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Receipt Digitization

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by

Jennifer Dewan

on 3 November 2016

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Transcript of Receipt Digitization

GENERAL RECEIPT DIGITIZATION
WELCOME
STORE NAME
WHY ARE WE HERE???
FIELDS IN RECEIPT TASK
DATE
TOTAL AMOUNT
CURRENCY
Basic Tips



Ask yourself, who gets paid??
Look for Urls, watermarks, logos, phrases like “Thanks for shopping at…”, “Welcome to…”
Exclude Store Number
Store number generally comes after Store name and is usually separated by hashtag (#). The example clearly shows the store number which is #8431 and it should not be included with the Store Name.
Specific Tips
Email Receipts
On TOP & BOLD
Subject Line
Online Payment Services Email
Paypal
Square
SOME NAMES TO CONSIDER (Special Cases)
HMSHOST
Hmshost is world's largest provider of food and beverage services for travelers.


HMSHOST should never be transcribed as a Store Name. Take the name below it as a Store Name
TLC
Taxi & Limousine Commission
Tlc should be considered a Store Name. Tlc is generally mentioned at the very bottom of a receipt.

Online payment system allows money transfer to be made through the Internet. It can be used as an alternative payment method to traditional methods like credit card, cheque and money orders.
Tlc is an agency of Government of New York City that regulates yellow taxicabs, livery cabs, commuter vans, paratransit vehicles and some luxury limousines.
Store Address

Street name, City, State
Store Address should be transcribed only when Store Name cannot be identified. You don’t need to transcribe full address. You should only enter the Street name, City and State.

