Brother BR-Raceipts User manual

BR-Receipts
User's Guide

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Table of Contents
1 General Information 1
Features.........................................................................................................................2
System Requirements.................................................................................................... 2
2 Overview 3
3 Getting Started 5
Menu Bar ....................................................................................................................... 5
Command Toolbar..........................................................................................................6
Folder View....................................................................................................................6
Status Bar ......................................................................................................................8
List View.........................................................................................................................8
Image View ....................................................................................................................8
Edit View........................................................................................................................9
4 Working with BR-Receipts 10
Setting up BR-Receipts................................................................................................10
Collecting Receipts......................................................................................................12
Scanning Receipts............................................................................................... 12
Importing Receipts............................................................................................... 15
Creating Receipts Manually.........................................................................................16
Using Receipt Templates.............................................................................................16
Select Vendor ...................................................................................................... 16
New Template...................................................................................................... 17
Manual Input........................................................................................................ 20
Modify Template................................................................................................... 20
Field Categorizing........................................................................................................21
Editing Receipts...........................................................................................................23
Searching for Receipts.................................................................................................23
Creating Reports..........................................................................................................23
5 Menu Commands 25
BR-Receipts Menu.......................................................................................................25
File Menu.....................................................................................................................26
Edit Menu.....................................................................................................................27
View Menu ................................................................................................................... 27
Receipt Menu...............................................................................................................28
Help Menu....................................................................................................................28
6 Index 29
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General Information
BR-Receipts processes receipts by reading the information from scanned images and categorizing it
using field recognition. You can edit, view items and track expenses by building and maintaining a
database of all the information.
1
1

Features
•Import receipts from files to build and maintain a database of all the information.
•Export receipt images or data to the cloud from BR-Receipts.
•Scan receipts to keep detailed records.
•Apply an existing template or create a new template to process batch receipts when
importing or scanning.
•Read the information and categorize the data by field recognition.
•Create reports to view and track expenses.
System Requirements
Operating System For Intel-Mac (Intel Core Duo processor), Mac OS 10.6 or
higher is required.
Computer
A minimum of 512 MB free hard disk space for installing the program.
A USB port for scanner connection.
Scanner A USB port for computer connection.
Receipts Receipts must be in reasonably good condition to be readable by the scanner.
2

Overview
The following descriptions and instructions will help you get started:
1. Create a Receipt Box
Create a receipt box to build a database of your receipts. You can import, scan, manually create,
and paste receipts into the receipt box.
2. Scan
Put the receipt in the scanner and begin scanning. The scanning progress bar displays the
scanning status.
3. Use a Template
If your receipts have common information, such as where they originated, how goods and
services were paid for, and who is responsible for them, you can use a template for batch
processing. For more information, see Using Receipt Templates.
4. Field Categorizing
Use the field categorizing feature to sort receipt information using field recognition. Click in
Image View, drag a rectangle to highlight a section of the receipt, right-click the selected receipt
section and select the field type: Receipt Date, Amount, Sales Tax, Vendor, or Payment Type
(or drag the selected section directly to the desired field) to recognize it. A dialog box will ask if
you agree with the OCR results. Click OK to add the results to the desired field, or click Cancel to
discard the results and try again.
5. Export To
You can save specific receipts or all the receipts in a folder as a file in CSV, PDF, QIF, or
QuickBooks (IIF) format. Use the file format best suited to your particular needs.
a. Click on the toolbar, or select Export to File from the File menu, to open the Export
to File dialog box.
b. Select All Receipts or Selected Receipts to control which receipts will be exported.
c. Click Settings to set up the export style. The Export dialog box will display the file type
(only applies to CSV format).
•Include aheader line - Select Include a header line to have the field names exported.
•Header Language - Select the header language from the list.
•Encoding -Select a type from the list to specify a file encoding format.
•Delimited by - Under Delimited by, select Comma, Tab, or Space to choose the
character that will separate fields in the exported file.
•Select with double quotes to have the information for each field enclosed in quotation
marks.
d. When you select export to QIF, a dialog box will open to let you manage Quicken Accounts
first. You can import available Quicken accounts, or you can edit or delete accounts. When
the Quicken accounts are ready, enter a file name and click Continue to finish.
NOTE: In order to export to a QIF file, you must first create a QIF file using the Export to QIF setting in
Quicken.
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3

