Capture a receipt as an expense

The steps

Find it

1. Every screen is in the menu on the left. Under CORE, tap Expenses & Bills. On a phone, open the menu with the button at the top left first.
2. The tabs sort your spending by kind. Tap Expenses for card and cash spend with a slip behind it.

Capture the receipt

1. Tap Capture Receipt. On a phone or tablet this opens the camera; on a computer you upload a photo or PDF of the slip.
2. Tap Choose a Photo or PDF and pick the slip. Ledgr reads the supplier, the date, the amounts and the supplier's VAT number off it.
3. Check what it read: Corner Hardware, R 400.00 before VAT and R 60.00 VAT. Each field says how sure Ledgr is; correct any it misread.
4. Ledgr guessed the category. Tap Office Supplies and choose Repairs & Maintenance: the category decides where the spend lands in your reports.
5. Tap Save Expense. It is saved as a draft with the slip attached. No slip, or too faded to read? Enter Manually takes the same fields.

Scenario: the slip shows no VAT

1. Tap Capture Receipt, then Enter Manually.
2. In Vendor, type Saturday Market Stall.
3. In Amount (excl. VAT), type 250. Ledgr adds VAT at the standard rate, which this slip does not show.
4. In VAT, type 0. Without a tax invoice from a VAT-registered supplier, you may not claim input VAT.
5. Tap Save Expense.

Scenario: the expense needs sign-off

1. Tap Search expenses… and type Corner.
2. Tap Submit for approval on its row. It waits in Approvals for someone allowed to approve expenses.

More detail is in the guide.

Check yourself

1. What does the percentage beside a field such as Vendor tell you?

   • The share of the total you can claim back as VAT
   • How sure the scanner is about what it read
   • How far through the upload the file is
   Show the answer

   How sure the scanner is about what it read

2. You capture the same receipt file a second time. What does Ledgr do?

   • It refuses the file and deletes the second copy
   • It merges the two into one expense without telling you
   • It shows a Scanned before notice saying what the first scan became
   Show the answer

   It shows a Scanned before notice saying what the first scan became

3. A market stall that is not VAT-registered gives you a slip with no VAT on it. What do you enter as the VAT?

   • The figure Ledgr works out at the standard rate
   • 0, because without a tax invoice from a VAT-registered supplier no input VAT may be claimed
   • The whole total, so that the expense adds up
   Show the answer

   0, because without a tax invoice from a VAT-registered supplier no input VAT may be claimed