Kevin McKeever's Electronic Portfolio - Expensify€¦ · Web viewOnce your expense has been created, you can create new expenses, edit multiple expenses, merge expenses, export expenses,

Expensify User

ManualBlue Glacier Management Group

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Table of Contents

Page 1 – Title Page

Page 2 – Table of Contents

Page 3 – Logging Into Expensify, Changing Your Password in Expensify

Page 4 – Adding Receipts in Expensify

Page 5 – Creating and Managing Expenses in Expensify

Page 6 – Creating and Managing Expenses in Expensify (continued)

Page 7 – Creating and Managing Expenses in Expensify (continued), Proof of Purchase

Page 8 – Building and Managing Expense Reports in Expensify

Page 9 – Building and Managing Expense Reports in Expensify (continued)

Page 10 – Importing Cards and Bank Accounts to Expensify, Deleting Cards and Bank Accounts From Expensify, Installing and Using the Expensify Mobile App

Page 11 – Adding the Google Chrome Web App (for uploading receipts)

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General Notes About Expensify- At any time you wish to go back to a previous dialog box in Expensify, just click the red X in the top right

hand corner of the dialog box you are in.- There are many other nuances and organizational elements that have been built into this website. Many of

the functions are explained by simply scrolling over text or by tinkering around with the settings.- There is a lot of overlap in how the website is designed, selecting a variety of different buttons will often

bring up the same interfaces and dialog boxes.

Logging Into Expensify

1. Go to www.Expensify.com2. Select “sign in” in the top right hand corner of the webpage3. Key in your Blue Glacier email address (ex. [email protected]) and account password4. Select “sign in”

Changing Your Password in Expensify

1) Select “Settings” near the top right corner of the webpage.2) Make sure “Account” is selected from the list of menus descending down the left side of the webpage, then

scroll down to the “Change Password” section of the webpage.3) Input all the required information and verify that all the information is correct.4) Select “Change Password”.

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Adding Receipts in Expensify

1) Select “Receipts” in the middle of the main menu bar near the top of the webpage.2) To import receipts, select “import from…” near the top left corner of the page under the main menu bar. You

can import from: a computer, a scanner, a mobile device, an email, a browser, Evernote, LG Mouse, or OneReceipt.

3) Once you select how you want to import the receipt, continue to follow the instructions provided by Expensify to complete the upload. Depending on which method you choose the instructions will change.

4) After your receipt has been uploaded you can choose to merge, scan, and delete receipts, as well as add them to a new report using the buttons near the top of the page right under the main menu bar. There are formatting options and help links to the left to help organize your receipts as well.

*Note: You can NEVER permanently delete receipts from Expensify once you upload them into the system. Even if you delete a receipt, it will always be archived in “deleted receipts”.

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Creating and Managing Expenses in Expensify

*Note: Only RELATED expenses may be grouped together in a single report (ex. buying IT supplies from multiple similar locations like Best Buy, Microcenter, Radioshack etc.) (ex. company sponsored event with hotel, flight, rental car expenses etc.)

1) Select “Expenses” near the top left corner of the webpage on the main menu bar.2) To create a new expense, select “new expense” button near the top left corner of the page under the main

menu bar. This will open up the “New Expense” dialog box where you can start creating new expenses. Select “One”, “A Few”, or “A Lot” from the tabs at the top of the dialog box depending on how many new expenses you plan to add to the report.

a. One (1 Expense): Choose either the “Expense” or “Mileage” tab in the top left hand corner of the dialog box depending on the type of expense you are inputting. Use the input fields to the left in the dialog box to enter the required information. After that information is filled out, click “attach” in the bottom right hand corner of the dialog box to open up the “Attach Receipt” dialog box to attach proof of the specific purchase. You can choose 1 of 3 options to add proof of purchase: (see Proof Of Purchase section below).

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b. A Few (1-10 Expenses): Input the appropriate information for “Date”, “Merchant”, “Amount”, “Tag”, and “Comment” by selecting the fields and adding data. Once all these fields have been filled out, select the little green + sign under “Amount” to add proof of purchase to a transaction. You can choose 1 of 3 options to add proof of purchase: (see Proof Of Purchase section below).

c. A Lot (> 10 Expenses): Select “import card/bank” in the middle of the “New Expense” dialog box. Follow steps 3-5 in the Importing Cards and Bank Accounts to Expensify section of this guide. Select “view expenses” to view the expenses accumulated in the specified account, or select “update” to update the account information before selecting “view expenses”. Once all the bank or bank card information is imported, select X in the top right corner of the “New Expense” dialog box, then select the general “Expenses” tab on the menu bar near the top of the webpage to view the imported expenses.

