AUXILIARY RECEIPT/INVOICE SCANNING PROCEDURES You

AUXILIARY RECEIPT/INVOICE SCANNING PROCEDURES

You will be sent an e-mail with the new electronic AP expenditure form. This form will be used for all receipts

and invoices. We suggest adding your printed name to the form under signature and then saving this fillable

PDF form on your computer in a place that is easily found. Remember that the AP office assigns the actual

Banner account code. It is your responsibility to assign to the proper index number.

STEPS TO SCANNING INVOICES/RECEIPTS

Sign the actual invoice or receipt. Unsigned invoice or receipts will be returned. Scan the signed

invoice/receipt and save to your “DOCUMENTS” file with vendor name and the amount.

STEPS TO COMPLETING ELECTRONIC EXPENDITURE FORM

Access the form on your computer.

Using the drop down arrow, select if you are submitting P-Card (Purchasing Card) or invoice for direct Vendor payment

(Charged on Account)

Select your index number using the drop down box. If you are splitting among 2 or more index numbers use

the black square box and type in the index numbers and amounts

For Culinary Services – if your purchase is Farm to Campus (Montana Made) please complete the F2C section with

amounts and check marks. If not completed correctly, receipt and form will be returned to you for corrections.

Complete the information section. You will not need to print this out and sign. By signing the actual

invoice/receipt before scanning is your signature of approval. BUT you will need to print your name on this

form.

ATTACHING INVOICE/RECEIPT SCAN TO EXPENDITURE FORM PDF

To insert the invoice/receipt scan to this PDF, click on

TOOLS – PAGES - INSERT FROM FILE

You will get this pop up. Select the scanned invoice/receipt you want to attach.

You will receive this pop-up.

Location = Change to Before

Select First

Then hit OK

You will get this screen showing the invoice/receipt and the expenditure form PDF together.

Click on FILE – SAVE AS

P-Card receipts save as follows:

Vendor Name – P-cardholders last name – date on receipt

IE: Walmart – Bazzell – 5-23-17

Invoices save as follows:

Vendor Name – Invoice Number – Invoice Date

IE: ABC – Inv. 456789 – 5-23-17

Change the file name accordingly and click on SAVE!

You can either save the file & initial scan but not needed or destroy the file since you will have the original

invoice/receipt in your possession!