It's highly recommended that you also read the Walkthrough guide "View and edit documents" in the Dashboard page of the user interface. Here's where to find this.
Welcome to our View and Export page. Here's a brief rundown of its most commonly-used features
- The document viewer
- Edit a document
- Change which columns to view
- Expand the width of the Documents table
- View Trash
- Batch edit vendor name, document type and currency
- Delete one or multiple receipts at once
- Assign generic/custom categories
- To learn how to create CSV/PDF reports, click here.
- For detailed instructions on how to integrate with accounting software, coding and exporting, click here.
1. The document viewer
To view any document, deselect any documents you may have already selected, then click on any entry and select "Show document viewer" if necessary.
The document viewer will appear to the right. Or if the document viewer is already there but blank, click on any entry to display its image. You can unhook the viewer from its position if you wish to enlarge it, or widen the documents table.
2. Edit a document
Click on any item to view and edit its data. Modify the entries directly in their fields.
3. Change which columns to view
You can remove columns you don't use or add ones that aren't in default view (note: you can change your column choices back again later)
4. Expand the width of the Documents table
You can extend the Documents table horizontally by removing the Document Viewer.
If you choose to view most of the columns available, expanding the width of the Documents table will enable easier viewing of entries.
You can filter your documents by parameters such as Document type, Vendor/name, Date, Envelope, Payment type and more.
You can remove any filters you apply by clicking on the "X" for that filter at the bottom of the filters list.
6. View Trash
Any documents that have been rejected by our data entry operators or deleted by you will appear in the Trash, which you can access by clicking on the button at the bottom of the filters list
You can select any receipt(s) from this list to delete them permanently from the account (note: shared links will no longer work for permanently deleted documents).
Exit Trash by clicking again on the button at the bottom of the filters list
You can sort by Vendor/Name, Date, Total, Tax, Payment Type and Uploaded date. Simply click on the appropriate column header once to view in ascending order, and twice to view in descending order. Below is an example for Vendor/Name in ascending order.
8. Batch edit vendor name, document type and currency
Selecting any receipt will cause a different set of functions to appear in the bar at the top of the documents list.
Use the Batch edit function for tasks like making vendor names uniform, or quickly correcting currencies, etc.
9. Delete one or multiple receipts at once
You can send one or multiple receipts to Trash by selecting it/them and clicking on Trash
These receipts are not permanently erased and can be restored to the Documents page by restoring them from the Trash bin in your account (See item 6. View trash)
10. Assign generic/custom categories
If you haven't integrated your Squirrel Street account with accounting software, you will find a set of generic expense categories that you can assign to your receipts. Please click here for a list of them. To assign them, simply click on the receipt and use the drop-down menu in Categories to select the appropriate category. Then hit "Save".
You can create and add your own (custom) categories to receipts. Simply type in the name of your custom category in the drop down menu then click on "+" to add it to the list.
This will add it to the list of categories but not to the receipt itself. To add it to your receipt, you'll need to click on the category (again) when it appears in the drop down list.
Don't forget to click on "Save" at the end!