Brother BR-Receipts User Manual

BR-Receipts
User's Guide

Version A

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ii

Table of Contents

General Information 1

Features......................................................................................................................... 2

System Requirements....................................................................................................2

Overview 3
Getting Started 5

Menu Bar .......................................................................................................................5

Command Toolbar.......................................................................................................... 5

Folder View....................................................................................................................6

Status Bar...................................................................................................................... 7

List View......................................................................................................................... 7

Image View....................................................................................................................8

Edit View........................................................................................................................9

Working with BR-Receipts 10

Setting up BR-Receipts................................................................................................10

Collecting Receipts......................................................................................................12

Scanning Receipts............................................................................................... 12

Importing Receipts............................................................................................... 15

Creating Receipts Manually................................................................................. 16

Using Receipt Template...............................................................................................16

Select Vendor ...................................................................................................... 16

New Template ...................................................................................................... 17

Manual Input........................................................................................................20

Modify Template................................................................................................... 21

Field Categorizing........................................................................................................ 22

Editing Receipts........................................................................................................... 23

Searching for Receipts.................................................................................................23

Creating Reports.......................................................................................................... 23

Menu Commands 25

File Menu.....................................................................................................................25

Edit Menu..................................................................................................................... 25

View Menu ................................................................................................................... 26

Receipt Menu...............................................................................................................27

Help Menu.................................................................................................................... 27

Index 28

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1

BR-Receipts processes receipts by reading the information from scanned images and categorizing it
using field recognition. You can edit, view items and track expenses by building and maintaining a
database of all the information.

General Information

1

Features

• Import receipts from files to build and maintain a database of all the information.

• Export receipt images or data to the cloud from BR-Receipts.

• Scan receipts to keep detailed records.

• Apply an existing template or create a new template to process batch receipts when

importing or scanning.

• Read the information and categorize the data by field recognition.

• Create reports to view and track expenses.

System Requirements

Computer

Scanner

Receipts

Operating System

The CPU and memory must meet the minimum requirements to run the operating
system. For more information, visit the relevant Microsoft website.

Display
CD-ROM Drive.
A minimum of 512 MB free hard disk space for installing the program.
A USB port for scanner connection.
A USB port for computer connection.
Receipts must be in reasonably good condition to be readable by the scanner.

Microsoft Windows XP, Windows Vista (32/64 bit),
Windows 7 (32/64 bit), or Windows 8 (32/64 bit).

SVGA (1024 x 768) or better.

2

2

Overview

The following descriptions and instructions will help you get started:

1. Create a Receipt Box
Create a receipt box to build a database of your receipts. You can import, scan, manually create,
and paste receipts into the receipt box.

2. Scan
Put the receipt in the scanner and begin scanning. The scanning progress bar displays the
scanning status.

3. Use a Template
If your receipts have common information such as where they ori ginated, how goods and

services were paid for, and who is responsible for them, you can use a template for batch
processing. For more information, see

4. Field Categorizing
Use the field categorizing feature to sort receipt information using field recognition. Click

Image View, drag a rectangle to highlight a section o f the receipt, right-click the selected receipt

Using Receipt Template.

in

section and select the field type : Receipt Date, Amount, Sales Tax, Vendor, or Payment Type
(or drag the selected section directly to the desired field) to activate field recogniti on. A dialog box
will ask if you agree with the OCR results. click OK to add the results to the desired field, or click
Cancel to discard the results and try again.

5. Export To
You can save specific receipts or all the receipts in a folder as a file in CSV, PDF, QIF, or
QuickBooks (IIF) format. Use the file fromat best suited to your particular needs.

a. Click

to File dialog box.
b. Select All Receipts or Selected Receipts to control which receipts will be exported.
c. Click Settings to set up the export style. The Export dialog box will display the file type

(applicable only for CSV format).

• Include a header line - Select Include a header line to have the field names exported.

• Header Language - Select the header language from the list.

on the toolbar, or select Export to File from the File menu, to open the Export

• Encoding - Select a type from the list to specify a file encoding format.

3

• Delimited by - Under Delimited by, select Comma, Tab, or Space to choose the
character that will separate fields in the exported file.

