eScan Material Attachment to Travel Expense Report

The guide advises how to handle file attachments for a travel expense report using the eScan service by sending a PDF file via email.

Extensions > Netvisor eScan > eScan settings > eScan material import email addresses

File attachments can be handled for a travel expense report using the eScan service by sending an email with the PDF file to be attached to escan@netvisor.fi.

1. Save the email address from which the attachment is sent in the eScan material import settings before adding attachments.
2. Add multiple email addresses if necessary.

3. Press the “Add email address” button in the eScan material import settings.
4. Enter the email address in the field that opens from the green plus sign.
5. Finally, select “Save”.

Saved email addresses will appear as shown in the image below.

6. Send PDF attachments to the eScan email address after saving the email address.

Sent PDF attachments will appear in the program's eScan material handling view. The information shows the sent material, arrival time, and sender in the material handling view: Extensions > Netvisor eScan > eScan material handling

In the eScan material handling view, materials have not yet been allocated. Incoming email attachments can be attached to travel and expense entries on the travel expense report row.

Unprocessed materials are new materials, i.e., PDF files sent as email attachments.

Here is a link to more detailed instructions on handling eScan material.

Attach to an existing travel and expense report

1. Select from the eScan material handling view the unprocessed material row's end menu "Add to existing" if the document is to be attached to an existing travel expense report as an attachment.
2. Select "Search travel and expense entries from the list".

3. Select an unapproved travel expense report from the Open travel and expense reports page to which the attachment is to be added.
4. Save the attachment to the travel expense report from the "Allocate receipt" link.

5. Check that the document appears under the "Attachments" heading after allocation.

Create a new travel and expense entry

1. Select "Create new" and "Travel and expense entry" if a new travel expense report is to be created from the attachment. The link takes you directly to the "New travel expense report" page, and the attachment appears on the right side of the page.

2. Allocate the attachment to the travel expense report after saving the new travel expense report and expense row.

3. Check that the attachment appears under the "Attachments" heading on the travel expense report's expense row.

4. Note that the eScan material handling view will eventually show that the document has been attached to the travel expense report.
5. Drill down directly from the handling view to the travel expense report to which the document is attached.

Frequently asked questions

Q: To which address are travel expense report attachments sent?
A: Attachments are sent as a PDF file to escan@netvisor.fi.

Q: What needs to be done before sending attachments via email?
A: The sending email address must be saved in the eScan material import settings.

Q: Can an eScan attachment be added to an existing travel expense report?
A: Yes, it can. Select "Add to existing" in the eScan view and search for the desired travel expense report from the list.

Q: In what format should the attachment be?
A: The attachment should be a PDF file.

Keywords

eScan, travel expense report, expense entry, PDF attachment, email, material import, receipt

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