Editing Expenses and Attaching and Combining Receipts

To edit an existing expense report:

1. Display the Expense Reports tab.
2. Click the Expense Report Name of the expense report that you want to edit.
3. Scroll to Expenses.
4. Click Edit Expenses.
5. Make the changes you want. See "Expense Report Page Fields".
   Notes

   

   When your expenses are calculated, the expense rate or limit applied may depend on the date you incurred the expense.
6. Click Save.

Attaching Receipts

There are several ways in which you can attach receipts to expenses. You can attach receipts when creating an expense report on the Expense Entry page, or by attaching the receipts to an existing expense record. For information about attaching receipts when creating an expense report, see "Entering Multiple Expenses".

To attach a file or receipt to an existing expense:

1. Follow steps 1 to 2 in the preceding section.
2. If you want to attach the receipt to a particular expense record, scroll to the Expenses section and click the expense number of the expense to which you want to attach receipts.
3. Scroll to Google Docs, Notes, and Attachments (or Notes and Attachments).
4. Click Attach File.
5. Select the location of your receipt file. Click Browse to locate the file.
6. Click Attach File.
7. If you want to attach more files repeat the last three steps, otherwise click Done.

Note

If you click Done before the system has finished uploading your file, the upload is canceled. Files that were uploaded successfully are listed under Google Docs, Notes, and Attachments (or Notes and Attachments).

Combining Receipt Photos to PDF

To make it easier to manage expenses submitted by users, you can combine receipt photo attachments to PDF on the parent expense report. A PDF is saved on the Google Docs, Notes, and Attachments (or Notes and Attachments) related list presenting one receipt photo attachment per page. The PDF also includes related information in a table at the top of every page. As long as the file size of all receipt photo attachments is under 5 megabytes (MB), PSA creates a single PDF on the expense report.

Depending on the configuration that your administrator has chosen, any receipts that are not saved as images either move or copy to the expense report when you combine receipt photos to PDF.

To combine receipt photo attachments:

1. To view the expense report, do one of the following.
• Follow steps 1 to 2 described previously in To edit an existing expense report.
• Select an expense report from the Expense Reports related list on a project, assignment, milestone or resource detail page.
2. Click Combine Attachments to view the All Expenses with Attachments page.
3. Select some or all receipt photo attachments to combine. For more information, see "Combine Expense Attachments Page Fields".
4. Review the total combined size of the selected receipt photo attachments.
   
   
   
   
5. Do one of the following:
• If the size is under 5 MB, select Combine.
• If the size is over 5 MB, select Combine and Separate.
6. PSA adds one or more PDFs to the expense report.
7. Optionally, click OK to return to the expense report detail page and view the PDF(s).

Warning

If your administrator has configured PSA to require receipt attachments when users submit expenses (see "minimum-expense-amount-limit-for-attachment "), you won't be able to submit your expenses if the receipt photos are moved to the expense report after they've been combined to PDF. See "move-non-image-attachments-to-ER" and "retain-attachments-on-expense".

Notes

Only files of under 5 MB can be saved on the Google Docs, Notes, and Attachments (or Notes and Attachments) related list: this is a Salesforce limit. Therefore, you can use the Combine and Separate button to create multiple PDFs.

You can only combine .jpg and .png files.

Depending on the configuration that your administrator has chosen, receipt attachments that are not saved as images are also moved or copied (but not combined) to the expense report. Your administrator can also choose whether receipt photo attachments remain on the expense after you combine them to PDF. For more information, see "move-non-image-attachments-to-ER" and "retain-attachments-on-expense".

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