• Select with double quotes to have the information for each field enclosed in quotation
marks.

d. When you select export to QIF, a dialog box will open to let you manage Quicken Accounts

first. You can import available Quicken accounts, or you can edit or delete accounts. When
the Quicken accounts are ready, enter a file name and click Continue to finish.

NOTE: In order to export to a QIF file, you must first create a QIF file using the Export to QIF
setting in Quicken.

e. When you select Export to QuickBooks, you must enter Debit Account and Credit Acco unt

information in order to continue.

6. Export to Cloud
To export to the cloud, do one of the following:

- Right-click a receipt box or folder and choose Export to Cloud from the context menu.

- Select a receipt box or folder and click

on the toolbar.

- Choose Export to Cloud from File menu to open the BOL login dialog box.
Enter an email address and password to connect to your Brother OnLine (BOL) account. The

(refresh) icon appears, indicating that you can now send the receipt images to the cloud from
your local computer. You can click

successfully,

will appear in the status bar.

to monitor the uploading status. When you export

NOTE: If you select a receipt box to upload, all the folders in this receipt box will be uploaded.

7. Create Reports
Reports let you see where receipts originated, how goods and services were paid, and who is
responsible for which receipts. For more information, see

Creating Reports.

4

3

From the BR-Receipts screen, you can view file folders, a list of all receipts, an image of the selected
receipt, and the recognized data. Control which receipts are di splayed in the list by clicking the All

drop-down list
days), or Unverified.

Getting Started

and selecting Recently Added (receipts updated in the last three

Menu Bar

The Menu bar provides the commands you use to perform program functions within BR-Receipts. For
more information, see the

Command Toolbar

The Command toolbar displays the most commonly-used commands. Click an icon to execute the
command.

Scan Receipt: Scan receipts to the currently selected folder.

NOTE: This feature only applies to folders.

Import Receipt Image: Import receipts to the currently selected folder.

Menu Commands section.

5

NOTE: This feature only applies to folders.

Export to File: Export receipt images or data to file.

Create Report: Create a data report for the selected receipt(s).

Settings: Enter your BOL account information, user profile, defined field values and

user interface language to personalize your program and provide easy access when
you upload scanned receipt images.

Export to Cloud: Enter an email address and password to log in and select a receipt
box or a folder, then send scanned receipt images to the cloud from your local
computer.

NOTE: If you select a receipt box to upload, all the folders in this receipt box will be
uploaded.

Link to BOL Receipts service: Click to open the BOL webpage and view the files you
have uploaded, if the account information is not saved in the Settings, you will have to
enter the account information first.

Folder View

Folder view includes a Folder section and a Search section.
Click the Folder tab to view the Folder section, where you can create a receipt box, open a file and
create a new folder.
Click the Search tab to view the Search section, where you can select a category and fill in the
keyword, receipt date, amount, and vendor fields, and then click Start Sear ch to find a specific
receipt.

Right-click the blank area to view these commands:

New Receipt
Box…

Open Receipt
Box…

Create a receipt box.

Open a receipt box that already exists.

Right-click a receipt box to view these commands:

New Folder

Rename Box

Create a folder.
Change the name of the receipt box.

NOTE: The receipt box name can be no more than 150 characters.

6

Save As…

Set Location

Close

Export to Cloud

Right-click a folder in the Folder section to view these folder commands:

Scan Receipt…

Import Receipt
Images…

Manually Create
a New Receipt

Paste Receipt

Verify All

Mark All as
Unverified

Save the receipt box under another name.
Choose a receipt box location from the menu.
Close the receipt box and all the folders under it.
Enter an email address and password to log in, select a receipt box and

send the receipt image to the cloud from your local computer.

Scan receipts to the currently selected folder.
Import receipts to the currently selected folder.

Create a new receipt and save it as a record.

Paste a copied receipt to a folder.
Mark the folders as having been edited and approved.
Mark the folders as not having been edited and approved.

Change the name of a folder.

Rename Folder

Delete Folder

Export to File

Create Report

NOTE: The folder name can be no more than 184 characters.

The folder and all of its contents will be erased from the database.
Save specific receipts or all receipts in the folder as a file in CSV, PDF, QIF,

or IIF format.
Choose folders and generate reports.

Status Bar

The Status bar displays the current number of receipts, the unverified receipts and the processing
status when you upload files to BOL.

