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--- en:mydirecto [2026/07/16 16:42] – vilja
+++ en:mydirecto [2026/09/03 11:04] (current) – [3. List of submitted documents] vilja
@@ Line 364: / Line 364: @@
   *The substitute must have as many or more points than the person being substituted
   *In practice this means that a superior can proceed on behalf of a subordinate
+====== MyDirecto – Photographing expense receipts ======
+===== General description =====
+MyDirecto lets an employee **photograph** an expense document (receipt, invoice) with a mobile phone or **upload it from the gallery** (including screenshots, e.g. of e-receipts), add the necessary selections and a comment, and submit the document directly to Directo. MyDirecto can be used both on mobile and in a browser. Submitted documents are shown in the MyDirecto list "Uploaded documents", which mirrors Directo's **Document transport** register.
+:?: This solution can only be used if the company has the **new employee card** in use.
+In Directo, each submitted image creates an entry in the Document transport register, where an e-invoice is generated from the document image and an **Expense** or **Purchase invoice** can be created from the entry.
+When an image is submitted, the image and the user's selections (type, payment method, period, comment) are saved. **Processing the image with AI usually takes a moment** – until then the document is shown in the list with the status **"Processing"**. Once processing is complete, the data read from the receipt (supplier, amount, date) is shown in the list, and an entry is also created in Directo's Document transport register.
+{{:et:vilja20260716-105550.png?400}}
+===== Settings =====
+To submit receipts, the system must have **expense types** and **payment terms** configured that are allowed for use in MyDirecto, and these must be added to the employee on the employee card.
+If the settings are missing, the Expense Documents section is visible on the MyDirecto home page, but opening it displays an empty window with the message **"Not configured!"**. In this case, please contact your direct manager - they can add the necessary settings if the company has decided to start using the expense receipt photography functionality.
+{{:et:vilja20260902-113229.png}}
+{{:et:vilja20260902-113248.png}}
+==== Payment term ====
+**Payment term type**
+Two new types have been added to the payment term type selection:
+  * **Expense – reimbursable** – the employee has paid from personal funds and the cost is reimbursed to them
+  * **Expense – company payment method** – paid with a company payment method (e.g. a company debit or credit card)
+**Payment term**
+A **MyDirecto** option has been added to the payment term card (Yes/No, default No). Only payment terms set to "Yes" are available in MyDirecto.
+{{:et:vilja20260716-104203.png}}
+For info: in the MyDirecto photographing view, the payment term corresponds to the **Payment method** field.
+==== Expense type ====
+A **MyDirecto** option has been added to the expense type card (Yes/No, default No). Only types set to "Yes" are available in MyDirecto.
+{{:et:vilja20260716-104337.png}}
+==== Employee card ====
+On the **Employee data** tab of the employee card there are two multi-select fields:
+  * **MyDirecto payment terms** – the selection shows only payment terms whose card has MyDirecto = Yes. Multiple can be selected.
+  * **MyDirecto expense types** – the selection shows only expense types whose card has MyDirecto = Yes. Multiple can be selected.
+In MyDirecto, the employee sees only the types and payment terms that have been added to their employee card.
+{{:et:vilja20260716-104503.png}}
+===== Usage workflow =====
+==== 1. Adding a document in MyDirecto ====
+On the **Expense documents** home page there are two options:
+  * **Take a photo** – take a photo of the document with the phone
+  * **Upload** – select an image from the gallery
+{{:et:vilja20260716-105827.png?300}}
+==== 2. Filling in data and submitting ====
+In the image preview you fill in:
+  * **Type** – the expense type (e.g. Building materials)
+  * **Payment method** – the payment term (e.g. Company debit card)
+  * **Comment** – free text
+  * **Period** – the month the expense belongs to (selected with the arrow buttons). By default the period is the current month – the assumed workflow is that the receipt is photographed and sent right after the purchase. If the employee submits the previous month's receipts at the beginning of the next month, the period must be changed manually to the previous month.
