Claiming Expenses for a Business Trip

Scan receipts and save them as PDF files. The amount on the receipt is extracted automatically so that you can easily copy the amount when claiming it as an expense.

Overview Image

Overview Image

This section explains how to scan the receipts that you received during a business trip and to recognize the amount (text) on the receipts as meta information in order to claim the expenses for a business trip.

Receipts can be scanned with the ScanSnap by inserting two receipts at a time or by inserting the next document while the current document is being scanned. These scanning methods are referred to as dual scans. The procedure below shows an example of inserting two receipts in the ScanSnap at the same time. For details about dual scans, refer to Scanning Documents by Inserting Two Documents at a Time or by Inserting the Next Document While the Current Document Is Being Scanned.

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  • When you scan small size documents that are folded or curled such as receipts, it is recommended that the documents be scanned one by one.

    Specifying [Manual scan] for [Feed mode setting] on the touch panel of the ScanSnap prevents paper jams so that documents can be scanned without any damage. For details, refer to Scanning Documents That Are Folded or Curled such as Receipts One by One.

  1. Prepare documents to be scanned with the ScanSnap.

    Prepare the receipts that you received during a business trip.

  2. Open the ADF paper chute (cover) of the ScanSnap to turn the power on. Open the feed guide of the ScanSnap to turn the power on.

    Opening the ADF Paper Chute (Cover)

    Opening the ADF Paper Chute (Cover)

    Opening the ADF Paper Chute (Cover)

  3. Open the ADF paper chute (cover) of the ScanSnap to turn the power on. Open the feed guide of the ScanSnap to turn the power on.

    Opening the Feed Guide

    Opening the Feed Guide

  4. Press the [Scan] or [Stop] button on the ScanSnap to turn the power on.

    Pressing the Button

  5. Prepare a profile in ScanSnap Home.
    1. Click the [Scan] button in the upper left of the Main Window of ScanSnap Home to display the Scan Window.
      Windows

      If the main window is not already displayed, refer to To Display the Main Window.

      Mac OS

      If the main window is not already displayed, click the [ScanSnap Home] icon ScanSnap Home Icon in the application list that appears when you click Launchpad in the Dock.

       

    2. Click Profile Adding Icon to display the [Add new profile] Window.
    3. Select [Business Trip Expenses] from the template list on the left side of the window.
      Windows

      By default, the images created from the document that you scanned are saved in the [Business Trip] folder.

      If you change the save destination for scanned images to a new save destination, specify the new save destination in [Save to] under [Managing options].

      If necessary, change other scan settings.

      Mac OS

      By default, the images created from the document that you scanned are saved in the [ScanSnap Home] folder.

      If you change the save destination for scanned images to a new save destination, specify the new save destination in [Save to] under [Managing options].

      If necessary, change other scan settings.

       

    4. Click the [Add] button to add this profile to the profile list in the scan window.
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  6. In the home screen on the touch panel, select the profile that you added in step 3 from the profile list.
  7. Check that the profile that you added in step 3 is selected in the profile list in the scan window.
  8. Scan documents with the ScanSnap.

    Load multiple receipts with different widths and lengths in the ScanSnap and scan them at the same time.

    This section explains the procedure to perform a scan with the Receipt Guide which is useful for loading multiple receipts in the ScanSnap at the same time.

    In this step, insert two receipts in the ScanSnap and scan them at the same time.

    In this step, place multiple receipts on the ScanSnap and scan them at the same time.

    1. Place the Background Pad on the front side of the ScanSnap.

      Place the Background Pad so that it is in contact with the ScanSnap.

      Placing the Background Pad
    2. Place documents in the scan area of the ScanSnap.
      Placing Multiple Documents at Once
    3. Press the [Scan] button to start scanning the documents.

      To continue scanning, place the next documents to be scanned and press the [Scan] button.

      ATTENTION
      • Do not cover the white sheets on the ScanSnap with your hands or with something else while scanning documents. The color reproducibility of the scanned images will be affected.

