Adding or Editing Receipts

You can add or edit receipts to an open or rejected expense report at any time before you submit it for approval.

Note:

Depending on your company's OpenAir account configuration, a specific expenses policy may be defined for each project to enforce any restrictions and limits on the expenses you can claim.

If the project expenses policy only allows specific expense items, you can only select from these options when adding or editing a receipt for this project.
If there is a maximum cost or a fixed rate enforced for a specific expense item, the cost you enter will be changed to respect the expenses policy.

Tap the Policy tab to view the details of the relevant project expenses policy.

To add or edit a receipt

Do one of the following:
- On the dashboard, tap the Create receipt widget or the Create widget and then tap Receipt and choose the expense report you want to add the receipt to. See Widget gallery.
- On the open expense report screen, do one of the following:
  - To add a new receipt or a receipt draft, tap the Receipts tab and tap the add icon in the toolbar (iPhone) or the add button on (Android).
  - To edit an existing receipt or a receipt draft, tap the corresponding receipt summary on the expense report screen.
The New Receipt or Edit Receipt form appears. The form shows the same information as the receipt form in OpenAir. See Receipts in OpenAir Mobile.
If you are adding a new receipt, choose the type of receipt using the selector at the top of the Details tab. For more information, see Receipts in OpenAir Mobile.

To add or edit most information on the form, tap the corresponding line, then, depending on your device:
- If the line includes a caret icon on the right tap the line and select an option or to enter additional information about a subform. For example, tapping the Price field for a foreign currency receipt brings up a subform letting you enter the price in the foreign currency and exchange rate (if applicable) or enter the information. You need to select or enter all required information with the mention “Required” before you can save the receipt.
- If the line includes a toggle, tap the toggle to change the value. The toggle shows in grey when Off and in green when On.
- For text and number fields, tap the line and use the on-screen keyboard to enter a value, tap the clear icon to clear the existing value.
- For date fields, tap the line and pick a date from the calendar, tap the clear icon to clear the selected date.
Repeat to enter or select all information about the form. You need to select or enter all required information with the mention “Required” before you can save the expense report. Read-only information shows in gray color text. If the line includes a toggle, tap the toggle to change the value.
You can add or delete attachments directly from the form.
- To add an attachment, tap the attach photo or file button, then:
  - Tap the Open camera option and take a picture of the attachment.
  - Tap the Select photo from library option and choose the file from your library.
  - Tap the Select file from cloud (iPhone) or Select file(s) from documents (Android) to select a file on iCloud or documents on your device.
- To remove an attachment, tap the cross in the top right corner of the attachment you want to remove.
If you are editing a receipt, you can also manage attachments on the Attachments tab. See Editing attachments.
To save the receipt, tap Done in the top right corner of the screen on iPhone and Android to save the receipt and return to the expense report.

Copying an Existing Receipt

You can copy an existing receipt if you want to add a receipt with similar information details or properties. All the receipt details from the existing receipt will be copied across to the new receipt.

To create a new receipt from an existing receipt on the expense report:

On the expense report screen, tap the more icon on the receipt you want to copy then tap Clone receipt in the context menu. See Receipts in OpenAir Mobile.

The Clone receipt screen appears.
The Clone receipt screen is similar to the New receipt screen. Change any of the main information details or additional settings. See Editing Expense Report Properties.
Tap Done to save the properties, create the new receipt and return to the expense report. The new receipt shows the same information as the receipt you copied. You can now edit the information. See Adding or Editing Receipts.

Adding receipts using the Draft Inbox

You can add receipt drafts from your draft inbox to any open or rejected expense report. See also, Working with Drafts in OpenAir Mobile.

To add a receipt

Select the expense report from the list of expense reports.
Tap the Receipts tab and tap the add icon in the toolbar (iPhone) or the add button on (Android).
Tap the Add receipt from draft inbox option.
Select the receipt draft from the draft inbox.
Change any of the main information details or additional settings. See Editing Expense Report Properties.
Tap Done to save the receipt properties and return to the expense report. See Adding or Editing Receipts.

Note:

The receipt draft form is designed for quick information entry – it includes only the most important standard fields and ignores the usual standard and custom business rules for receipts in your company's OpenAir account. You may need to enter additional information before you can save the receipt.

Moving an Existing Receipt

You can move an existing receipt from an expense report to another if you want to change the expense report of the receipt. All receipt details from the existing receipt will be moved across to the new receipt.

To move a receipt from an expense report to another:

On the expense report screen, tap the more icon on the receipt you want to move then tap Move receipt in the context menu. See Receipts in OpenAir Mobile.

The Move receipt screen appears.
Tap the Move to and then tap the expense report you want to move the receipt to.
The Move receipt screen is similar to the New receipt screen. Change any of the main information details or additional settings. See Editing Expense Report Properties.
Tap Done to save the properties, create the new receipt and return to the expense report. The new receipt shows the same information as the receipt you copied. You can now edit the information. See Adding or Editing Receipts.