Why isn't the fund / category displayed on the check receipt screen?

This article explains the settings you can choose for basic or detailed information on the check receipt screen, including if the fund and category details are displayed.

In this article:

Receipt check

Purchase details settings

If the receipt checker isn't checking the fund/category, won't that mean purchases get coded to the wrong fund/category?

Receipt check

The receipt check function is a simple upfront check to ensure the correct receipt has been attached to a purchase. This check is usually done by someone centrally as an 'administrative' function.  Receipt checking is not the same as budget approval - this is a subsequent step in the process flow.

Purchase details settings

In the system settings, you can set two different levels for 'Receipt Check Purchase Details':

Basic - this will show the type, supplier and amount

Detailed - this will show the basic details and the date, description and budget.

Depending on which setting you choose, the receipt checker will be able to view basic or detailed purchase details when checking receipts.

ExpensePlus Receipts Settings screen highlighting the edit button

Where a purchase is split against multiple funds/categories this will display as 'multiple', however, the receipt checker can simply click on the purchase details to view more detailed information. This includes viewing a breakdown of the funds/categories a purchase is allocated to.

Where purchase details has been set to only display basic information, the receipt checker can also click on the purchase details to view full detailed information of that purchase.

ExpensePlus example receipt check, highlighting the purchase information available

If the receipt checker isn't checking the fund/category, won't that mean purchases get coded to the wrong fund/category?

The checking of whether the correct fund/category has been selected is usually done in the step after the receipt check; the 'Approvals' step. This is done by the budget holder, who is far more likely to both know the relevant information and not want someone to code an expenditure to a category they are responsible for when it should be somewhere else.
In reality, transactions rarely end up in the wrong category in ExpensePlus because:
  • You can control which funds/categories each user can submit against (so a user with access to kids and youth-related categories can't submit an expense wrongly against buildings insurance, for example).
  • Assuming you set up your categories in a simple and logical way, a user will find it easy to choose the correct category when entering a purchase by searching for them. If you type 'kid' into the select category field on the Purchase screen when submitting an expense, the system will bring up all categories relating to that search, making it easy for them to select the correct category in the first place.

ExpensePlus purchase screen highlighting the search function within the users allocated Categories

  • The Approval step allows the budget holders to spot transactions that have been incorrectly coded to their category.
  • The Payments step allows the person making payments the chance to spot things that are incorrectly coded as well.
  • In Finance Reports, when reviewing the 'Summary (by Fund)' report, if a category looks unexpectedly high/low, it's easy to drill down to see the transactions that make up a category's expenditure, and to click to update any transactions coded to the incorrect category.

To find out more about how to submit a Purchase, please view this help guide article.

To help you better understand the Receipts module as a whole, please visit the module overview page here.

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