e. When you select Export to QuickBooks, you must enter Debit Account and Credit Account
details to continue.
6. Export to Cloud
To export to cloud, do one of the following:
- Right-click a receipt box or folder and choose Export to Cloud from the context menu.
- Select a receipt box or folder and click on the toolbar.
- Choose Export to Cloud from File menu to open the BOL login dialog box.
Enter an email address and password to connect your Brother OnLine (BOL) account,
appears, indicating that you can now send receipt images to the cloud from your local computer.
You can click to monitor the uploading status. When you export successfully, will appear
in the status bar.
NOTE: If you select a receipt box to upload, all the folders in this receipt box will be uploaded.
7. Create Reports
Reports let you see where receipts originated, how goods and services were paid, and who is
responsible for receipts. For more information, see Creating Reports.
4

Getting Started
From the BR-Receipts screen, you can view file folders, a list of all receipts, an image of the selected
receipt, and the recognized data. You can control which receipts are displayed in the list by clicking
the All drop-down list and selecting Recently Added (receipts updated in the last
three days), or Unverified.
3
Menu Bar
The Menu bar provides the commands you use to perform program functions within BR-Receipts. For
more information, see the Menu Commands section.
5

Command Toolbar
The Command toolbar displays the most commonly used commands. Click an icon to execute the
command.
Scan Import: Scan receipts to the currently selected folder.
NOTE: This feature only applies to folders.
File Import: Import receipts to the currently selected folder.
NOTE: This feature only applies to folders.
Export: Export receipt images to file.
Report: Create a data report for the selected receipt(s).
Settings: enter your BOL account information, user profile and defined field values to
personalize your program and provide easy access when you upload scanned
receipt images.
Export to Cloud: Enter an email address and password to log in and select a receipt
box or folder, then send scanned receipt images to the cloud from your local
computer.
NOTE: If you select a receipt box to upload, all the folders in this receipt box will be
uploaded.
BR-Receipts Website: Click to open the BOL webpage and view the files you have
uploaded, if the account information is not saved in the Settings, you will have to
enter the account information first.
Folder View
Folder view includes a Folder section and a Search section.
Click the Folder tab to view the Folder section, where you can create a receipt box, open a file and
create a new folder.
Click the Search tab to view the Search section, where you can select a category and fill in the
keyword, receipt date, amount, and vendor fields, and then click Start Search to find a specific
receipt.
Right-click the blank area to view these commands:
New Receipt
Box… Create a receipt box.
Open Receipt
Box… Open a receipt box that already exists.
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Right-click a receipt box to view these commands:
New Folder Create a folder.
Rename Box Change the name of the receipt box.
NOTE: The receipt box name can be no more than 150 characters.
Save As… Save the receipt box under another name.
Set Location Choose a receipt box location from the menu.
Close Close the receipt box and all the folders under it.
Export to Cloud Enter an email address and password to log in, select a receipt box
and send the receipt image to the cloud from your local computer.
Right-click a folder in the Folder section to view these folder commands:
Scan Receipt… Scan receipts to the currently selected folder.
Import Receipt
Images… Import receipts to the currently selected folder.
Manually Create a
New Receipt Create a new receipt and save it as a record.
Paste Receipt Paste a copied receipt to a folder.
Verify All Mark the folders as having been edited and approved.
Mark All as
Unverified Mark the folders as not having been edited and approved.
Rename Folder Change the name of a folder.
NOTE: The folder name can be no more than 184 characters.
Delete Folder The folder and all of its contents will be erased from the database.
Export to File Save specific receipts or all receipts in the folder as a file in CSV,
PDF, QIF, or IIF format.
Create Report Choose folders and generate reports.
7

