file folders, a list of all receipts, an image of the selected receipt, and the recognized data. You can control which receipts are displayed in the list by clicking the All drop-down list and selecting Recently Added (receipts updated in the last three days), or Unverified. Menu Bar The Menu bar provides the commands you use to perform program functions within BR-Receipts. For more information, see the Menu Commands section.
NOTE: This feature only applies to folders. Export to File: Export receipt images to file. Create Report: Create a data report for the selected receipts. Settings: Enter your BOL account information, user profile, defined field values and user interface language to personalize your program and provide easy access when you upload scanned receipt images.
Set Location Choose a receipt box location from the menu. Close Close the receipt box and all the folders under it. Export to Cloud Enter an e-mail address and password to log in, select a receipt box, and send the receipt image to the cloud from your local computer. Right-click a folder in the Folder section to view these folder commands: Scan Receipt... Scan receipts to the currently selected folder. Import Receipt Images... Import receipts to the currently selected folder.
List View The List View window displays information about the selected folder. It displays the receipt data in columns as three totals: Total Amount, Reimburse, and Sales Tax. Each receipt will be listed along with the data. To search for a receipt, type a keyword in the search bar , press the Enter key and the best-matched receipts will be listed. Click on a record to select it, or hold down the Shift key while clicking to choose multiple records.
Right-click on an empty area to view these commands: Zoom In Increase magnification. Zoom Out Reduce magnification. Fit into Window Adjust the image width to match the current window. Rotate image Rotate an image clockwise 90 degrees. Edit View To edit the receipt, do one of the following: • Click Edit Items from the View menu. • Double-click a receipt. • Click in the bottom of the List View section. The Created Date and Modified Date cannot be edited.
4 Working with BR-Receipts BR- Receipts is designed to help you organize and track your expenses. Once you start scanning and saving your receipts, use these basic functions to keep your database current. Setting Up BR-Receipts Click on the toolbar or click the File menu and select Settings, and then enter your BOL account information, user profile and defined field values, and the user interface language to personalize your program.
User Profile: Type your user information to speed up future searches. User Defined Field: Select a receipt box and choose a type of field you want to update. The items under the selected type will be displayed as a list. • Click Add to open a dialog box, type the item name, and click OK to add the item to the selected list. • Click Edit to change an item name in the selected list. • Click Delete to remove an item from the selected list.
You can add an item to a type list and define it as belonging to this type, then similar field content will be categorized to this type when encountered during field categorizing. For example, you can add Credit Card to the Display name of Payment Type list, so that when the keyword Credit Card is recognized during field categorizing, it will be placed under the Display name of Payment Type field. To import a CSV file that contains multiple items, click the File menu and select Import User Defined Field.
2. Choose your preferred scanning style: Select Scan With TWAIN User Interface if you want to use the scanner's TWAIN interface for scanning. Select Quick Scan (the default setting) to have scanning begin as soon as you click OK. Quick Scan uses the settings defined in this screen, as follows: • Resolution: 300 dpi (dots per inch) will have the best recognition performance in most cases. • Image type: The default setting is Color. Set the Image type to Gray when scanning black and white receipts.
NOTE: When you select "Carrier Sheet Mode", the software automatically skips scanning the header of the carrier sheet. The width of the header depends on the scanner you are using. If you are scanning a long receipt, fold the receipt to fit to the carrier sheet with title and total amount items shown. Do not skew the paper when folding. NOTE: Carrier sheets may differ depending on your scanner model. • Scan Size: The default setting is Auto Detect.
5. Click the File menu and select Scan Receipt... (or right-click a receipt box in the Folder View section and select Scan Receipt...). 6. The Choose template screen will open. Select a template or create a new template to batch-process your receipts. For more information, see Using Receipt Templates. 7.
• Automatically crop the receipts: Select to have BR-Receipts crop images automatically during importing. • Display the last receipt imported or scanned: Select to display the last receipt imported or scanned. If this option is not selected, the most recently opened receipt will be displayed. • Click OK to finish. 3. Click Open, the Choose template screen will open. Select a template or create a new template to batch-process your receipts. For more information, see Using Receipt Templates. 4.
You can also move the orange rectangle or the color window separately to accurately match the correspond units. New Template Create templates to apply to your receipts. Create a different template for each vendor to help organize your receipts.
1. Click New template the receipt image will be displayed with a red bar. Click and drag the red bar to separate the top and bottom areas of the receipt. Drag to select an area of the receipt, right-click the selected area, and choose a field type from the pop-up menu to verify this area. 2. Set the expense data attributes this way. Drag a rectangle to select an area, right-click the area and choose a field type. Each data unit must be mapped to a separate field type.
Manual Input Click Manually input later to ignore all the templates. You can manually type your receipt’s field information in Edit view. Check Apply to all, and all the receipts will be imported or scanned without applying a template. Modify Template To edit the template applied to a receipt, select the receipt, click the Receipt menu, and then select Modify template. The Modify template screen appears with a template that has been assigned to the selected receipt.
Delete Template To delete the template, click the Receipt menu and select Delete template. A dialog box will open. Click Delete to remove the template from your computer.
Apply Another Template To give your receipt another template, click the Receipt menu and select Apply another template. A dialog box will open. Field Categorizing Field categorizing lets you sort receipt information by field. Click in Image View, drag a rectangle to select an area, right-click the selected area and select the field type from Receipt Date, Amount, Sales Tax, Vendor, or Payment Type (or drag the selected area directly to the desired field) to recognize it.
A dialog box will ask if you agree with the OCR results, click OK to put the results into the desired field or click Cancel to discard it. When finished, the receipt and the data will be displayed and you can check and edit the data. This is called the verification process. You can mark a receipt as verified, or you can come back and verify it later when you have time. Editing Receipts In addition to verifying the receipts, you can also make changes and add comments or other information.
Creating Reports After all of your receipts are entered and edited in BR-Receipts, you can generate reports that will show the data in an organized way. Select options as described below, and then click Create Report. 1. Click the Receipt menu and select Create Report... (or click on the toolbar or right-click a folder and choose Create Report...). The Report Wizard appears. 2. Type a title for your report in the Title field. Select the Show Subheader check box to display a subheader. 3.
5 Menu Commands File Menu New New Receipt Box Create a new receipt box whose properties you can determine yourself. New Folder Create an empty folder in the selected receipt box. Open...(Ctrl+O) Open a receipt box under a specified path. This receipt box path can be specified under the General tab in the Settings screen. Save As...(Ctrl+S) Save the selected receipt box with a new name. Close Close the selected receipt box. Scan Receipt... Scan receipts to the currently selected folder.
Edit Menu Cut (Ctrl+X) Cut the selected receipt. (You can choose more than one.) Copy (Ctrl+C) Copy the selected receipt. (You can choose more than one.) Paste (Ctrl+V) Insert any copied or cut information. Delete Receipt Delete either a receipt or a folder. Folder Select All (Ctrl+A) Select all receipts in the current folder. Unselect All Cancel all the selection in the current folder. Invert Selection Select the unchecked receipts in the current folder.
Receipt Menu Manually Create a New Receipt Create a receipt in the current folder. Modify template Edit the template applied to this receipt. NOTE: An error message will appear if the receipt was not applied to any template, or if OCR is being performed on the receipt. Delete template Remove an existing template from the program. Apply another template Choose another template to re-recognize your receipt. Create Report... Make a report from the data on the selected receipts.
