eReceipts is a custom mobile-friendly interface created to capture and upload business and travel-related receipts and documents, assigning them to a transaction preparer or verifier for electronic upload to transactions in the Expense Requests and PCard systems.
About
eReceipts helps users manage business and travel expense receipts and other documents online, serving as an alternative to existing methods of attaching receipts to Oracle transactions. The application for eReceipts is available through the Stanford Mobile app, and in the Oracle system under SU Inquiry Tools & Forms, SU PCard, and SU Expense Requests.
As a reminder, eReceipts does not replace paper receipt retention requirements that may be in place for your department.
eReceipts Process Overview:
Upload Receipts to eReceiptsStanford travelers and PCard cardholders can use eReceipts to take a picture of a receipt or other document(s), choose image(s)/file(s) from their photo directory with their mobile device, or browse files from their mobile device or computer. They can then upload the image, tag it with a payment method, add comments if needed (including expense type or other information needed to document the purpose of purchase), and send it to themselves or to a designated transaction preparer or verifier. | |
Share Receipts with Transaction PreparerDocuments uploaded using eReceipts can be electronically shared with transaction preparers and verifiers. Transaction preparers and verifiers can then attach Stanford business and travel-related receipts/documents to transactions existing in the Expense Requests and PCard systems. eReceipts users can view all receipts/documents that they have previously uploaded or share receipts with others. This includes processed and deleted receipts. | |
Notify Transaction Preparer and VerifierTransaction preparers and verifiers will receive a system-generated email notification when receipts have been shared with them via eReceipts. | |
Attach Receipts to Oracle TransactionTransaction preparers and verifiers can navigate to eReceipts from the Resources section of the Expense Requests or the PCard system homepage, or from a shortcut on Oracle’s SU Inquiry Tools and Forms menu. Preparers and verifiers are most likely to utilize the Desktop view of eReceipts when processing expense reports or verifying PCard transactions. Preparers and verifiers then attach uploaded eReceipts to the respective transaction in Oracle prior to submitting for financial approval. |
Access
For Receipt Uploaders
eReceipts functionality is available within the Stanford Mobile app. To make eReceipts visible, be sure to update the Stanford Mobile app on your device to the latest version.
For more information, visit the University IT Stanford Mobile webpage. For help with the Stanford Mobile app, submit a support request to the Stanford Mobile team.
Download Stanford Mobile from the Apple App Store or Google Play
- After downloading, open Stanford Mobile on your mobile device
- Under the Today tab, scroll down to the For Faculty and Staff or For Students section
- Swipe as needed to view the eReceipts tile
- Select the eReceipts tile to access eReceipts on your mobile device.
After Updating your Stanford Mobile Application
- Select Me (bottom)
- Select the cog wheel (upper right)
- Select Logout
For Transaction Preparers and Verifiers
Transaction preparers can view eReceipts that have been assigned to them from the Stanford Mobile or desktop version of eReceipts available within Oracle Financials.
Preparers upload eReceipts directly from within the Expense Requests or PCard systems. Learn How to Attach eReceipts to Expense Request/PCard Transactions.
How tos
For Receipt Uploaders:
For Transaction Preparers:
Resources
Common eReceipt Issues and Resolutions:
- Accessing eReceipts with the Stanford Mobile app: eReceipts is available within Stanford Mobile. To make eReceipts visible, be sure to update the Stanford Mobile app on your device to the latest version (version 10.11.10 or higher). See Stanford Mobile for download information.
- Taking pictures with an Android phone within eReceipts: Some Android users may not be able to take a picture of a receipt from within eReceipts. The eReceipts team is currently investigating this issue.
- The workaround for this is to take the picture using your camera function and then choose the file within eReceipts.
- Accessing eReceipts: If a traveler/purchaser does not have access to the Expense Request System or PCard Module in Oracle, they can edit and assign receipts directly from eReceipts. If a user does not want to access eReceipts using their phone, they can access eReceipts from the Expense Requests System, PCard System, or via SU Inquiry Tools & Forms to organize receipts, add comments, and reassign.
FYI: eReceipts and Upload a file may both be used for attaching to an Expense Request transaction or a PCard transaction.