To view status when you upload receipt image or data to the cloud, click . When you export a file
successfully,

appears in the status bar.

List View

The List View window displays information about the selected folder. It displays receipt data in
columns as three totals: Total Amount, Reimburse and Sales Tax.

7

Each receipt will be listed along with the data. To search for a receipt, type a keyword in the search
bar

, press the Enter key and the best-matched receipts will be listed. Click on
a record to select it, or hold down the Shift key while clicking to choose multiple records. The first
selected receipt will be displayed in the image view window. You can drag receipts to other folders.

Right-click a receipt to see these commands:

Cut (Ctrl+X)

Copy (Ctrl+C)

Paste (Ctrl+V)

Delete

Verify

Mark as

Copy and remove the selected receipt.
Copy the selected receipt.
Insert the contents of the clipboard.
Delete the selected receipt.
Mark the receipt as having been edited and approved.
Mark the receipt as not having been edited and approved.

Unverified

Image View

The Image View window displays the selected receipt. You can rotate the image b efore recognition, if
needed.
Use the following commands to refine your images and make the OCR process more accurate:

• Move: Click

• Crop: Click

to move the image.

, select a portion of the image, and when the pointer changes to a

scissors icon, click it. The image will be cropped.

• Deskew Image: Straighten an image that was skewed during scanning.
Click

and a blue line will appear on the image.
Drag the line close to an edge that is supposed to be horizontal or vertical, and then
drag either side of the blue line along the edge. When ready, release the mouse.

• Rotate image: Click

• Recognize the field: Click

to rotate an image clockwise 90 degrees.

and drag a rectangle to select an area, right-click the

selected area to select the field type and perform OCR on the selection.

• Undo: Click

• Redo: Click

to undo the last operation performed on an image file.
to redo the last operation performed on an image file.

• Zoom in or zoom out: Use the slider
magnification of the image.

Right-click on an empty area to view these commands:

to change the

8

Zoom In

Zoom Out

Fit into Window

Rotate image

Increase magnification.
Reduce magnification.
Adjust the image width to match the current window.
Rotate an image clockwise 90 degrees.

Edit View

To edit a receipt, do one of the following:

- Click Edit View from the View menu.

- Double-click a receipt.

- Click
The Created Date and Modified Date cannot be edited.

in the bottom of the List view section.

9

4

BR- Receipts is designed to help you organize and track your expenses. Once you start scanning and
saving your receipts, use these basic functions to keep your database current.

Setting up BR-Receipts

Click on the toolbar or click the File menu and select Settings, and then enter your BOL a ccount
information, user profile and defined field values, and the user interface language to personalize your
program.

General: Type your email address and password, select Save Password and then click OK to save
the account information, providing easy access when you send receipt images to the cloud from your
local computer.

Working with BR-Receipts

In addition to uploading from your local computer , you can add a proxy to upload your receipt images
or data. Select Use a proxy server for this connection, and then type the proxy address, user name,
password and port to enable the proxy.

Click Browse to specify a receipt box path. When you create a receipt box, the receipt box will be
placed under the path specified in the Settings. When you open a receipt box, you can open the
receipt box under the specified path only and the next time you launch BR-Receipts, the default
receipt box path will be the path specified.

10

User Profile: Type your user information to speed up future searches.

User Defined Field: Select a receipt box and choose a type of field you want to update. The items

under the selected type will be displayed as a list.

• Click Add to open a dialog box, type the item name, and click OK to add the item to the
selected list.

• Click Edit to change an item name in the selected list.

• Click Delete to remove an item from the selected list.

11

You can add an item to a type list, defining as it belonging to this type, and similar field content will be
categorized to this type when it encounters the defined field values during field categorizing. For
example, you can add Credit Card to the list Display name of Payment Type, so that when the
keyword Credit Card is recognized during field categorizin g, it will be pla ced under the fiel d of Display
name of Payment Type.

To import a CSV file that contains multiple items, click the File menu and select Import User Define

Field.

Appearance: Select a user interface language and location for easier management.
Select User Interface Language: Select a language for your program.

Select Location: Select a location to set up the currency type and date format for your receipts. For

example, if you select United St ates, the currency unit will be US Dollars $, and t he date format will be
mm/dd/yyyy. When you create a receipt box, the currency type and date format of the receipts in this
box will be formatted based on the selected location. You can change the location by right-clicking the
receipt box and choosing Set Location.

