Create Misc Expense from PDF or Image

Prerequisites

• Purchase OCR Scanning Option (See Corecon Addons Order Form: CoreconOrderForm_Addons.xlsx)

Create Misc Expenses from PDF or Image Steps:

1. Click the 'Vendor Hub' icon on the left menu.
2. Scroll to the bottom and click 'Create Misc Expenses from PDF or Image' link.
3. Select or drag the Vendor expense in PDF or image format to the upload area (dotted box).
4. Wait until the file has been scanned then click the 'Files Ready for Processing' tab.
5. Locate the file in the listing then click the Actions drop-down on the right.
6. Click 'Convert' in the Actions drop-down. This will open the 'Add Misc Expense' form. Text extracted from the scan will be prefilled in the form saving data entry.
7. Select or enter all required fields that are blank. Labels are marked in red.
   • Select or enter the Expense Date.
   • Select the Project and Prime Contract.
   • Optional: Select the CO # Reference.
   • Optional: Select the WO # Reference.
   • Select the Company and Contact (eg. your firm and employee).
   • Select the Payment Type. Examples are Credit Card, Cash, Check.
   • For the Payee Type, select either 'Employee' or 'Company'.
   • If Payee Type is set to 'Company', then Payee Company is required. Typically, a credit card company (eg. Amex) would be selected if payment was made via credit card.
   • Optional: Select the Expense Type (eg. Gas, Materials, Food).
   • Enter the Description, Quantity, Unit of Measure and Unit Price.
   • Select the Job Cost Code.
   • Optional: Select the Tax Code.
   • Select the Cost Resource (M/L/E/S/O) which will categorize the expense by Material, Labor, Equipment, Sub, and Other. The default value is Other (O).
   • For Cost Plus Prime Contracts, select the Billable Status: Billable, Unbillable, or On-Hold. For Fixed Lump Sum and Unit Price Contracts, this field is irrelevant.
     • Billable: Expense can be imported into Prime Contract Invoice.
     • Unbillable: Expense cannot be imported into Prime Contract Invoice.
     • On Hold: Unclear at this time if expense can be passed on to the customer.
   • Optional: Update the Status
     • Status Date
     • Status: Draft, Pending Submission, Pending, Approved or Not Approved
     • Approval Contact
8. Click the 'Save' or 'Save and Close' button at the bottom.