Scan receipt or invoice

Purpose

  • Snap a photo or upload a PDF of a receipt or supplier bill. KinraSoft runs OCR, suggests a document, and you confirm before it posts.
  • The typical result is an Expense. Change the type to Purchase Invoice when the paper is a supplier bill you still owe.
  • Screen: side menu Scan Receipt/Invoice. Needs file upload permission.
  • Assistant: Purchases & money out → Scan receipt, or type Scan receipt. On a phone, Open Camera. On a desktop, Browse for an image or PDF, then Upload. Chat uses the same file control as the scan screen.
  • Do not type “how to scan a receipt” if you want the upload panel. Use Scan receipt.

Before you start

  • You are in the current company you want to post into. See Screen vs KinraSoft Assistant.
  • Screen scan: your role has file upload. If the menu is missing, use AI Agents, or ask the owner to grant the permission.
  • Expense accounts and (for bills) suppliers exist, or you will create them when the wizard asks.
  • Optional: Expenses Setting (cog on the scan listing) so repeated vendors map to the right expense account.

Assistant

  • AI Agents → Purchases & money out → Scan receipt.
  • Snap the receipt, or Browse and drop the file. Click Upload.
  • Wait for OCR. Read the suggested document (usually Expenses), supplier or receipt from, date, amount, and account.
  • Correct anything wrong. Confirm. KinraSoft asks before posting.
  • Open the matching listing (Expenses, Purchase Invoice, and so on) to print or finish fields the chat skipped.

Screen — upload

  • Scan Receipt/Invoice.
  • Cloud-upload icon → add image or PDF → upload.
  • The file appears on the Attachment List. Filter Document Type, dates, and Outstanding (All / Pending / Completed) if the list is long.
  • Select the row. OCR or Create New Document (file-medical) builds the transaction from the scan.
  • Check the form. Save.

Screen — change type

  • If OCR chose Expenses but the paper is a supplier bill you still owe, select the attachment → Change Document Type.
  • Pick Purchase Invoice, or leave Expenses. Save.
  • Create or open the document again so it uses the new type.
  • Reclassify on this listing currently offers Expenses and Purchase Invoice. Other types (cash purchase, payment, journal) are keyed on their own screens, or use the Assistant chips on the purchase cycle page.

Expenses Setting

  • On Scan Receipt/Invoice, open Setting (cog).
  • Map vendors or keywords to default expense accounts.
  • SAVE. Later scans fill Account from this table when they can.

Open, delete, or retry

  • Folder icon: open the attachment.
  • Dust-bin: delete a scan you do not need.
  • After a document exists, finish print, tax, or Submit E Invoice on that document’s screen.

What the scan becomes

  • Petrol, parking, or a small slip already paid. Make it Expenses, or a cash-book expense. A purchase invoice would leave nothing outstanding.
  • Supplier tax invoice, pay later. Make it a Purchase Invoice. An expense would skip accounts payable.
  • Counter buy paid now. Key a Cash Purchase if the scan created an Expense. A second cash-book payment would bank the money twice.
  • Not a cost (money in, journal, payroll). Use the matching wizard or screen.
  • Unless you say the amount already includes SST, prices are treated as before tax.

If something goes wrong

  • No Scan Receipt/Invoice in the menu. You need file upload. Scan from AI Agents if the chip is shown.
  • Chat explained how-to, and there is no upload panel. You asked how to scan. Type Scan receipt, or tap the chip.
  • OCR amounts or vendor are wrong. Edit on the confirmation form before Save. Re-scan a clearer photo if needed.
  • Posted as Expense but it is a supplier bill. Change Document Type to Purchase Invoice, or credit or delete the expense and raise a purchase invoice.
  • Posted into the wrong company. Switch Company, then void using the correct procedure.
  • Setting does not fill Account. Save Expenses Setting, then scan again, or pick Account by hand.

Next