If there is no amount that fits the Total Amount priorities then enter "No Total" or you can use hyphen (-) as a shortcut key.
Correct Amount should be entered in the Total Amount field. There are some rules that needs to be followed in order to identify the correct amount to be entered. There are some priorities that you should keep in mind.
Amount due refers to the amount that is expected to be paid by the set due date.
According to our priority we should always enter the Due Amount if given in the document unless the value is 0.00
Total Amount/Total Charges
Total Amount is the sum amount of all the products bought or services used.
If you do not see the Total given, you can always go with Sub-Total.
Multiple Total or No Clear Grand Total
If the document doesn't state clear Total, then pick the Top Most Total.
TRANSACTION AMOUNT
Amount paid to the supplier for goods or services is known as Transaction Amount.
If there is no due amount or total, Transaction amount should be used. If there are multiple transaction amount, go with the Top Left Transaction Amount. Some labels that indicate transaction are: Name of credit cards, cash, deposit, paid, purchased etc.
AMOUNT + TIP/GRATUITY
A tip or gratuity is an amount of money given to a worker such as a waiter or waitress who performs a service for you.
If a receipt mentions a tip or gratuity then, add it with the Amount and enter the Total Amount. If already added with the amount enter the value.
AMOUNT+TAX
Tax is a compulsory contribution to state revenue, levied by the government on workers' income and business profits, or added to the cost of some goods, services, and transactions.
Unlike Tip, we do not do any maths for Tax. We neither add nor subtract the Tax from the given amount.
NEGATIVE SIGN
Compensation paid to a customer for over-invoicing or retruned goods is known as Return/Refund.
For Refund, Return or Credited make sure you enter the Total Amount with a negative sign.
Some cases that Overrule the Business Rule
Circled/Marked Amount
Enter the circled/marked/highlighted amount regardless of the given Total Amount.
Handwritten Amount
For Total, always enter the Handwritten Amount. It should always be a priority.
Cash Back
Cash back is a facility offered by a retailer whereby a customer may withdraw cash when making a debit card purchase.
If there is a Cash Back, enter the amount including the Cash Back Amount.
DATE
There are some priorities that needs to be followed in order to enter the correct Date.
Basic Tips
If only one date is given, enter it no matter what the context of the date is.
Never enter a Printer date or a Printed Date
Printer Date
Printed Date
Currency
Always use MM/DD/YYYY format for date entry.
US receipts have dates in mm/dd/yyyy format, whereas non US receipts use either dd/mm/yyyy OR yyyy/mm/dd.
00/00/0000 is the default for date. Replace the missing parts of date with 0s.
Ways to determine Non US Receipts
Store Address
GST/HST/VAT (US only uses the term "Tax")
Metric Systems like Kilometer (US only uses the term "Miles")
Language & Currency can also be considered.
STORE ADDRESS
Address in this receipt clearly shows that it's a US receipt, so nothing changes in the date format. Transcribe it as it is, that is 08/05/2014.
TERMS FOR TAX
Term "VAT" is used in this receipt, which shows that it's a Non US receipt. Date format should be swaped. Correct date is, 07/15/2014.
METRIC SYSTEM- DISTANCE
In this receipt KM is used to denote distance. As US uses only miles for distance. This is a non US receipt. Date format should be swaped.
FOREIGN LANGUAGE
Foreign language is used in this receipt, which means it's a non US receipt. Date format should be swaped. Correct date is 07/11/2014.
DATE PRIORITIES
EMAIL HEADER DATE
If the given document is an email receipt, then always go for the email header date. Email header should be a valid email header.
INVALID HEADER
VALID EMAIL HEADER
MULTIPLE EMAIL HEADER
When there are multiple email headers in the receipt, go for the one closest to the email body. In the given document, the correct date is 03/23/2015.
TRANSACTION DATE
Date when a payment is made for the purchased goods or used services is known as Transaction Date.
Transaction Date may be given in following labels:
Transaction/Trans Date
Paid/Purchased Date
Payment method used also indicates payment like, names of credit cards, cash, deposit etc.
Date near the time stamp in regular receipts.
TRANSACTION DATE
CREDIT CARD SWIPE DATE
If a proper transaction date is not given, go for the credit card swipe date. It's a date near the name of a credit card.
If the date beside credit card name is cut off, go for the date that says, "electronically swiped on".
As clear total is not given, we go for the topmost transaction amount which is 60.95. Hence, the date to be entered is 02/24/2009.
MOST RECENT NON FUTRE DATE (MRNF)
If there's no transaction date in the document, go for the Most Recent Non Future Date. Non future date means, not exceeding more than one day in future.
Most Recent Non Future date could be any date in the document except for Printer/Printed date. Do not go with the labels for MRNF date.
Transaction date is not given in the document, so MRNF date must be entered. In this document the Most recent non future date is 09/24/2014.
CURRENCY CODE & CURRENCY SYMBOL
CURRENCY CODE
CURRENCY SYMBOL
CURRENCY CODE
Currency code field must to used when the given currency in the document is given in code. Currency code is denoted with 3 alphabets. USD, CAD, TWD, JPY are some of the examples of currency code.
SYMBOL ONLY
This field must be used when the receipt has just a currency symbol. This field is basically for the currency symbol used by multiple countries with different values. "Unknown symbol" must be selected if the given symbol is anything other than the following symbols and when it doesn't represent a specific currency.
The given document has USD as currency, hence you need to use Currency code field and select USD.
The given receipt has "$" as a currency, so use Symbol only field and select the dollar symbol from the list.
Select "No Currency (NOC)" from the Currency code field if the given receipt does not mention any currency code or symbol.
In the given receipt symbol "L" is given. This symbol is used by multiple countries with different values. As option for "L" is not in the Symbol Only field, select "Unknown symbol" from Symbol only field.
In the given receipt, there is no transaction date, so pick the Most Recent Non Future Date, which is 01/21/2015.
The given document is a Utility bill. In utility bills generally the transaction date is not given. Even in this document you need to pick the MRNF date which is 01/04/2015.
Multiple Receipt (Same Transaction)
For Multiple receipt with same transaction, be careful with the information you extract to transcribe, specially the Total Amount.
For the receipt to be determined as a same transaction remember the following points:
Date should be the same
Time should not be very different
Labels/Information on the receipt should be the same
Total amount could be different even in the receipts with same transaction.
Both the receipts are of the same transaction.
Multiple Receipts with Different Transaction
The given receipts are of different transaction, hence take the left most receipt and enter the data.
Credit card Purchase (Paid via credit card?)
In this field, you need to answer whether the payment is made through credit card or not.
When to say "YES"
2 WAYS TO FIND CC INFORMATION:
Name/Type of a credit card in the document. (Mastercard, Visa, American Express, Discover)
The label "Credit card" itself.
Extra Hints
If not specifically mentioned a receipt might have one of the following terms/icons which indicates credit card payment:

"Card Type: <name of the issuing network, such as MasterCard, Discover, VISA, AMEX"
XXXXXXXXXXXX1234
****1234
"Charged on Credit Card"
"Paid with Credit Card"
“Swipe”
An issuing network card icon or an abstract icon
Abbreviation of credit card name/type - VI, AMEX/MEX, DS, MC/MAST

When to say "No"
Debit Purchase should not be considered as Credit card purchase. Mark “No” if the label says “Debit” OR “Debit card”.

Store credit/Store card and Gift card Purchase does not mean “Credit card purchase”.
Select “No” for partial Credit card payment (Only partial payment is made using credit card)

THANK YOU!!! :)
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