The instructions in this FAQ apply to both the old and Digit user interfaces.
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Fields we extract
We will extract trading name over proprietary.
We exclude “Pty Ltd” from vendor names.
When the vendor name is not visible or blurry (for example if the top of the page is cut), we enter it as "Unknown".
if you wish to have a different vendor name entered by our operators, you should clearly cross out the original name (so it is not visible) and write "STORE: correct vendor name". Example: "STORE: PJ O'Briens". There is a risk that we will occasionally get it wrong and put the original vendor name, but it should be correct in the majority of cases.
We usually remove the suburb/place name from a vendor. For example "BP Albury" will become "BP" except if the suburb is in front of the trading name.
The system does prompt the operator for vendor names that have been previously used for a particular customer, in an effort to get consistency in vendor names.
We have default naming systems for the vendor name of some types of receipts for consistency. Specifically:
- 'Taxi' for taxi receipts
- 'Parking' for council and private parking receipts (this excludes any A4 sized parking invoices. We use the stated vendor names for these)
- Bus/Train/Ferry Ticket' for travel tickets and stubs
- Date of Issue
- We extract the issue date in the first instance. If there's no issue date then we take the due date.
When the Date is not visible we input a generic date (01/01/2001). There is a risk of wrongly swapping the date and month for North American dates.
Squirrel Street currently supports the following currencies: United States $, Australian $, Canadian $, New Zealand $, Mexican ₱, European €, Japanese ¥, British £, Danish kr, Polish zł, Swedish kr, Swiss ₣, Hong Kong $, Singapore $, Philippine ₱, Indonesian Rp, Indian ₹, Thai ฿, Malaysian RM, Norwegian Kr, Romanian lei, Hungarian Ft, South African R, Czech Kč and Chinese ¥.
Squirrel Street also offers currency conversion. When you send in receipts that aren’t in your default currency, Squirrel Street will capture the international currency amount and convert it to your default currency for you. We use historical conversion rates from the European Central Bank to convert your receipts and bills to your default currency.
Our operators are under strict instructions not to make assumptions about documents, but to judge based on what the document actually says. Therefore, where no currency is specified, we will use the account's default currency. If there are no currency symbols we don’t assume we know the currency of the transaction from the Vendor address as people do buy from other countries online and pay in AUD.
- We will extract GST based on these factors
- 1. If the invoice specifies the Total GST amount
2. If the invoice states “Total includes GST”, we’ll calculate 10% and insert it
- As Australian taxi companies have service fee + GST, we can't calculate the exact gst so by default we calculate 10% GST from of the total amount.
- We will leave GST blank if it is unclear whether there has been GST charged (e.g. if only an eftpos stub is available).
- We only input four types of payment, (Credit/Debit Card, Cheque, Cash and Paypal) the rest are captured as “other”.
Any partial payment will be processed as "other"
If it’s not clear it will be captured as “Other”.
We will extract the Tax Invoice number as shown. Sometimes it will be referred to as “Docket Number”, "Document Number" or “Invoice Reference”. Occasionally, we will also use the Docket Reference number as the Tax Invoice number. However, we do not enter receipt or account numbers as invoice numbers because this is invalid.
Note: Category: Squirrel Street operators do not apply the categories to your receipts - You will have to categorise your documents on your end. While coding, you will be able to set rules up to automate the coding of a particular supplier. Moving forward, the more rules you set up the more auto coding will happen. Please see https://support.squirrelstreet.com/support/solutions/articles/6000035782-how-do-i-create-categorisation-rules-for-receipts- for instructions
- We classify documents as "Other Document" if they are not receipts, credit card statements or invoices.
- We take the most appropriate date but if not visible we input 01/01/2001.
- If Company Name or Document Name is not present we do take a theme to be the Document Name (most commonly in newspapers)
- Things we classify as "Other Document" include monthly statements, quotes, order confirmations and purchase orders (unless attached to an invoice/receipt)
- If a wants an Other Document to be processed as a receipt, the customer needs to clearly write "Tax Invoice" or "Receipt" ( or write "paid") on the actual document before sending it to us.
Exception: Expense Report - We will treat these types of document as Receipts, with Total Amount & GST amount captured