Status Bar
The Status bar displays the current number of receipts, the unverified receipts and the processing
status when you upload files to BOL.
To view status when you upload receipt images or data to the cloud, click When you export a file
successfully, appears in the status bar.
List View
The List View window displays information about the selected folder. It displays the receipt data in
columns as three totals: Total Amount, Reimburse, and Sales Tax.
Each receipt will be listed along with the data. To search for a receipt, type a keyword in the search
bar , press the Enter key and the best-matched receipts will be listed. Click on
a record to select it, or hold down the Shift key while clicking to choose multiple records. The first
selected receipt will be displayed in the image view window. You can drag receipts to other folders.
Right-click a receipt to see these commands:
Cut Copy and remove the selected receipt.
Copy Copy the selected receipt.
Paste Insert the contents of the clipboard.
Delete Delete the selected receipt.
Verify Mark the receipt as having been edited and approved.
Mark as
Unverified Mark the receipt as not having been edited and approved.
Image View
The Image View window displays the selected receipt. You can rotate the image before recognition, if
needed.
Use the following commands to refine your images and make the OCR process more accurate:
•Move: Click to move the image.
•Crop: Click , select a portion of the image, and when the pointer changes to a
scissors icon, click it. The image will be cropped.
•Deskew Image: Click to rotate an image by any degree.
•Rotate image: Click to rotate an image clockwise 90 degrees.
•Recognize the field: Click and drag a rectangle to select an area, right-click the
selected area to select the field type and perform OCR on the selection.
•Undo: Click to undo the last operation performed on an image file.
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•Redo: Click to redo the last operation performed on an image file.
•Zoom in or zoom out: Use the slider , to change the
magnification of the image.
•Fit to Width: Adjust the image to match with the width of the page.
•Fit to Page: Adjust the image to match with the height or width of the page.
Right-click on an empty area to view these commands:
Zoom In Increase magnification.
Zoom Out Reduce magnification.
Fit to Page Adjust the image to match with the height or width of the page.
Fit to Width Adjust the image to match with the width of the page.
Rotate image Rotate an image clockwise 90 degrees.
Edit View
To edit the receipt, do one of the following:
- Click Edit View from the View menu.
- Double click a receipt.
- Click in the bottom of the List View section.
The Created Date and Modified Date cannot be edited.
9