      • Do not shake the table or desk when the ScanSnap is being used or move the documents while they are being scanned. Doing so may distort the scanned image or blur the color.

      HINT
    4. Press the [Stop] button to finish scanning documents.
    5. Pull out the extension and the stacker on the ADF paper chute (cover).

      Pulling Out the Extension

    6. Pull the stacker towards you.

      Pulling the Stacker towards You

    7. Pull out the extension.

      Pulling Out the Extension

    8. Attach the Receipt Guide.

      For details, refer to Attaching the Receipt Guide.

    9. Load receipts in the ADF paper chute (cover).

      Load the receipts according to the width of the guides on the Receipt Guide.

      Load the receipts face-down and top-first with its back facing you.

      Loading the Documents
    10. Press the [Scan] button.
    11. Pull out the extension on the ADF paper chute (cover) and open the stacker.

      Opening the Stacker

    12. Align the leading edge with the center of the documents.

      Straightening the Documents

    13. Load the documents in the center of ADF paper chute (cover).

      Load all documents over one another above the pick roller (center). Documents that are not loaded above the pick roller cannot be fed.

      Loading the Documents

      Loading the Documents

      Loading the Documents

      ATTENTION
      • Also, adjust the side guides to the widest document in the batch. Load the other documents so that they can be scanned straight. If the documents are skewed during scanning, the following problems may occur:

        • Part of the scanned image appears missing

        • Slant lines appear in the scanned image

        • The size of the scanned image differs from the document size

    14. Insert documents straight into the feeding section of the ScanSnap, with the scanning side facing up.

      Insert each document in the center of the left half and in the center of the right half of the feeding section at least 10 mm (0.39 in.) apart from each other. Make sure that the document is fed into the ScanSnap and is held firmly.

      Inserting Documents (Dual Scan)
      Inserting Documents (Dual Scan)
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      • If you want the documents to be ejected from the front of the ScanSnap or when there is not enough space where the documents exit the ScanSnap, open the output guide.

        Opening the Output Guide
        Opening the Output Guide
      • How the documents are ejected differs as below depending on whether the output guide is open or closed.

        • When the output guide is closed

          When the Output Guide Is Closed
          When the Output Guide Is Closed
        • When the output guide is open

          When the Output Guide Is Open
          When the Output Guide Is Open
    15. Press the [Scan] button.
    16. Press the [Scan/Stop] button to start scanning the document.

      To continue scanning, insert the next document to be scanned. When the document is inserted, scanning starts automatically.

    17. Press the [Scan/Stop] button to finish scanning documents.
      ATTENTION
      • Use a dual scan to scan a document within the following ranges. If one of the following ranges is exceeded, a length error occurs and part of the document may not appear in the scanned image.

        • Length of a document that can be scanned

          863 mm (34 in.) (355.6 mm (14 in.) when [Excellent] is specified for the image quality in the scan settings)

        • Number of documents that can be scanned

          20 sheets

      • When you continue scanning by inserting the next document while the current document is being scanned, the [Scan/Stop] button flashes more quickly if the scanning length exceeds 650 mm (26 in.). If this occurs, wait until scanning is complete without continuing to insert more documents. After scanning is complete, insert the next document. The next scan is started automatically.

  9. Check [Receipt information] in the contents data records of the receipts that you scanned with ScanSnap Home.
    1. When the folder that you specified for the save destination is selected in the folder list view in the main window of ScanSnap Home, the content data records created from the receipts that you scanned are displayed in the content data record list view.
    2. Selecting the content data record created from the receipt that you scanned displays the amount in [Receipt information] in the Content Data Record View.

The amount on the receipt that you scanned with ScanSnap Home is recognized as text. Therefore, it can be copied and pasted onto other applications.

The meta information that includes the amount on the receipt can be output in a CSV format. Therefore, it can be used with other applications.

From [Receipt information] in the contents data record of the scanned receipt, the amount on the receipt is output as a receipt data in a CSV format.