Create miscellaneous expenses from a PDF or image file

Before you begin

• Purchase OCR scanning option. For more information, contact our Customer Support team.

Convert an uploaded PDF or image file to miscellaneous expenses

1. Go to Vendor Hub and select Create Misc Expenses from PDF or Image.
2. Select the PDF or image file, or drag and drop it into the designated area.
   A warning message appears when the monthly OCR limit has been reached. You are not able to upload files until next month or until the monthly limit is increased.
3. After the file has been scanned, go to the Files Ready for Processing tab.
4. Find the file in the listing and select the three-dot menu icon.
5. Select Convert.

   In the Add Bill form the appropriate fields will be automatically populated with the information extracted from the scanned file.

6. Select or enter all required fields that are blank.
7. In the Expenses section, for each item do the following:
   1. Select or enter the expense Date.
   2. Optionally, select the Expense Type.

      For example, Gas, Materials, or Food.

   3. Enter the Description, Quantity, Unit of measure, and Unit Price.
   4. Select the job Cost Code.
   5. Optionally, select the Tax code.
   6. Select the cost Resource, which will categorize the expense by material (M), labor (L), equipment (E), sub (S), and other (O).

      The default value is other (O).

   7. For Cost Plus prime contracts, select the Billable Status as follows:
      • Billable: The expense can be imported into prime contract invoices.
      • Unbillable: The expense cannot be imported into prime contract invoices.
      • On Hold: It's unclear at this time if the expense can be passed on to the customer.

      This field is not applicable to Fixed Lump Sum and Unit Price contracts.

8. Optionally, update the status as follows:
   • Enter a Status Date.
   • Select the Status, which can be Draft, Pending Submission, Pending, Approved, or Not Approved.
   • Select the Approval Contact.
9. Select Save.