Differences

This shows you the differences between two versions of the page.

--- en:mydirecto [2026/09/02 11:17] – [MyDirecto – Photographing expense receipts PHASE I] vilja
+++ en:mydirecto [2026/09/03 11:04] (current) – [3. List of submitted documents] vilja
@@ Line 372: / Line 372: @@
 ===== 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.
@@ Line 381: / Line 383: @@
 ===== 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**
@@ Line 434: / Line 441: @@
 {{: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.
@@ Line 504: / Line 512: @@
   - **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.
-====== MyDirecto – Photographing expense receipts PHASE II ======
-:!: The functionality described in this chapter is planned but not yet in use.
-===== Duplicate check =====
-The same receipt must not reach the accounting twice. **The check is done already in MyDirecto** – before the document moves to Directo. This way the accountant does not have to search for and delete duplicates afterwards, because the only one who knows for sure whether it is a duplicate or two separate purchases is the expense reporter themselves.
-The check works on two levels:
-  * **Same image** – if exactly the same image file is submitted again (e.g. a double click or a resend after a dropped connection), the system blocks it immediately. No duplicate entries are created and the user does not need to do anything.
-  * **Similar receipt** – if the new receipt's data matches a previously submitted one (same supplier and receipt number, or same supplier, amount and date), the entry gets the yellow status **"Possible duplicate"** in the list and does not move to Directo until the expense reporter has decided.
-When opening a yellow-status entry, the expense reporter sees both receipts side by side and chooses:
-  * **Send** – it is a new receipt after all (e.g. two identical purchases on the same day); the document moves to Directo as usual
-  * **Delete** – it was the same receipt; the duplicate is deleted
-The system itself never deletes a receipt – in case of doubt, the expense reporter's confirmation is always requested.
-{{:et:vilja20260716-123916.png?500}}
-{{:et:vilja20260716-123948.png?500}}
-===== Filtering expense receipts and summing amounts =====
-//To be investigated whether there is a need..//
-The expense reporter wants to know the total sum of the receipts they have submitted – for example, to compare it with the reimbursement arriving in their bank account.
-Filters added to the MyDirecto list:
-  * **Period** – which month the receipts belong to
-  * **Supplier** – name and registry code
-  * **Payment method** – personal money or company payment method
-The sum of the filtered receipts is added up. The payment method filter is important, because only receipts paid from personal funds are reimbursable – this way the expense reporter can filter out exactly the amount they are expecting to arrive in their bank account.
-{{:et:vilja20260716-124038.png}}
-===== Marking 'Summa-T' on a foreign-currency receipt =====
-//To be investigated whether there is a need..//
-**Example:**
-On 20.01.2025 an employee purchased office supplies for a total of 100 USD. The row shows the exchange rate as of the expense entry date (the "time" field in the header). In the **Summa-T** field, the amount actually paid by the expense reporter is entered – i.e. how much the employee paid at the exchange rate in effect at the moment of making the expense.
-{{:et:kellylytom20250129-121909.png}}
-Idea:
-{{:et:vilja20260716-124259.png}}
-===== New system setting: whether an Expense or a Purchase invoice is created from a receipt =====
-Today the user creates an Expense or a Purchase invoice from a Document transport entry manually. In the future this step can be automated: a new setting ''System settings > A document is created automatically from a MyDirecto expense document'' determines what happens next with a submitted receipt.
-Options:
-  * **empty** (default) – no document is created automatically; the user creates the document from the Document transport entry themselves and chooses the appropriate document type
-  * **expense** – an Expense document is created automatically from each submitted receipt
-  * **purchase invoice** – a Purchase invoice is created automatically from each submitted receipt
-In both cases the document is filled based on the selections made in MyDirecto: the expense type provides the account and VAT code, the payment method provides the payment term. For a Purchase invoice, the payment term type signals that it is an expense purchase invoice (see the next chapter).