Within the Easy1 Expense module, we have identified three practices that the system cannot properly process. These lead to errors during the uploading, bundling, and processing of expense claims.
⚠️ Manually changing the file extension
- What happens?
- Users manually change the file extension, for example from .tiff to .pdf, without actually converting the file.
- Why is this a problem?
- The system checks not only the file extension but also the internal structure of the file. A file that has only been renamed but is still internally a .tiff cannot be correctly read or processed.
- What is the correct procedure?
- Use a reliable tool to actually convert the file to PDF format. For example, use a scanner with PDF output or a conversion tool like Adobe Acrobat or an online converter.
⚠️ One scan for multiple expense claims
- What happens?
- Users scan all their receipts into one document and then attach this document multiple times to different expense claims.
- Why is this a problem?
- The system then tries to split one document with dozens of pages and link it to multiple claims. This causes performance issues and error messages during merging or saving.
- What is the correct procedure?
- Scan each receipt separately or split the large document into smaller files beforehand. Attach only the relevant pages to each individual claim.
⚠️ Password-protected PDF invoices
Some suppliers send invoices as password-protected PDFs. These files require a password to open or edit. Our document processing components cannot read or process these files.
✅ Solution:
- Ask the supplier to send the invoice without password protection.
- Print the invoice as a PDF and upload the "printed PDF".
- Take a photo of the receipt and upload the image.