Brother BR-Receipts User Manual

BR-Receipts User's Guide

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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

iii

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

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.

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.

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.

• 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.

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.

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.

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