Working with BR-Receipts
BR- Receipts is designed to help you organize and track your expenses. Once you start scanning and
saving your receipts, use these basic functions to keep your database current.
4
Setting up BR-Receipts
Click on the toolbar or click the BR-Receipts menu and select Preferences, and then enter your
BOL account information, user profile and defined field values to personalize your program.
General: Type your account and password, select Save Password and then click OK to save the
account information, providing easy access when you send receipt images to the cloud from your local
computer.
In addition to uploading from your local computer, you can add a proxy to upload your receipt images
or data. Select Use a proxy server for this connection, and then type the proxy address, user name,
password and port to enable the proxy.
Click Browse to specify a receipt box path. When you create a receipt box, the receipt box will be
placed under the path specified in the Settings. When you open a receipt box, you can open the
receipt box under the specified path only and the next time you launch BR-Receipts, the default
receipt box path will be the path specified.
User Profile: Type your user information to speed up future searches.
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User Defined Field: Select a receipt box and choose a type of field you want to update. The items
under the selected type will be displayed as a list.
•Click Add to open a dialog box, type the item name, and click OK to add the item to the
selected list.
•Click Edit to change an item name in the selected list.
•Click Delete to remove an item from the selected list.
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You can add an item to a type list, defining as it belonging to this type, and similar field content will be
categorized to this type when it encounters the defined field values during field categorizing. For
example, you can add Credit Card to the list Display name of Payment Type, so that when the
keyword Credit Card is recognized during field categorizing, it will be placed under the field of Display
name of Payment Type.
To import a CSV file that contains multiple items, click the File menu and select Import User Define
Field.
Appearance: Select a location for easier management.
Select Location: Select a location to set up the currency type and date format for your receipts. For
example, if you select United States, the currency unit will be US Dollars $, and the date format will be
mm/dd/yyyy. When you create a receipt box, the currency type and date format of the receipts in this
box will be formatted based on the selected location. You can change the location by right-clicking the
receipt box and choosing Set Location.
Collecting Receipts
Use your scanner to digitize receipts and store them in a database. Receipts can also be added from
another database, or from image files.
Scanning Receipts
For the most powerful results when using BR-Receipts, it is important to configure your folders
properly.
1. Click the File menu and select Scan Settings….
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2. Choose your preferred scanning style:
Select Scan with TWAIN user interface if you want to use the scanner's TWAIN interface for
scanning.
Select Quick scan (the default setting) to have scanning begin as soon as you click OK. Quick
Scan uses the settings defined in this screen, as follows:
•Resolution: 300 dpi (dots per inch) will have the best recognition performance in most
cases.
•Image type: The default setting is Color. Set the Image type to Gray when scanning
black and white receipts.
•Carrier Sheet Mode: Select Carrier Sheet Mode when scanning a receipt in a Carrier
Sheet, Scan Size, Width, Height and Unit fields are unavailable when using a Carrier
Sheet.
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NOTE: When you select "Carrier Sheet Mode", the software automatically skips scanning the header
of the carrier sheet. The width of the header depends on the scanner you are using. If you are
scanning a long receipt, fold the receipt to fit to the carrier sheet with title and total amount items
shown. Do not skew the paper when folding.
NOTE: Carrier sheets may differ depending on your scanner model.
•Scan Size: The default setting is Auto Detect. Select User Defined from the
drop-down list to customize the width, height, and unit.
•Orientation: The default setting is Auto Detect. Click Settings to select other options
from the list.
•Enable Document Feeder: Select this check box if you want to use an automatic
document feeder (ADF). To use this option, the selected scanner must have anADF
function.
•Receipt Position (ADF only): Select Left, Right, or Center from the drop-down list if
you want BR-Receipts to tell you where you have placed the receipt in the scanner’s
document feeder.
•Brightness and Contrast: Drag the sliders to adjust the contrast and brightness of the
scanned image. Threshold: When you select Black/White from the Image Type
drop-down list, the threshold slider will appear.
3. Click OK.
NOTE: The settings may differ depending on your scanner, and some features are only available for
specific scanners.
When you finish configuring your scan settings, you can start using BR-Receipts to scan receipts.
4. Put a receipt into your scanner. If you have several drivers available, click the File menu and
select Select Scanner…, and then specify a driver for your scanner from the Select Scanner
dialog box.
5. Click the File menu and select Scan Receipt… (or right-click a receipt box in the Folder View
section and select Scan Receipt…).
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6. The Choose template screen will open. Select a template or create a new template to
batch-process your receipts. For more information, see Using Receipt Template.
7. When the scanner finishes scanning the receipt, you can click in Image View and drag a
rectangle to select an area, right-click the selected area and select the field type from Receipt
Date, Amount, Sales Tax, Vendor and Payment Type, (or drag the selected area directly to the
desired field) to recognize it.
Importing Receipts
You can import receipts saved as image files.
1. Click the File menu and select Import Receipt Image… (or right-click a folder in the Folder View
section and select Import Receipt Images…).
2. In the dialog box, select one or more image files to import, choose the receipt language from the
drop-down list and click Settings to open the Options dialog box to configure your receipts before
importing.
The first three options are in the Orientation drop-down list.
•Auto Detect: Select to have BR-Receipts check to see how the receipt is positioned.
•Rotate left 90 degrees/ Rotate right 90 degrees: You may need to rotate the scanned
receipt images before recognition.
•Rotate 180 degrees, or Do not rotate: If your receipts are displayed upside down, you
15
can rotate them 180 degrees. If the images are correct, select Do not rotate.

•Automatically crop the receipts: Select to have BR-Receipts crop images
automatically during importing.
•Display the last receipt imported or scanned: Select to display the last receipt
imported or scanned. If this option is not selected, the most recently opened receipt will
be displayed.
•Click OK to finish.
3. Click Open, the Choose template screen will open.Select a template or create a new template to
batch-process your receipts. For more information, see Using Receipt Template.
4. The image data will be added to the current receipt database.
Creating Receipts Manually
If your receipt is not in good condition or is unreadable by the scanner, you can manually add the
receipt record to the database.
1. Click the Receipt menu and select Manually Create a New Receipt, (or right-click a receipt box
and select Manually Create a New Receipt). A set of empty fields will open in Edit mode,
allowing you to enter text.
2. In Edit view, you can select or type receipt information in each field to create or reconstruct the
receipt.
Using Receipt Templates
If your receipts share common data such as where the receipt originated, how goods and services
were paid for, and who is responsible for them, you can use a template for batch processing.
Atemplate consists of a top area (the top part of the receipt), and a bottom area (the lowest part of the
receipt).
When you scan or import receipts, a dialog box will open to ask if you want to apply an existing
template, create a new template, or manually enter the receipt information. You can choose a different
command for each receipt.
Select Vendor
Select a template from the drop-down list under Select Vendor (saved by user) and click OK to apply
it to your receipt. If you select Apply for all, all the receipts will be applied to this template.
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