Let's review the several ways you can upload a receipt to an existing transaction!
Step 1: Using your RollCredits P-Card
When you make a purchase using your RollCredits P-Card (Petty Cash Credit Card), a transaction will automatically be created in the app based on the credit card charge. The next step is to add a receipt to this transaction for accounting purposes. In Steps 2-4 we review how to do this.
Prior to card use, make sure you’re familiar with the following in the RollCredits app:
Login to access your account:
Add your phone number in settings for text alerts & to upload receipts:
Access Card Info & Activate Card:
View P-Card Charges [aka Transactions]:
P-Card Charges will show up automatically in the “Transactions” tab under the “Other Expenses” section.
RollCredits Transactions (including P-Card Charges) look like this!
These are the transactions you will need to upload receipts to. In Step 2-4, we will outline how to upload and attach receipts to transactions.
Step 2: Capture Your Receipt
Here are 3 ways to capture your receipt:
Take a Photo
Save a PDF
Take a Screenshot
Step 3: Upload Your Receipt
You have 3 different options to upload your receipt:
Text - Send Photo via Text
Text - Take Photo in App (via Mobile)
Email
Upload Directly to Transaction (via Mobile or Desktop)
Text - Send Photo via Text
If you haven’t yet, add your number to your RC account in Settings to make sure you receive an SMS text alerting you to upload a receipt: https://app.rollcredits.io/settings
2. You will receive an SMS text asking you to reply with the receipt for our system to automatically upload. Simply text a photo or PDF of the receipt and it will upload automatically! [Continued on next page]
3. You will receive another text asking you to confirm which production you’d like to upload the receipt to and you can text the corresponding number to trigger the upload.
4. The receipt will be automatically uploaded to the corresponding p-card charge transaction.
6. Audit Transactions: After sending & uploading, check the transaction to confirm that the receipt document uploaded properly to the transaction. If there is an error and our system is unable to detect a match for the receipt, it will create a duplicate transaction. Please see Step 4: Audit Transactions & Merge Duplicate Receipts on what to do when this happens.
Text - Take Photo in App (via Mobile)
Use the link provided in the SMS to go straight to that transaction and take a photo of your receipt and upload it directly to your receipt all in App!
2. Make sure to login https://app.rollcredits.io/ and go to the https://app.rollcredits.io/transactions page and you can take photos and directly upload receipts at any time.
Sign into your RollCredits account: https://app.rollcredits.io/
Go to Transactions Tab inside the app: https://app.rollcredits.io/transactions
3. You will find a customized email like this “receipt+v3ng2k0g17@mail.rollcredits.io” that’s specific to your account. Save this email for future use if that’s easier!
4. Email the receipt as an attachment to the customized email address in order to upload.
5. The receipt will be automatically uploaded to the corresponding p-card charge transaction.
6. After sending & uploading, check the transaction to confirm that the receipt document uploaded properly to the transaction.
7. If there is an error and our system is unable to detect a match for the receipt, it will create a duplicate transaction. Please see Step 4: Merge Duplicate Receipts on what to do when this happens.
Upload Directly to Transaction (via Mobile or Desktop)
Sign into your RollCredits account on your Mobile or Desktop: https://app.rollcredits.io/
Go to Transactions Tab inside the app: https://app.rollcredits.io/transactions
Find the p-card transaction that needs the receipt. It will be a marked status of “Missing File” and will have a “P-Card” tag.
Click “Review” on the far right side of the transaction.
The Receipt tab will pop up. Scroll down to find the Upload button.
Click to Upload to select a document or Drag & Drop the document into this field.
The receipt will be automatically uploaded to the corresponding p-card charge transaction.
Step 4: Audit Transactions & Merge Duplicate Receipts
When you upload your receipt with Text or Email, sometimes our AI will be unable to detect a match automatically and it will create a new transaction for the receipt, resulting in a duplicate receipt & existing P-card transaction that need to be merged together. When this occurs, you can easily Merge a Receipt with a P-Card Transaction so that the receipt document can attach to the existing p-card transaction.
Here are the steps:
Sign into your RollCredits account.
Go to Transactions Tab inside the app: https://app.rollcredits.io/transactions
Go to the “Other Expenses” tab and find the Receipt Transaction (with the attached receipt) - it will be marked with an error triangle and highlighted in yellow.
2. It will also be marked as a Duplicate in the Action Center to alert you.
3. Go to the Receipt Transaction and click “Review” on the far right side.
4. A Duplicate Warning Tab will appear alerting you that there are two matching transactions that need to be merged.
5. Select “Other Expenses” within the tab (make sure it’s highlighted in Light Blue).
6. Select the P-Card Transaction that corresponds to the receipt.
7. Click “Merge” on the bottom right.
After you click merge, the two transactions will be merged together and create one transaction with the attached receipt document.
All done!