Receipt Inbox

  • Updated

The Receipt Inbox is a central Unimarket feature, that allows suppliers and communities to submit receipts electronically via a dedicated email address. 

Feature Note: The Receipt Inbox is not enabled automatically; communities must contact their Unimarket Customer Success Manager to request enablement.

 

Receipt Inbox Overview and Access

Users with the Expenses or Expenses Administrator roles, can access the Receipt Inbox. By, navigating to the Expenses module > and select Receipt Inbox (on the left side panel).

 

Search and Customized Filters

  • Search: Search by email address, email subject or attachment filename.

  • Date: Customize date search, by clicking the Date field.

  • State: You can filter by Archived, Expense Created, Incomplete or Ready.

  • Assignee: Search by the assignee designated to the entry.

 

Download, View, Delete Receipt

To download, view and/or delete the receipt entry, select the encircled down arrow.

  • Download icon: Will download the receipt.

  • View (Eye) icon: Will open the receipt to view.

  • Delete (Trash) icon: Will remove the receipt entry from the Receipt Inbox.

 

Receipt States

The State field defines the status of an receipt:

  • Archived: No longer active, while keeping it for records and reporting (Use Case: When a receipt has been fully processed, reconciled, or no longer needs edits).

  • Expense Created: The receipt was successfully attached to an expense claim. turned into an invoice (a link to the created invoice is retained).

  • Incomplete: Set a receipt to incomplete, when required information is missing or corrections are needed, before processing.

  • Ready: When the receipt can move forward for review or processing.

 

Actions Available in the Receipt Inbox

For receipt entries, hover to the right for the available options (depending on the receipt state):

  1. More Actions: Appears by hovering to the right of the receipt entry and will populate additional actions.

    • Reassign - Allows users to reassign receipts to other users in the community.

    • Add Note - Allows users to add a note to the receipt for reference, visible to all users with Receipt Inbox access.

    • Archive - Designates the receipt as an archived entry.

 

Receipt Inbox Attachments Rules

The following rules apply to attachments received in the Receipt Inbox:

  • Attachments must be under 30 KB (for DOC, XLS, XLSX, DOCX, and PDF file extensions).

  • Files smaller than 30 KB will be automatically deleted and will not be visible, unless they are one of the accepted file extensions listed above.

  • Files over 50 MB will be automatically deleted and will not be visible in the Inbox, regardless of file extension.

  • Dangerous files will be quarantined and removed.