Purpose

This document describes the process that enables cardholders to provide receipts (proof of purchase) for money spent out of their DTE Bendigo bank account (approved budget) to Fincom’s online financial/bookkeeping recording (spreadsheet) software.

Reason

Cardholders must upload receipts for ALL payments made from DTE provided funds - in accordance with the terms and conditions of their approved budget and DTE Rules.

Outcome

Every DEBIT (expense) in a cardholder’s gSheet will have a corresponding link to a receipt or invoice as shown in gSheet row diagram below

Assumptions

Cardholders can 

• access their GSheets and Google Drives via the links provided in their monthly notification emails from FinCom (if they have had an expenditure in the preceding month)
• Photograph or scan their receipts to an electronic file
• have access to the internet or phone data to upload receipts to Google Drive, then link them to their gSheet

Process Overview

NOTE: Renaming receipt/invoice file can occur before uploading to Google Drive or after the file has been uploaded to Google Drive (see procedure)

Responsibilities

Cardholders must

• Upload one receipt per transaction with date, supplier, invoice & amount
• De-identify (redact) personal information (if applicable)
• Obtain receipts from others who have spent money from their account or budget
• Upload receipts/invoices to Google Drive in jpg, png or pdf format
• Rename electronic files of receipt to Fincom naming convention
• Link receipt files to the corresponding bank transaction listed in their gSheets

FinCom will

• Download expense lines from Bendigo Bank to cardholder gSheet
• Reconcile receipts with bank expenditure lines
• Provide assistance to cardholders - if required email This email address is being protected from spambots. You need JavaScript enabled to view it.

Rules

• No personal expenses on DTE funded receipts or invoices
• One receipt/invoice per photo/scanned file (jpg or pdf)
• All expense items must be shown in single file that adds up to receipt/invoice TOTAL (even if it has to be several pages) e.g. grocery receipts can be very long
• Receipt files can be viewed the right way up (rotate if required) when opened (use software to rotate
• Rename receipt files in accordance with FinCom naming protocol

Redacting or removing personal information from receipts/invoices

Some receipts or invoices may be provided by suppliers with personal information such as a credit card number, address and/or phone number.

Cardholders are entitled to obscure data or text either physically or using software on a document and/or within an electronic file for personal, legal or security reasons.

Either  

1. put a post pad over or black out using a pen any unwanted text/info on paper and photograph or scan receipt/invoice to a jpg, png or pdf (easiest)

1. Use online editing software to create a black box/rectangle to cover information, and then resave the file with info obscured (harder not all software has this editing capability) 

File Renaming

Fincom requests receipt files (jpg, png or PDF) are all labelled in the following Y (Year), M (Month), D (Day) format. Cardholders can rename files either on their computers, or on their Google Drive after they are uploaded. 

Renaming files on Google Drive

The procedure below describes how to rename a receipt file after its been uploaded to a cardholder’s Google Drive 

STEP

ACTION

Open your Google Drive

Click on  ‘Upload New files into this folder’  to open web window

1

Upload receipt file to your cardholder’s Google Drive either by

1. Using your mouse to drag a file from file manager (Finder on Apple, or Windows Explorer on Microsoft) to Google Drive folder window ‘Upload New files into this folder’ 

OR

1. Right click mouse in the Google Drive window 

From the dialogue box select the Upload Files

Use your File Manager program to navigate to your receipt file 

Click on to select file

Click Upload button 

Result: Google Drive will show a box that provides a status of the upload. When complete a tick will appear in the box, and the receipt file will be listed in the Google Drive folder

2

Use mouse cursor to click on file to be renamed

Result: Selected file is highlighted

3

Right click mouse 

Result: Reveals dropdown dialogue box with editing/file options

4

Move cursor to highlight and select the Rename option

Result: Rename box appears.

5

Type the correct receipt file format  ‘YYYYMMDD Supplier Inv Amt’. e.g. 20210514 Bunnings $230.00.jpg

6

Click OK 

Result: File name has been changed. 

Linking Receipts

There are two parts to Linking Receipts from a cardholders Google Drive to its corresponding transaction on their gSheet spreadsheet: 

1. Create a link from the receipt file that has been uploaded to Google Drive, and
2. Copy this link to cardholder’s gSheet 

STEP

ACTION

1

Open Folder in Google Drive that contains the receipt file typically either

1. Upload New Files to this folder, or
2. 202021 Folder.

2

Use mouse cursor to click on the receipt file to be linked

Result: Selected file is highlighted

3

Right click mouse 

Result: Reveals dropdown dialogue box with editing/file options

4

Move cursor to highlight and select the Get Link option

Result: The Get Link  box appears (see below)

5

Click the Copy Link button

Result: A link to the receipt has been created and stored in Copy/Paste function

6

Go to Paste Link in gSheet procedure

STEP

ACTION

1

Open your cardholder gSheet  (link is in your monthly email from FinCom.)

2

Use your mouse to click on the cell under the DRIVE LINK (column K) heading that corresponds to your receipt. 

Result: Selected cell is highlighted

3

Right click mouse 

Result: Reveals dropdown dialogue box with cell editing/file options

4

Move cursor to highlight and select the Insert Link option

Result: The Insert Link  box appears (see below)

5

Click the Copy Link button

Result: A link to the receipt has been created and stored in Copy/Paste function

6

Move cursor to Link box, right click and select Paste

Result: Link copied in the last procedure appears in box

7

Move cursor to Text box (above the Link box) and type ‘LINK’

8

Click the Apply button

Result: The word ‘LINK’ appears in the selected gSheet cell

9

Using your cursor to hover over the word LINK, will make the link and a copy of the receipt appear. 

10

Using your mouse to click on LINK, will open a new window in your web browser and a view of the receipt that has just been linked.

Terms and Definitions

gSheet

Google Sheet - a spreadsheet like Excel accessed on the web. Fincom uses a gSheet to record bank transactions and links to receipts stored in a cardholder’s Google Drive

Google Drive

Similar to Dropbox, a web-based file storage facility, cardholders can upload their electronic receipt files and create links to expenditures for their gSheets

Upload

The process of transferring a file from a PC or mobile into a web-based computer system e.g. photos to Facebook

FCM

Acronym for Fincom or DTE Financial Committee

Receipt

A receipt is a document acknowledging that a person/supplier has received money in payment following a sale or other transfer of goods or provision of a service. 

Invoice

A commercial document issued by a seller to a buyer, relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the seller had provided the buyer.

jpg

File format usually of a photo taken with a mobile phone

pdf

A file format for capturing and sending electronic documents in exactly the intended format.

png

Acronym for ‘portable network graphic’ - same as jpg - this is a graphic file format

redact

Obscure (part of a text) on a document or within a file for personal, legal or security purposes

DTE

Acronym for Down to Earth Coop - a legal entity with rules that allow the distribution of funds to support approved activities/budgets

Cardholder

Individuals who are designated by DTE to receive funding, delivered via a Bendigo bank account, for which they are responsible to account for expenditure in accordance with their approved budget and DTE rules.