Streamline Your Workflows with Chrome River Invoice for Support

Chrome river invoice for Support

hey this is Brock Mears in electrical and computer engineering I am going to do a chrome River expense report for some summer seats that I have and I thought I'd just record what I'm doing in case it's useful to anybody else and probably more useful to myself as I do this at the end of every month so I remember what I did so so here's the thing let's I gotta need to go to Chrome River so I'm gonna go to Montana edu and I'm gonna go chrome River and then wait we wait and then I come in here chrome River is the first thing that pops up you log in okay single sign-on okay okay so here's chrome River and what chrome River is to me is it is your credit card statement and you have to attach a receipt to every credit card statement and then submit it and so this kind of takes the place of emailing your receipts to your accountant so if I come in here the first thing I do is I go into e wallet and that shows me all of the expenses that I have that are not submitted yet so this is like looking at my this is like looking at my credit card statement and so you can see I have all these different receipts in here this I haven't I did a class project where students you know they created print circuit boards so I have 14 students each had a credit card charge on my P card and I had two graduate students that then did a digi-key order for me so I have 16 receipts that are all associated with the same kind of project and so I'm gonna button all those up into a expense report so the key here is that these P car charges have to have a receipt attached on so them so the whole trick here is you got to get your receipt into chrome River and so I'll tell you some things that don't work for me if I try to do upload a receipt the issue becomes if I upload a receipt let me we browse to where my receipts are here so so I have this project it's in a class and I'm showing you kind of all the steps as I walk through them because I want you to see how much time it takes in reality so anyway I have all these receipts in here and if I come along and I upload one so I go ahead and I select this thing and I say open it uploads the PDF and that's cool so that this is like taking the place of emailing the accountant then so then we sit and we wait for the receipt to go up there and there it is right and that's great so and I got this or seen here so the whole issue is this when I go into e-wallet I come down here and your receipts are gonna be in here and what I need to do is I need to come down and there's my receipt that I just brought in here I need to associate that with a Pekar charge the issue is if you upload it it comes in as a zero dollar receipt so you have to like keep track of what this receipt is and I don't even know you can open it but it takes forever to try to open this thing and then you have you know I've got you know I do like 50 to 75 p card charges a month in it keeping track of this is like impossible because I'm gonna upload 16 receipts they're all gonna come in as $0 receipts like this is uploading it just doesn't flat out doesn't work for me so I'm gonna nuke that so then you go well how you gonna get a receipt in there well it turns out the easiest way to do it is to email Chrome River and so we have this there's an address and it's called receipts and once you type it in once it'll always come up so its receipt at C a1 chrome River comm and since it comes from my Montana ID you email it knows it's me so it's gonna put the receipt in there but if you just attach a PDF to this and you say like lemierre's receipt that doesn't help either because that will come in as a zero dollar receipt so what I really want is I want to wave for my receipt to go into chrome rivers in my e wallet so I can see the value of it and so if I can see the value then it eliminates the need for me to open the receipt to try to find out which receipt it is so the trick is I'm gonna trick this is the feature of it is you enter the dollar amount of the receipt in the subject and then it will come in as the right it'll actually just label at that so now here's what you need to do here's what I've discovered I need to do I'm trying to minimize the number of times I have to open these stupid PDFs so I have gone in and every one I get I put in the title I put the name of the company I bought from and then I put the value so this value is like the critical part of this so why do I am gonna do is I'm gonna drag this first receipt over and I know that it was 85 dollars and 87 cents that's all I put in the subject there's no body and now I'm gonna send this thing and so now I just emailed that to Chrome River and now what I'm gonna do is go into my email and or not my email I'm gonna wait for it to show up in a wallet so if I go back to e wallet I'm looking for a receipt that pops in here and I'll pause the video while we okay so that took two minutes and I got an email notification from chrome River that the receipt had arrived and I scroll down and I see it in my wallet but the the coolest thing about this now is that the receipt has the value on it and that is the whole magic you I don't know even know how you see these receipts I'm sure there's a way to see it but that was actually really easy to get the receipt into chrome River and and have the value here because now what I want to do is I'm gonna associate this with the car charge and the way you do it is you click and hold and you drag it up and drop it into the P car charge now here's the other thing is if you're someone who has a lot of P car charges you can't fall behind on this because look at how many I have here I got a I have two of course the GUI you can't get it all on the screen so okay luckily this charge is actually only a couple up so there's my P card charge right right there and I had to zoom way out to be able to see the p-card charge so watch what I do now I'm gonna click and hold and I'm gonna drop it on there and now this charge which is this 85-87 it says merged and now it says my P card plus receipt so I did it I associated my receipt with this so what I have to do now is I have 15 other receipts and I am going to do that for all 15 of them and then once I have all 16 in my receipts then I'm gonna create an expense report and so what I'll do at this point is I'm gonna do it and I'll I'll put the video under kind of like fast capture mode so you don't have to sit her and watch it but now I'm just gonna sit here and send 15 emails to remember just emailed the other teen recedes and that took me in real time about seven minutes and then notice that here's my email filling up with all these receipts notification okay so I've sent the 15 additional receipts in and if I look in my mailbox there you know I got all these emails that came in that says look at all these receipts so now they're in chrome River and when I come in here now you get to see if you typed anything up wrong I look at you all it has the p-card charges and the receipts if I go into II receipts you see all these pictures in here but if I go to list view you can see that the values are in here so I scroll down and see if I missed any up and when you know it I've got two of them that I screwed up so I've got this one and this one and if I go look at why they got screwed up it's because if I look at my cent if I come down here to cent I look at the subjects and I'm in the habit of using the letter P so I 85 that means I entered it wrong I needed I need to resend that one and then I have for P 30 so I need to send