Collecting Receipts

Use your scanner to digitize receipts and store them in a database. Receipts ca n also be added from
another database, or from image files.

Scanning Receipts

For the most powerful results when using BR-Receipts, it is important to configure your folders
properly.

12

1. Click the File menu and select Scan Settings….

2. Choose your preferred scanning style:
Select Scan with TWAIN user interface if you want to use the scanner's TWAIN interface for

scanning.
Select Quick Scan (the default setting) to have scanning begin as soon as you click OK. Quick

Scan uses the settings defined in this screen, as follows:

• Resolution: 300 dpi (dots per inch ) will have the best recognition performance in most
cases.

• Image type: The default setting is Color. Set the Image type to Gray when scanning
black and white receipts.

• Carrier Sheet Mode: Select Carrier Sheet Mode when scanning a receipt in a Carrier
Sheet, Scan Size, Width, Height and Unit fields are unavailable when using a Carrier
Sheet.

13

NOTE: When you select "Carrier Sheet Mode", the software automatically skips scanning the
header of the carrier sheet. The width of the heade r depend s on the scann er you are u sing. If you
are scanning a long receipt, fold the receipt to fit to the carrier sheet with title and total amount
items shown. Do not skew the paper when folding.

NOTE: Carrier sheets may differ depending on your scanner model.

• Scan Size: The default setting is Auto Detect. Select User Defined from the
drop-down list to customize the width, height, and unit.

• Orientation: The default setting is Auto Detect. Click Settings to select other options
from the list.

• Enable Document Feeder: Select this check box if you want to use an automatic
document feeder (ADF). To use this option, the selected scanner must have an ADF
function.

• Receipt Position (ADF only): Select Left, Right, or Center from the drop-down list if
you want BR-Receipts to tell you where you have placed the receipt in the scanner’s
document feeder.

• Brightness and Contrast: Drag the sliders to adjust the contrast and brightness of the
scanned image. Threshold: When you select Black/White from the Image Type
drop-down list, the threshold slider will appear.

3. Click OK.

NOTE: The settings may differ depending on your scanner, and some features a re only availa ble
for specific scanners.

When you finish configuring your scan settings, you can start using BR-Receipt s to scan recei pts.

4. Put a receipt into your scanner. If you have several d rivers available, click the File menu and
select Select Scanner…, and then specify a driver for your scanner from the Select Scanner
dialog box.

14

5. Click the File menu and select the Scan Receipt… (or right-click a receipt box in the Folder V ie w
section and select Scan Receipt…).

6. The Choose template screen will open. Select a template or create a new template to

batch-process your receipts. For more information, see

Using Receipt Template.

7. When the scanner finishes scanning the receipt, you can click

in the Image View and drag a
rectangle to select an area, right-click the selected area and select the field type from Receipt
Date, Amount, Sales Tax, Vendor and Payment Type, or drag the selected area directly to the
desired field to recognize it.

Importing Receipts

You can import receipts saved as imag e files.

1. Click the File menu and select Import Receipt Image… (or right-click a folder in the Folder V i ew
section and select Import Receipt Images…).

2. In the dialog box, select one or more image files to import, choose the receipt language from the
drop-down list and click Settings to open the Options dialog to configure your receipts before
importing.

• Auto Detect: Select to have BR-Receipts check to see how the receipt is positioned.

• Rotate left 90 degrees/ Rotate right 90 degrees: You may need to rotate the scanned

receipt images before recognition.

• Rotate 180 degrees, or Do not rotate: If your receipts are displayed upsid e down, you
can rotate them 180 degrees. If the images are correct, select Do not rotate.

The three options above are in the Orientation drop-down list.

• Automatically crop the receipts: Select to have BR-Receipts crop images

15

automatically during importing.

• Display the last receipt imported or scanned: Select to display the last receipt
imported or scanned. If this option is not selected, the most recently opened receipt will
be displayed.

• Click OK to finish.

3. Click Open, the Choose template screen will open. Select a template or create a new template to
batch-process your receipts. For more information, see

4. The image data will be added to the current receipt database.

Using Receipt Template.