+The type, payment method and period selections are remembered – on the next photographing the previous selections are pre-filled.
+The **Send** button submits the document. **Cancel** abandons the submission, **Delete** removes the image.
+{{:et:vilja20260716-110007.png?300}}
+==== 3. List of submitted documents ====
+The "Uploaded documents" list shows the supplier, amount, date and comment for each document.
+  * **Processing** – the image is being processed by AI; the data is shown after processing is complete
+  * **Upload error** – the image could not be processed
+If an image cannot be sent immediately (e.g. a slow internet connection), the uploaded images are kept in the device's cache and sending is retried automatically. Until then these documents are shown with the status "Processing".
+{{:et:vilja20260716-110109.png?400}}
+{{:et:vilja20260716-110124.png?400}}
+{{:et:vilja20260716-110142.png?400}}
+:!: **"Error uploading" – what to do?** If a document shows "Upload error", open the document via the edit (pencil) button, delete the current image, and take a new photo of the receipt.
+==== 4. Editing, deleting, retention ====
+:!: A receipt can be edited or deleted in MyDirecto as long as no follow-up document (an Expense or Purchase invoice) has been created from the entry in Document transport.
+{{:et:vilja20260716-110324.png}}
+When editing is possible, the changes made are automatically applied to the entry in the Document transport register as well. When a photographed receipt can no longer be edited, the edit (pencil) button is not shown next to that receipt in the list.
+When an image is deleted in MyDirecto, it is not removed immediately — the deletion can still be undone. However, once the page is refreshed or you navigate to another view, the deletion can no longer be undone. Only then, when undo is no longer possible, is the entry also removed from the document transport register.
+{{:et:vilja20260716-110701.png}}
+**Retention**
+The uploaded documents list **displays receipts from the last 90 days, up to a maximum of the 100 most recent** — regardless of whether a document has been created from them in Directo or not. Older receipts remain available in the Directo document transport register.
+==== 5. Directo Document transport ====
+Each submitted document is created in Directo's **Document transport** register (type //my-expense Expense//). The entry shows the submitter, the period (input document no., e.g. "July2026"), the document date, the selected payment method, the amount and the comment.
+In Document transport, an e-invoice is generated from the document image, and an Expense or Purchase invoice can be created from the entry. Once the document is created, its type and number are shown on the entry (in the **Document** and **Doc no.** columns).
+{{:et:vilja20260716-145801.png}}
+==== 6. Creating a document from an expense receipt ====
+An **Expense** or a **Purchase invoice** can be created from an expense receipt.
+:!: If a Purchase invoice is created from an expense receipt, this cost is NOT reflected in the expense reporter's reports ("Expender report", "Expender periodic report"), and when paying money out to the expense reporter with a Expense Due document, the disbursement balance does not show the cost balance arising from the purchase invoice. A Purchase invoice should be used only when the cost is not meant to go into the expense reporter's accounting (see the sub-chapter Purchase invoice).
+=== Expense ===
+Each receipt is a separate entry in Document transport. When an Expense is created from an entry, the expense data is filled in automatically: date, expense reporter, P-term (the payment method selected in MyDirecto), and the rows with the receipt data.
+**The same expense reporter's receipts are combined into one Expense (including attachments).** If an Expense is created from a further Document transport entry that has the **same expense reporter, same period and same payment method**, no new Expense document is created – that receipt's rows are added to the existing Expense's rows. This way, one Expense document is created per expense reporter, period and payment method, containing all of that period's receipts as rows.
+**Rows are filled in row by row from the receipt.** Since an e-invoice has been generated from the receipt in Document transport, all receipt rows are transferred to the Expense one by one – each receipt row gets its own row on the Expense. A single summary row is NOT created for a receipt.
