Registering Phone and Email Addresses
And Sending in Receipt Images
Registering a Phone or Email Address
ESS allows receipt images to be attached to reports. Receipt Images can be:
1. Uploaded from a PC via the ESS application.
2. Sent to the ESS server from a phone via a text message.
3. Sent to the ESS server from an email account.
Receipt images are attached to a report with the menu’s Receipt option. This option allows you to upload an image file from your PC to the server and/or attach a file that was received by the ESS server via email or text message. These files can then be viewed by your manager and expense unit to validate the entries on your report.
While your expense login will let you upload image files from your PC, to send files via your phone or email, you need to register the devices email/text address or email account’s address prior to using it. Registering an address is accomplished by sending a registration message and then acknowledging the message during the ESS login process. The following direction should help you do this:
Register 9999
Currently there is a limit to the number of receipt files that can be attached to a single report. ESS defaults this limit to 20, put your installation may be different.
Sending and Attaching Image Files to a Report
There are several ways to deliver receipts to ESS. An image can be sent in as an attachment to an email message once that address has been registered completely. Images can also be sent in from a phone via the text message process. In both cases the message will be addressed to the expense email address (e.g., expense@yourcompany.com or ess@yourcompany.com).
In both email and your phone, you can add a message to your receipt that will help you identify which report to attach the scan to when you are doing that in ESS. It will also help your manager and auditor in reviewing the receipts. The suggested format is expense type followed by amount by a very short description. Here are some examples:
Tolls 5.00
Lunch 12.55 Bob Jones
Hotel 120.00
In email, the subject line should be ‘ESS’.
The third way is to use the ESS Receipts menu option to upload an image file to a report by selecting a file to upload through the screen.
Once an image file has been sent to ESS, you need to attach it to a report. Uploaded files are attached as part of the upload process. To attach an image file that has been sent in via phone or email, use the Receipts menu option. Make sure to select the report at the top of the screen to attach to the correct report.
The Receipts option will only appear on the menu after a report has been selected to view.
Starting the Receipt Scan Conduit
Before users can register and send in receipt scans via their phones and email accounts, the conduit that takes files from an email account and transfers them to ESS must be started. There are two ways to start the conduit.