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Proof Of Purchase (Part of Creating and Managing Expenses in Expensify)

1. Upload an image from your computer or scanner: here you will select “import from computer” or “import from scanner” in the top right hand corner of the “Attach Receipt” dialog box, depending on which method you choose to use. Once the image is done uploading, click save in the bottom left hand corner of the “New Expense” dialog box, and your proof of purchase will be added to the report (Note: the import feature supports: JPEG, JPG, GIF, PNG, DOC, HTML, TXT, RTF, and PDF files)

2. Upload an image from your mobile device: here you will need to install Expensify’s mobile app on your smartphone (available in the app store for BlackBerry, iPhone, iPad, Android, or WebOS phones). Open the mobile app, take a picture of the receipt/proof of purchase (or business card if you choose to use this feature), fill out any other required information, then select “upload & scan” to upload the image to Expensify.com. Once the information has been uploaded to the site, select the information from the “Attach Receipt” dialog box, then click save in the bottom middle of the “New Expense” dialog box and your proof of purchase will be added to the report.

3. Forward an email to [email protected]: here you will email the proof of purchase to Expensify, who will in turn add the receipts to your account. Select the information from the “Attach Receipt” dialog box, then click save in the bottom middle of the “New Expense” dialog box and your proof of purchase will be added to the report.

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3) Once your expense has been created, you can create new expenses, edit multiple expenses, merge expenses, export expenses, delete expenses, add expenses to a report, and view reports using the buttons near the top of the page right under the general menu bar. There are formatting options and help links to the left to help organize your expense reports as well.

4) If you wish to edit any fields, select the field you wish to change and input the new data.

Building and Managing Expense Reports in Expensify

*Note: Only RELATED expenses may be grouped together in a single report (ex. buying IT supplies from multiple similar locations like Best Buy, Microcenter, Radioshack etc.) (ex. company sponsored event with hotel, flight, rental car expenses etc.)

1) Select “Create a report” from the Dashboard tab near the top middle of the webpage, or select “new report” if you have some reports created already.

2) Add a report title where it says “New Report”, as well as a Description, and a Purpose.3) Choose 1 of 2 options from the blue box in the middle of the webpage:

a. Select “add expenses” to open up the “Add Expenses To Report” dialog box. You can choose to search and select from existing, already created expenses using the search filter to the left then clicking “add to report”, or you can select 1 of the 4 other remaining buttons to: create new expenses (using “new expense”, this is the same interface as option b in this sequence), edit multiple expenses (using “edit multiple”), merge expenses (using “merge”), or delete expenses (using “delete”) from the report. All these buttons are located at the top left/top center of the dialog box.

b. See Creating and Managing Expense Reports in Expensify, number 3

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4) Once your report has been created and opened, you can submit, archive, delete, add more expenses, edit existing expenses, attach more receipts, or print as a PDF file using the buttons near the top of the page right under the general menu bar. There are formatting options and help links to the left to help organize your expense reports as well.

5) To view all the reports, select the “Reports” tab on the general menu bar near the top of the screen. From this screen you can choose to create a new report, export an existing report, or delete an existing report using the buttons at the top left of the screen under the general menu bar. There are formatting options and help links to the left to help organize your expense reports here as well.

6) If you wish to edit any fields, select the field you wish to change and input the new data.

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Importing Cards and Bank Accounts to Expensify

1) Select “Import card/bank” from the Dashboard tab near the top left corner of the webpage.2) Choose your bank from the list provided or type the name of your bank.3) Enter your bank account information and answer any security questions asked.4) Choose the bank accounts you would like to add to Expensify, then click Done.

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Deleting Cards and Bank Accounts from Expensify

1) Select “Settings” near the top right corner of the webpage.2) Select “Credit Cards” from the list of menus descending down the left side of the webpage.3) Select “edit” next to the account(s) you wish to delete from Expensify. (Note: If you have not added any bank

accounts or cards yet, you will only be able to import cards/bank accounts)4) Select “delete” near the bottom of the webpage, select “delete” again in the pop-up message box.

Installing and Using the Expensify Mobile App

1) See Creating and Managing Expense Reports in Expensify, number 3, Proof Of Purchase section, number 2

Adding the Google Chrome Web App (to upload receipts)

1) Select “Help” from the top right corner of the webpage.2) Use the search box in the top left hand corner of the page to type in “chrome”.3) Select “Expensify Web Receipts” from the search results. (This will bring up a good Expensify guide to help you if

you get lost in these instructions)4) If you do not have Google Chrome installed on your computer, install it now by selecting the

“google.com/chrome” link. If you do have it on your computer, make sure it’s the most up-to-date version by selecting “About Google Chrome” from within your web browser.

5) Select the “Expensify Web Receipts for Google Chrome” link, then select the blue “ADD TO CHROME” button to the far right of the Google webpage. Select “ADD TO CHROME” again in the popup window, and once the app has been added there should be a green “ADDED TO CHROME” message where the blue “ADD TO CHROME” message was before.

6) The web app will be located to the right of the Google Chrome search bar at the top of the browser. Select the icon and verify your email and password. Select allow to use the web app in Google Chrome.

7) Once the web app is installed and configured, you will be able to right click on any webpage and select “Create Receipt From Page” to upload an image of the webpage to the receipts section in Expensify. You can also select the Expensify icon in the top right hand corner of the browser and choose “Create Receipt From Page” which does the same thing.

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