Fax upload

If your company has enabled fax upload functionality, you can upload faxed images against your cash and card transactions, and transactions within your account statements, requisitions and expense reports.

When Shared Travel Services receives a faxed image of receipts, it reads the unique barcode on the fax (which identifies you as the user), and automatically places the faxed image into your personal image library.

You can upload receipt images via fax whenever you want - you don't need to wait for the transaction and statement to be loaded into the system first.

To fax a sheet of receipts into Shared Travel Services:

1. Either:
   • Select Image Library from your user menu, or
   • Click the Manage Receipt Images link at the base of the cash or card statement, requisition or expense report, or
   • Click on the Coding tab of the Transaction Details window for a particular transaction.

   The image library opens.

2. Click Upload via Fax.

   A generic fax template displays with text and barcodes that identify your solution, your company, and you as an employee. You can keep this generic fax template and use it over and over again.

3. Print the fax template.
4. Prepare your fax by following the instructions on the template.

   Warning: You must not cover the bar code with receipts.

5. Send the fax to the fax number specified at the bottom of the template. The image will be converted to a PDF image and will appear in your image library within a few hours. If the fax has more than one page, one PDF is created with multiple pages.
6. Link the faxed image to transactions within an expense report, account statement or requisition, or to an individual card or cash transaction.

Auto-linking

If your company has a certain implementation-level option enabled, faxed images are automatically linked to the relevant statements when they arrive in the system, making manual linking unnecessary. To achieve this you must print the uniquely configured fax template associated with the account statement. These unique fax templates contain text and barcodes that identify your solution, your company, you as an employee, the statement period, and the account statement.

Auto-linking fax templates are accessed via the Manage Receipt Images link at the base of the account statement.