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

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.

HINT

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.

Prepare documents to be scanned with the ScanSnap.

Prepare the receipts that you received during a business trip.
Open the ADF paper chute (cover) of the ScanSnap to turn the power on. Hold the right side of the ADF paper chute (cover) of the ScanSnap then open it or press the [Scan] button to turn it on. Open the feed guide of the ScanSnap to turn the power on.
Hold the right side of the ADF paper chute (cover) on the ScanSnap, and then open it to turn it on.

Open the ADF paper chute (cover) fully so that the [Scan] button lights up in blue.

When the ADF paper chute (cover) is opened, the extension will rise automatically.
Open the ADF paper chute (cover) of the ScanSnap to turn the power on. Hold the right side of the ADF paper chute (cover) of the ScanSnap then open it or press the [Scan] button to turn it on. Open the feed guide of the ScanSnap to turn the power on.
Press the [Scan] button or [Stop] button on the ScanSnap to turn the power on.
Prepare a profile in ScanSnap Home.
1. Click the [Scan] button at the top 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 in the application list that appears when you click Launchpad in the Dock.
2. Click to display the [Add new profile] Window.
3. Select [Business Trip Expenses] from the template list.
  
  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.
HINT
- The currency on receipts is automatically obtained from the locale (information of country and region) of your computer.
- To change the currency and relevant items for a receipt, refer to Specifying a Text Recognition Language for Each Document Type.
In the home screen on the touch panel, select the profile that you added in step 3 from the profile list.
Check that the profile that you added in step 3 is selected in the profile list in the scan window.
Scan documents with the ScanSnap.

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.

Load multiple receipts with different widths and lengths in the ScanSnap and scan them 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.
2. Place documents in the scan area of the ScanSnap.
3. Press the [Scan] button to start scanning the document.
  To continue scanning, place the next document 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
  The timed mode enables you to scan documents automatically without pressing the [Scan] button. For details, refer to Scanning Documents Using Timed Mode.
4. Press the [Stop] button to finish scanning documents.
5. Select a method to save scanned images in the [ScanSnap Home - Image scanning and file saving] window of ScanSnap Home.
  Windows
  Select [Crop and save flat document images as-is] and then click the [Save this image] button.
  
  Mac OS
  Select [Flat] and then click the [Save this image] button.
  HINT
  Click the [Check/Correct] button in the [ScanSnap Home - Image scanning and file saving] window to correct the scanned image.
  
  For details, refer to the following:
  
  Correcting the Document Orientation
  
  Modifying the Crop Area of a Document
  
  Filling in the Captured Finger Areas in the Scanned Image of a Document
6. Pull out the extension and the stacker on the ADF paper chute (cover).
7. Pull the stacker towards you.
8. Pull out the extension.
9. Attach the Receipt Guide.
  
  For details, refer to Attaching the Receipt Guide.
10. 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.
11. Pull out the extension on the ADF paper chute (cover) and open the stacker.
12. Align the leading edge with the center of 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.
  
  Load all documents over one another above the pick roller (center). Documents that are not loaded above the pick roller cannot be fed.
  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.
  HINT
  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.
  
  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 open
15. Press the [Scan] button. 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.
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.

Claiming Expenses for a Business Trip

See also