that one again so I can come into my receipt wallet or whatever this is and I can click on this zero one and click on this zero one and I newcomb so then I say you guys go away gun delete and now I need to resend those so back to email okay so I'm back and I've resent those two emails that I screwed up and I go into list view and I see hmm so it appears that they have arrived and okay so I should I have all my receipts so now what I got to do is I got to go back into a wallet and I have to drag these on to other onto the B car charges now as you're trying to drag these one of the things that's super annoying is that when you get a receipt and you drag it up it won't automatically scroll up and so you're sitting here with all these different peak ARDS and you can't really see them all in the same screen unless you make them really small but what you can do is if you come up here you can sort and I found that if I do sort I amount highest or lowest they they're not perfect but they're closer okay so then I start seeing like okay here's here's a let's see let's recede 655 is now right next to its its peak our charge and I can search going through all these and and I want to drop all 15 on to the peak are charges so their seats are going to be associated with that okay so I've associated all of the receipts with the p-card charges for this report and now when I scroll down of them all these I have 16 of these that say p-card plus receipt and life is good so now I'm ready to actually create a finally the expense report okay so I'm going to do new and I go new expense report and I'm gonna call this I'm gonna try to follow this right here vendor let's go this is like ah Park gives you key lemierre's and then supplies all right and then start date you know these are seats are all over some I'll do whatever to whatever and then campus this is gonna be engineering college and then we're gonna do business purpose I'm gonna this is Amish means effort everything and then report type this is non travel and then there you go so now watch what happens now I'm gonna save and it's gonna go alright so you're creating a new report and it's working right now and now it's asking do you want to add any charges in this report there you go yeah I do I want to add 16 of these now I have I actually have 18 charges in my thing right now so I'm gonna select them all and then I'm gonna go uncheck the two that aren't associated with this project I've got that and I've got that so now there's my 16 charges with 16 receipts and I say add and now here comes the part where it's gonna ask you what these are supplies and materials and notice now it's gonna say date spent ah sparked it brings in my purpose and then the only thing you need to do is for every receipt well let's see if it's every receipt so I'm gonna come down here and I'm gonna go educational supplies sounds good to me and then allocation is gonna be your who's paying for it so this is like your 4 W number this one happens to be paid by our department and then here's the cool thing and you come down here for this charge the attachments already on there and so now you can just say save and now it goes to the next receipt see you have to do this for all 16 so I'll put this in fast action for you okay so now I'm done with that I've added sixteen that took a but actually took me six minutes to do and I see my expense report over here with all these expenses on it and all behold I messed one up so I got a little thing here so I got a it's giving me a warning that says duplicate entry and it turns out I'm just gonna do this I'm gonna say there were two charges for real hmm and then I'll do post okay so it's complaining because I have two charges that were from 550 but they were true Thanks okay okay so now I'm done I got it so now what I'm gonna do here is once I got all greens on these expenses I'm gonna hit submit and then I wait it says are you sure you want to submit I'm like yep I do you want to submit before I do that though the total the total number of vics or the total cost her with 176 and there's nothing coming back to me so I'm not getting reimbursed and I'm gonna hit up submit and it's done it's a way okay so that was it I actually I did eight an expense report so now let's talk about the time it took so I was kind of writing down what I how long it took me in real time it took me two hours and ten minutes have passed since I started this video but a lot of things happen in there as with everything if you have anything it takes two hours you're gonna get interrupted so but I broke down the things that actually I was doing related to Chrome River so renaming my files took 13 to 15 minutes and it just it just takes that long to open those stupid PDFs and get the amount and then rename it what it should be it took me about seven minutes to email those PDFs in there and then I had to wait about five minutes for chrome River to receive them and put them into the wallet and then I had mistakes so I spent about 10 minutes finding the errors that I made when I Rican I named the the subject of my email and by the time I fixed that that was another ten minutes then the actual act of creating an expense report and adding you know receipts was nothing it was like one minute but then coding them where it goes through and ask for every single receipt and what code you know what account it goes after what it is I took about 10 minutes and then once I had everything added I had an error and I had to sit there and poke around forever to try to figure out what I fixed so total time on task was 51 minutes of actually in chrome River now during that time I had to stop once for a meeting and then it of course logged me out and I had to read login one time it hung and I had to close my web browser and bring it back up and then there was just a lot of waiting around so I can't blame all that I can't really say that it was a solid hour because you know I was talking through this too so anyway I'm putting this down as about a 60 minute project and let's but I don't think it's gonna take that long going forward I bet I could have done it in 45 minutes if I wasn't if I didn't get distracted and by meetings and emails emails and everything so I bet I probably could've done that 45 minutes here let me give you the tips or let me give myself the tips so I remember this the next time I do it number one first and foremost Namie receipts when they come in with the name of the company and the amount so that you do not have to open the stupid PDF when you go to submit Chrome River I don't know why it just takes so long for PDFs to open these days it takes time so rename them as they come in number two send the receipts in as they come in I thought it would be easier to wait and get my whole project done and then send 16 receipts in there it just it sucked because it just it was too much to do at one time and you get interrupted so much that it's harder it would have been much better to just do it as they come in and then I think the the lesson I've learned here is don't let this build up I think I need to do this every week to avoid those receipts built up for two weeks and you can see then I'd already submitted some I open Chrome River this morning I had I've had like over 20 receipts I was just like it was too much he can't see all the charges and it's just too much so I think I have to honestly spend I have to do this every week or else I'm gonna get over well move receipts in there okay I don't know if that helped anybody but I'm sure it'll help me next week when I try to do this again alright see ya