Why Is Upload Receipt Important?
Chapter expenditures should always be supported by an itemized receipt or an itemized invoice. (For this help document, we’ll just use “receipt” to mean both.) This is good stewardship of the chapter’s money. You can easily store those receipts in greekbill. When you are doing budgets, it is very helpful to be able to see itemized receipts from expenditures in previous years. And if the IRS ever asked for support for expenses on your tax filings, you’ll be glad you have them!
How to Use Upload Receipt
Tip: When you get a receipt, we recommend you upload it when Tracking Your Chapter Expenses. If you are using bank sync, you can see how many transactions you need to categorize on the main Dashboard screen in the Uncategorized Transactions tile.
Admins can upload the receipt for each transaction by utilizing the Upload Receipt feature on greekbill. You can locate the Upload Receipt in the Edit Check screen as follows:
To use Upload Receipt, go to the Banking module
Locate the Checks & Deposits tile and click Manage.
Either locate an existing check or create a new one to attach the receipt or Invoice.
If you locate an existing check, you may need to click “View” and then “Edit” to show the Upload Receipt section of the Edit Check screen.
If you are creating a new check, you will already be in the Edit Check screen.
Either way, once you can see the Upload Receipt feature with the Browse button, click Browse. This will give you a pop-up window to locate the receipt you wish to upload.
Tip: If you see Upload Receipt, but don’t see the Browse button, you may be in the Transaction Details screen. If so, click the Edit button in the upper right and you’ll be in the Edit Check screen with the Browse button now visible.
When you have selected the receipt you wish to upload, click Submit at the bottom left of the Edit Check screen
Note: The receipt can be any of six file formats (docx, .jpg, .pdf, .png, .xls, or .xlsx.) additionally, you can only upload a single receipt per transaction, and the max size = 5 MB. If you try to load a file that does not fit these criteria, you will get an error Invalid File. If you see that error, Please upload in a supported file format: .docx, .jpg, .pdf, .png, .xls, or .xlsx.
Once the receipt has been loaded, the Receipt Attachment column on the Checks & Deposits screen will have a blue icon (
In the Transaction Details screen (the screen you get when you click “View” but not “Edit” on a check in the Checks & Deposits screen), y the receipt file name will appear as a hyperlink you can click on to view the receipt.
How to Manage Uploaded Receipts:
You can view previously uploaded receipts or remove them (usually done when you have a better replacement receipt or when the wrong receipt was uploaded by accident).
To view a previously uploaded receipt, locate the check and click on the blue icon in the Checks & Deposits screen or the hyperlink in the Transaction Details screen for that particular check. Either way, it will then open a new tab with the image of the receipt.
If the receipt is incorrect or you need to update it you can always delete the existing file and load a new one. To delete an existing file, go to the Edit Check screen as follows:
Banking module > Checks & Deposits tile > locate the check > View > Edit
Locate the Upload Receipt section on the Edit Check screen. You will be able to remove the receipt by clicking the “X” next to the file name and click Submit to save.
