Uploading Images to support expenses

Use this forum to discuss issues that are not found in any of the other clerk and stake technology specialist forums.
Thecarte
New Member
Posts: 1
Joined: Thu Nov 21, 2019 2:16 pm

Uploading Images to support expenses

Postby Thecarte » Thu Nov 21, 2019 2:23 pm

I was recently called as the New ward clerk and I took on the task of uploading support documentation to each expense going back 6 months and moving forward. I ran into two issues with this. Firstly, after I upload the images I attempt to review and save the changes. When backing out and then opening up the expense I just opened the images to it shows as needing to be reviewed again. Secondly, if i make an error and upload the documents more than once I am unable to delete the extra images. Does anyone have any information to help me correct these occurrences?

russellhltn
Community Administrator
Posts: 27153
Joined: Sat Jan 20, 2007 2:53 pm
Location: U.S.

Re: Uploading Images to support expenses

Postby russellhltn » Thu Nov 21, 2019 4:04 pm

Thecarte wrote:When backing out and then opening up the expense I just opened the images to it shows as needing to be reviewed again.

How are you "backing out"? A lot of websites don't handle using the "back" function of the web browser.
Have you searched the Help Center? Try doing a Google search and adding "site:churchofjesuschrist.org/help" to the search criteria.

So we can better help you, please edit your Profile to include your general location.

chriswoodut
Member
Posts: 248
Joined: Mon Jul 25, 2011 8:42 am
Location: Utah

Re: Uploading Images to support expenses

Postby chriswoodut » Sun Dec 01, 2019 4:05 pm

Thecarte wrote:I was recently called as the New ward clerk and I took on the task of uploading support documentation to each expense going back 6 months and moving forward. I ran into two issues with this. Firstly, after I upload the images I attempt to review and save the changes. When backing out and then opening up the expense I just opened the images to it shows as needing to be reviewed again. Secondly, if i make an error and upload the documents more than once I am unable to delete the extra images. Does anyone have any information to help me correct these occurrences?


When we started doing it electronically, I just switched. During the audit, the auditor asked for paper for those that were paper reimbursement requests and for those that were electronic he had already reviewed them before coming to visit us. I didn't try to go back. The paper receipts vs electronic receipts distinction is meaningful in the system on the process for approvals. I wonder if the software programmers anticipated such an approach to using the system. Maybe they did but if they didn't you may run into issues.

What's the benefit exactly of going back?

Here is our ward's procedure:

https://docs.google.com/presentation/d/1FyPVeYVFA8pFyRoZDqYp3XHdQ0gvjOfBDJO2qpxRLQc/edit?usp=sharing

davesudweeks
Senior Member
Posts: 1536
Joined: Sun May 09, 2010 8:16 pm
Location: Oklahoma, USA

Re: Uploading Images to support expenses

Postby davesudweeks » Sun Dec 01, 2019 4:29 pm

We started with a dual process (electronic receipts stayed electronic and paper receipts stayed paper). But it quickly became self-evident that converting paper receipts to electronic had many benefits (and the fact that I now own a device that can take the image without me using the sneaker-net to run to the library copier on the other side of the building to scan to a thumb drive helped, LOL).

I would never advise going back and digitizing old records - there are more valuable things you can spend your time on. If there is ever a need, they are in the cabinet and available for review. Once the audit is complete, we have almost never needed to access them.

russellhltn
Community Administrator
Posts: 27153
Joined: Sat Jan 20, 2007 2:53 pm
Location: U.S.

Re: Uploading Images to support expenses

Postby russellhltn » Sun Dec 01, 2019 6:08 pm

Scanning is work. The benefit is in retrieval. If it's highly unlikely you'll be doing any retrieving, then it's all work and no benefit. Filing cabinet space isn't that valuable.
Have you searched the Help Center? Try doing a Google search and adding "site:churchofjesuschrist.org/help" to the search criteria.

So we can better help you, please edit your Profile to include your general location.

davesudweeks
Senior Member
Posts: 1536
Joined: Sun May 09, 2010 8:16 pm
Location: Oklahoma, USA

Re: Uploading Images to support expenses

Postby davesudweeks » Sun Dec 01, 2019 7:02 pm

russellhltn wrote:Scanning is work. The benefit is in retrieval. If it's highly unlikely you'll be doing any retrieving, then it's all work and no benefit. Filing cabinet space isn't that valuable.

Agreed. Most members are more than happy to email or text me pics of their receipts (they seem to prefer that to remembering to bring them to the church to turn in). The challenge comes when they are missing vital bits of information and then I have to request clarification. We now use only 3 drawers in our locked filing cabinet and we could probably cut that down to 2 if we could get a smaller one...

chriswoodut
Member
Posts: 248
Joined: Mon Jul 25, 2011 8:42 am
Location: Utah

Re: Uploading Images to support expenses

Postby chriswoodut » Sun Dec 01, 2019 7:45 pm

davesudweeks wrote:
russellhltn wrote:Scanning is work. The benefit is in retrieval. If it's highly unlikely you'll be doing any retrieving, then it's all work and no benefit. Filing cabinet space isn't that valuable.

Agreed. Most members are more than happy to email or text me pics of their receipts (they seem to prefer that to remembering to bring them to the church to turn in). The challenge comes when they are missing vital bits of information and then I have to request clarification. We now use only 3 drawers in our locked filing cabinet and we could probably cut that down to 2 if we could get a smaller one...


We've now dedicated one drawer to storage for the Bishop's candy he gives out to the kids. :)


Return to “General Clerk Discussions”

Who is online

Users browsing this forum: No registered users and 1 guest