Procountor Mini has feature for photographing and adding PDF expense receipts on smartphone and adding receipt information electronically. The application digitises the receipts and transfers them to Procountor automatically for use on travel or expense invoices, bank statements, sales invoices, purchase invoices and journals.
Download Procountor Mini from application store. More detailed information about Mini's other features can be found here. There are no user right restrictions to receipt features. User can just login to Mini and start using the receipt features.
The usage of Mini's receipt features and travel and expense invoice features has been chargeable since 15th of August 2020. Further info can be found here.
Photographing receipts with Mini
1. Start by clicking the + sigh in the Mini app and selecting New receipt.
2. New receipt can be added by clicking Take photo (opens camera) or Attach file (opens attachment file from smartphone). When using Take photo or Attach file functions, Mini applies OCR (optical character recognition) and reads meta data from the photo or attached file, and enters it to the information of the receipt.
- It is possible to take pictures of invoices which are several pages long by taking one picture at the time and clicking Take photo button as many times as necessary.
- By clicking Attach file a PDF file can be added from the smartphone.
3. Mini applies OCR to the photo of the receipt. When applying the OCR to a picture of a receipt, Mini reads the meta data from the picture and inserts it to the information of the receipt. The condition of the receipt and the quality of the picture affect to how much meta data Mini can read from the picture. The meta data inserted to the receipt information can be manually modified.
- Mini automatically applies OCR to the taken photo or the file attached from mobile device’s gallery.
- Things to consider when applying OCR:
- The file must be in jpg, png or pdf format. Usually when the picture is taken with a phone, the format is jpg.
- The maximum size of the file is 10mb.
4. If the condition of the receipt and the quality of the picture are good enough, OCR can be used and Mini reads the meta data and inserts it to the information of the receipt.
- If OCR can be used, Mini reads the following meta data:
- Sum
- Place of purchase
- Payment method
- Date
- VAT
- If the condition of the receipt and the quality of the picture are poor, Mini cannot necessary read all of the meta data.
- If there is a foreign VAT on the receipt, Mini inserts 0% to the VAT field in receipt information.
- If the usage of the OCR fails, Mini gives a notification about it. In the notification window, it is possible to either try again or add the missing info.
- It is possible to modify the info in receipt information manually either in Mini or in Procountor.
5. Review and make adjustments to the receipt info, if necessary.
- Products are from Procountor's travel and expense product register.
- No more than five products can be added to the invoice. Of the invoice has many rows add all those rows together which have the same product (from register) and VAT percentage.
6. Save the receipt after which the receipt will be sent to Procountor.
- All sent receipts can be found from Mini's receipts section.
- When the receipt has been attached to an invoice the application will show it by adding a checked mark to the left hand side of the receipt.
Handling receipts in Procountor
Receipts that are photographed by Mini can be found from Procountor Search > Cost receipt management, from New receipts widget and from invoice attachment panel Add files > Add from cost receipt management.
New receipts widget
All receipts from Mini can be found from New receipts widget.
- When clicking the receipt from the widget the picture of the receipt opens to the view. Receipt information can be modified in this view.
By clicking Mini receipt management button the user can move to Cost receipt management view where all the receipts are.
- By default the unhandled receipts are shown in the view. Handled can be seen by selecting them from the search criteria.
New travel and expense invoices can be created by clicking Create expense claim or Create travel invoice button.
- Receipt row information is automatically transferred to the invoice.
Cost receipt management
All receipts that are taken with Mini can be found from cost receipt management. Cost receipt management view can be accessed either from New receipts widget by clicking on Mini receipt management button, or from Procountor's navigation by selecting Search > Cost receipt management.
- By default the unhandled receipts are shown in the view. Handled can be seen by selecting them from the search criteria.
- New travel and expense invoices can be created by clicking Create expense claim or Create travel invoice button.
- A new receipt can be added to the view from user's computer with Add new receipt button.
- When clicking the receipt the picture of the receipt opens to the view. Receipt information can be modified in this view.
Adding a new receipt from computer
A new receipt can be added to the cost receipt management view from user's computer without photographing the receipt with Mini.
1. Go to the Search > Cost receipt management -view
2. Click Add new receipt button.
3. In Edit cost receipt -view select Add Files > Add from computer and choose the receipt from computer. You can also drop the file.
4. The receipt will then work the same way as if you had photographed it with Mini.
Adding receipts to invoices
The receipts can be added to ready made bank statements, sales invoices, purchase invoices and journals.
1. Go to the invoice (Invoice or Accounting view) and click 
button.
- Receipt's row information is added to the purchase invoice when the attachment is added in Invoice view.
- The automaton will only work in Invoice view and if the rows should not be added the attachment should be added in the Accounting view.
2. Select Add attachment > Add from cost receipt management.
3. Add the receipt to the invoice.
Usually purchase invoices have the row information ready when the receipt is attached to the invoice. If the new receipt is added to the invoice in Invoice view the row information from the receipt will be added to the invoice.
- Add the receipt to the invoice in Accounting view to avid the additional rows.
- The additional information that has been written to the receipt can be seen in Invoice notes field.
- If the receipt is added in the Invoice view the additional information can be seen in the Row comment field.
Invoice postings and dimensions cannot be added in Mini. It must be done in the invoice.