+**Rule for the 'Time' (Aeg) field on the Expense row and header**
+  *The Expense **row 'Time'** is always filled with the receipt date, regardless of whether it falls within the selected expense period or not.
+  *The Expense **header 'Time'** takes the value of the latest date among the rows, whereby for a receipt that falls outside the period, the expense period's end date is used instead of that receipt's date. The same logic thus applies both to a single receipt and to combining multiple receipts:
+     *if all receipts fall within the selected period, the header 'Time' is the date of the latest receipt,
+     *but if some receipt falls outside the period, then the expense period's end date.
+{{:et:vilja20260716-112419.png}}
+**New field on the Expense: 'P-term' (T-ting)** A P-term field is added to the Expense document, where an entry can be selected from the payment terms register – the selection shows only payment terms whose card has **MyDirecto = Yes**. When an employee photographs a receipt in MyDirecto, they select the payment method in the photographing view (in Directo = P-term), and that selection is automatically carried over to the P-term field of the created Expense.
+{{:et:vilja20260716-112547.png}}
+=== Purchase invoice ===
+Some companies create a Purchase invoice instead for an expense receipt paid with a company payment method, because they do not want the cost to go into the expense reporter's accounting. For example, purchases made with a company debit card and debited from the bank are recorded as a prepayment to the supplier, and the purchase invoice created for the receipt is marked as paid by offsetting it against the prepayment.
+An example of two workflows when an employee uses a company debit card for purchases:
+**Workflow 1: Disbursement + Expense → expense reporter balance 0.00**
+//(recommended workflow – per expense reporter you can see who has unsubmitted receipts)//
+  - The employee makes a purchase with the company debit card. The card payment is debited from the bank – a **Disbursement** is created for the expense reporter for it (bank rule based on the debit card number).
+  - The employee submits the expense receipt – an **Expense** is created. Since nothing needs to be paid to the employee for it, the expense reporter's balance shows the correct state: 0.00.
+  - If the employee additionally submits an expense receipt paid with personal funds, it is likewise recorded as an Expense, appears in the expense reporter's balance, and is paid to the employee.
+**Workflow 2: Prepayment to the supplier + Purchase invoice → does not affect the expense reporter**
+  - The employee makes a purchase with the company debit card. The card payment is debited from the bank – a **Payment** is created, resulting in a prepayment to the supplier.
+  - The employee submits the expense receipt – a **Purchase invoice** is created with the payment term "DBT krt", and a payment offsetting the prepayment is made on the purchase invoice.
+  - Expense receipts paid with personal funds still go through an Expense: they appear in the expense reporter's balance and are paid to the employee.
+=== Expense receipt amounts and VAT ===
+The system reads the data from the receipt automatically, but since receipts are structured very differently, the row amounts and VAT may not always be generated correctly in the e-invoice XML. Therefore the amounts must always be checked before confirming the Expense or Purchase invoice.
+**Why can this happen?**
+Receipts have no common standard and differ significantly from one another:
+  * **On some receipts the row amounts are without VAT, on others they include VAT.** If a row amount actually includes VAT, it may reach the document as a net amount and VAT is then erroneously added on top.
+  * **A single receipt may have multiple VAT rates** (e.g. 24% and 13%), which cannot always be unambiguously distributed to the rows automatically.
+  * **Image quality affects recognition.** Numbers may be recognized incorrectly from a receipt that is crumpled, faded or photographed at a slanted angle.
+  * **Rounding.** Cent-level rounding differences between the rows and the receipt's final total are common and may require manual correction.
+Before confirming the document, make sure that:
+  - **The document total** equals the //Total// amount on the receipt.
+  - **The VAT amount** matches the VAT shown in the receipt summary (usually on a separate row on the receipt, e.g. "VAT 24%").
+  - **The row net amounts** add up to the receipt's net amount. If a row amount seems too large (equals the amount shown on the receipt including VAT), the row amount needs to be corrected manually.
+  - **The VAT rate** is correct on each row.