Web upload

When working in Shared Travel Services, you can upload receipt images directly into your image library. You can do this whenever you want - you don't need to wait for the transaction and statement to be loaded into the system first.

Your image library supports the following file formats: .jpg, .jpeg, .gif, .png, .tif, .tiff, .xls, .xlsx, .doc, .docx and .pdf. (Note: It does not support .bmp files.) The image library also applies a maximum file size of 5MB for each image uploaded via the application. If a file exceeds this, make it smaller by changing the resolution, colour, image format or compression.

The image library allows you to preview .pdf and image file formats. Other file formats (.xls, .xlsx, .doc and .docx) are displayed with placeholder icons.

To upload a receipt image within Shared Travel Services:

1. If you want to:
   • Upload images for more than one transaction:
     • Select Image Library from your user menu, or
     • Click the Manage Receipt Images link at the base of the statement, requisition or expense report.
   • Upload an image for a particular transaction (and potentially code it at the same time), click on the Coding tab of the Transaction Details window.

   The image library opens, automatically displaying all unlinked images uploaded within the last six months. To display linked images or all images ever uploaded to the library, click , change the default selections and click Search.

2. Click Upload.
3. When File Explorer opens, browse to the location of your image(s), select them and click Open.

   Note: To upload more than one image at once, you need Internet Explorer 10+, Mozilla Firefox 3.6+, Safari 5.0+ or Google Chrome.

   Depending on the file size and number of images you selected, you might see a panel that displays the overall progress of the upload and the upload progress of each individual image. If there is a problem with a file, the progress panel stays open and an error message displays. You can either cancel the entire upload, remove the file from the upload, or manually start the upload (which automatically excludes the problematic file).

   When the upload is complete, the image(s) appear in the image library. If you click the image preview, details such as the name, size and date of upload display. To enlarge the image, click the magnifying glass icon in the top left corner.

4. Link the image to transactions within an expense report, account statement or requisition, or to an individual card or cash transaction.

   Note: As an alternative to browsing to your images via the Upload button, you can drag and drop them directly into the image library if you use Internet Explorer 10+, Mozilla Firefox 4.0+, Safari 5.0+ or Google Chrome.