Creating Receipts Manually

If your receipt is not in good condition or is unreadable by the scanner, you can manually add the
receipt record to the database.

1. Click the Receipt menu and select Manually Create a New Receipt, (or right-click a receipt box
and select Manually Create a New Receipt). A set of empty fields will open in Edit mode,
allowing you to enter text.

2. In Edit view, you can select or type receipt information in each field to create or reconstruct the
receipt.

Using Receipt Template

If your receipts share common data such as where the receipt originated, how goods and services
were paid for , and who is responsible for them, you can use a template for batch processing.

A template co nsist s of a top area (the top p art of the receipt), and a bottom area (the lowest part of the
receipt).

When you scan or import receipts, a dialog box will open to ask if you want to apply an existing
template, create a new template, or manually enter the receipt information. You can choose a different
command for each receipt.

Select Vendor

Select a template from the drop-down list under Select Vendor (saved by user) and click OK to apply
it to your receipt. If you select Apply for all, all the receipts will be applied to this template.

16

If you are not satisfied with the template, you can select part of the receipt and perform OCR on it. For
more information, see

Field Categorizing.

New Template

Create templates to apply to your receipts. Create a different template for each vendor to help
organize your receipts.

1. Click New template to create a template for your receipts.

17

2. The receipt image will be displayed with a red bar. Click and drag the red bar to separate the

top and bottom areas of the receipt. Drag to select an area of the receipt, right-click the
selected area, and choose a field type from the pop-up menu to verify this area.

18

3. Continue to set the attribute of the rest of the expense data in this way.
Drag a rectangle to select an area, right-click the selected area and select the field type to
specify it. Each data unit must be mapped to a separate field type. If you specify a second data
unit as a field that has been used, the field type will be unavailable. For example, if you have
specified a store name as the vendor, you cannot specify the dollar amount as the vendor.
Make sure that you accurately drag and place rectangles for the best OCR results . If you
select two or more data units and specify them as one item, this field will be blank and
unavailable.

19

4. When the field verification is finished, name the template, and then click OK to save it for
future use.

Manual Input

Click Manually input later to ignore all the templates. You can manually type your receipt’s field
information in Edit view. Check Apply for all, and all the receipts will be imported or scanned without
applying a template.

20

Modify Template

To edit the template applied to a receipt, select the receipt, click the Receipt menu, and then select
Modify template.

The Modify template screen appears a template has been assigned to the selected receipt.

If you have verified an area of this receipt as one field, the field type in the menu list will be unavailable
and cannot be applied to another data unit.

21

To delete the template, click the Receipt menu and select Delete template. A dialog box will open.
Click Delete to remove the template from your computer.

Field Categorizing

Field categorizing lets you sort receipt information by field recognition.

Click
the field type from Receipt Date, Amount, Sales Tax, Vendor, or Payment Type (or drag the
selected area directly to the desired field) to recognize it.

in Image View, drag a rectangle to select an area, right-click the selected area and select

22

A dialog box will ask if you agree with the OCR results, click OK to put the results into the desired field
or click Cancel to discard it.

When finished, the receipt and the data will be displayed and you can check and edit the data. This is
called the verification process. You can mark a receipt as verified, or you can come back and verify it
later when you have time.

Editing Receipts

In addition to verifying the receipts, you can also make changes and add comments or other
information. Click the View menu and select Edit Items, (or double-click a receipt, or click

bottom of the List View section). In Edit Items, if an item is purchased for others, you can select
Reimbursable to record the charge that should be reimbursed to you.

in the

Searching for Receipts

You can type keywords and specify a category, receipt date, amount, or vendor in the Search section
to quickly find all receipts that match your query. The search results will be shown in List View and

Image View.

Creating Reports

After all of your receipts are entered and edited in BR-Receipts, you can generate reports that will
show the data in an organized way. Select options as described below, and then click Create Report.

1. Click the Receipt menu and select Create Report (or click
folder and choose Create Report). The Report Wizard appears.

on the toolbar or right-click a

23

2. Type a title for your report in the Title field. Select the Show Subheader check box to display a
subheader.

3. The default Reporting Type is Expense. To change to a Spending Report, select Spending.

• In the Spending by drop-down list whatever is selected determines how receipt
information is summarized. For example, if Payment Type is selected, the report
information will be summarized by the payment type in the first field; if Vendor is
selected, the report will be summarized by vendor names in the first field.

