How can I view purchases without a receipt?
Viewing ACTIVE purchases that require a receipt
The receipts screen shows purchases where a receipt is required, but there is still an action to complete. This includes purchases where the receipt is:
- Uploaded, but not yet checked
- Marked as lost, but awaiting authorisation
- Awaiting upload (receipt not yet provided)
Note: Purchases where a receipt is 'not applicable' are not shown (Mileage Claims, Salary Payments, and Bank Fees). Additionally, Direct Debits*, Supplier Refunds* and Gift Payments where receipts can be uploaded, but are not required, are not shown on this view.
*It is possible to change Direct Debits and Supplier Refunds to require a receipt within system settings.
Viewing ALL Purchases without a receipt
The view purchases without a receipt screen displays all purchases without a receipt. This includes purchases where the receipt is:
- Marked as lost (both authorised and not yet authorised)
- Optional (but not provided)
- Held outside ExpensePlus (for churches and charities who begin using ExpensePlus mid-financial year and opt not to scan and import paper receipts retrospectively)
- Awaiting upload (receipt not yet provided)
To view this screen, click the button at the top of the main receipts screen.
This screen is helpful if you wish to go back and check which purchases are without a receipt. It is often checked as part of the end-of-year accounts process. It also provides an easy way to upload receipts e.g. for direct debits that have auto-matched as part of the bank reconciliation process but where you now wish to upload invoices.
Note: Purchases where a receipt is 'not applicable' are not shown (Mileage Claims, Salary Payments, and Bank Fees).
Note: The receipt status of purchases can also be viewed in the .csv download version of the All Transactions (by Match) report which is typically what independent examiners/auditors use to identify lost and missing receipts.
Receipt Status
Here is a list of receipt statuses within ExpensePlus:
- Awaiting Upload - purchase requires a receipt, but this has not yet been provided (or a receipt has been provided but has been rejected so a new receipt is required).
- Uploaded (awaiting check) - purchase requires a receipt (or this is optional), and the receipt has been uploaded but not yet checked.
- Uploaded (checked) - purchase requires a receipt (or this is optional), and the receipt has been uploaded and checked.
- Lost (awaiting authorisation) - purchase requires a receipt, but the receipt has been lost but not yet authorised.
- Lost (authorised) - purchase requires a receipt, but the receipt has been lost and this has been authorised.
- Not Required - a receipt can be provided but is not required, and no receipt has been uploaded - this is just for Direct Debits* and Gift Payments.
- Not Applicable - the purchase does not need a receipt (and a receipt can't be uploaded) - this is just for Mileage Claims, Salary Payments, and Bank Fees.
- Held Outside ExpensePlus - for churches and charities who begin using ExpensePlus mid-financial year and opt not to scan and import paper receipts retrospectively.
Send Reminders
You can choose to send reminder emails to all users with outstanding receipts, or just a selection by unticking the transactions that you do not wish to chase.
Top Tip: Find out more on missing receipt reminders by viewing this help guide article: What to do if you receive a missing receipt reminder.
To help you better understand the Receipts module as a whole, please visit the module overview page here.