4. In the Formatting section:

• Select Include Cover Page if you want a cover page that includes receipt date, user
profile and summary.

• Select Include Receipt if you want your report to display groups by spending type, with
detailed information for each group.

• Select Include Image if you want the receipt images to be printed in the report.

5. When finished, click Continue.

24

5

Menu Commands

File Menu

New

Open…(Ctrl+O)

Save as…(Ctrl+S)

Close

Scan Receipt…

Scan Settings…

New Receipt Box Create a new receipt box whose

properties you can determine yourself.

New Folder Create an empty folder in the selected

receipt box.

Open a receipt box under a specified path. This receipt box
path can be specified under the General tab in the Settings
screen.

Save the selected receipt box with a new name.
Close the selected receipt box.
Scan receipts to the currently selected folder.
Configure the scan settings.

Select Scanner…

Import Receipt
Images…

Import User Define
Field

Export to File

Export Receipt
Image to File

Export to Cloud

Settings

Exit

Select a driver for your scanner, or a different scanner
connected to your computer.

Import receipts to the currently selected folder.

Import a CSV file with customized items of different types in
multiple fields.

Save the receipts as a file in CSV, PDF, QIF, or IIF format, or
export your data to a third party application.

Export receipt images to file. The supported file formats are
JPG, TIF, and BMP.

Upload receipt images or data to the cloud.
Save available BOL accounts, specify the box path, enter

user profile details, and define the field values for the receipts.
Close BR-Receipts.

25

Edit Menu

Cut (Ctrl+X)
Copy (Ctrl+C)

Paste (Ctrl+V)

Delete

Select All (Ctrl+A)

Unselect All

Invert Selection

View Menu

Edit View

Zoom In

Zoom out

Cut the selected receipt. (You can choose more than one.)
Copy the selected receipt. (You can choose more than one.)
Insert any copied or cut information.
Receipt
Folder
Select all receipts in the current folder.
Cancel all the selection in the current folder.
Select the unchecked receipts in the current folder.

Hide or display Edit View.
Increase magnification.
Reduce magnification.

Delete either a receipt or a folder.

Fit into Window

Rotate Image

Adjust the image size to the current window.
Rotate Right 90

Degrees
Rotate Left 90 Degrees Rotate the selected image

Rotate the selected image
clockwise 90 degrees.

counterclockwise 90 degrees.

26

Sort By

Receipt Menu

Verified
Vendor
Category
Receipt Date
Payment Type
Sales Tax
Amount
Purpose
Date Created
Last Modified
Reimburse

Sort the receipts by the selected
field.

Manually Create a
New Receipt

Modify template

Delete template

Apply another
template

Create Report

Help Menu

Using Help

Link to Brother
Website

Create a new receipt in the current folder.

Edit the template applied to this receipt.

NOTE: An error message will pop up if the receipt was not
applied to any template before, or if OCR is being
performed on the receipt.

Remove an existing template from the program.

Choose another template to re-recognize your receipt.
Show a data report for the selected receipts.

Show BR-Receipts Help documentation.
Open the Brother web page.

Check Latest
Version

About
BR-Receipts…

Check for the latest version of BR-Receipts.

Display information about BR-Receipts.

27

Index

C

Command Toolbar, 5
Collecting Receipts, 12
Creating Receipts Manually, 16
Creating Reports, 23

E

Edit Menu, 25
Edit View, 9
Editing Receipts, 23

F

Features, 2
Field Categorizing, 22
File Menu, 25
Folder View, 6

G

General Information, 1
Getting Started, 5

H

M

Menu Bar, 5
Menu Commands, 25
Manual Input, 20
Modify Template, 21

N

New Template, 18

O

Overview 3

R

Receipt Menu, 27

S

Scanning Receipts, 13
Searching for Receipts, 23
Setting up BR-Receipts, 10
Status Bar, 7
System Requirements, 2

Select Vendor, 17

Help Menu, 27

I

Image View, 8
Importing Receipts, 15

L

List View, 7

28

U

Using Receipt Template, 16

V

View Menu, 26

W

Working with BR-Receipts, 10