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How to Submit Reimbursement and Cash Advance Transactions Using OCR in Mekari Expense

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Learning Center Mekari
  • Updated

In addition to manually creating Reimbursement and Cash Advance transactions, you can also submit these transactions automatically through OCR in Mekari Expense. In this process, you can upload supporting documents related to Reimbursement expenses or Cash Advance fund needs. Document uploads can be done directly through the Reimbursement or Cash Advance pages. See the steps below.

A. How to Submit Reimbursement Transactions Using OCR

1. Single Category

  1. Log in to your Mekari Expense account.

  2. Then select the My claims menu.

  3. Next, click “Request claim” and select “Reimbursement - Upload file”.

    Please ensure that OCR credit is still available before uploading a file. If your OCR credit has run out, the “Reimbursement - Upload file” button will not be accessible.

  4. Next, upload the transaction by dragging the file directly into the box, or click “Browse”.

    File types must be in PDF, PNG, or JPG format. Non-compliant files may cause errors and affect your OCR credit usage.

  5. Next, the upload process will take place.

    Important!
    If the loading process takes time, please wait until it finishes. Please note that your OCR quota will automatically decrease after you upload the receipt.

  6. The following screen will appear. Here, you can edit the data shown on the uploaded transaction document. First, select the Claim category.

  7. Next, other fields will appear. Below is an explanation of each field that can be adjusted according to the receipt.

No Feature Name Description
1 Preview of the uploaded transaction. To view the appearance of the uploaded reimbursement transaction document.
2 Claim category Type of expense category submitted for reimbursement, such as transportation, accommodation, and pocket money.
3 Transaction date Displays the transaction date.
4 Amount Displays the total amount of the reimbursement transaction.
5 Vendor Displays the related vendor.
6 Attachment Click “Choose file” if you want to add another receipt.
7 Description Description of the completed transaction.
8 Hide preview Toggle to hide the receipt preview.

  1. Make sure all data is correctly filled, then click “Submit”.

  2. The successfully uploaded receipt will appear on the following screen.

    If the reimbursement transaction does not have OCR, you can follow the reimbursement submission flow through the guide in the following article.

2. Sub Category

  1. Log in to your Mekari Expense account.

  2. Then select the My claims menu.

  3. Next, click “Request claim” and select “Reimbursement - Upload file”.

  4. Then upload the transaction by dragging the file directly into the dropbox, or click “Browse”.

    File types must be in PDF, PNG, or JPG format. Non-compliant files may cause errors and affect your OCR credit usage.

  5. Next, the upload process will take place.

    Important!
    If the loading process takes time, please wait until it finishes. Please note that your OCR quota will automatically decrease after you upload the receipt.

  6. The following screen will appear. Here, you can edit the data shown on the uploaded transaction document. Below, the selected Claim category is an example of a Category that contains Subcategory. Also complete the Transaction date (which will automatically fill if found in the uploaded file), Reimbursement item (if any), Subcategory, and Vendor.

    If you want to add an item to the Claims, you can directly upload OCR by dragging the file to the dropbox or click “Browse”.

  7. Then you can also click “View attachment” if you want to see the attachment in more detail.

  8. Additionally, you can edit the Description and total Amount.

    - Always pay attention to the available limit information.

    - Click “Add item” to add other information related to the receipt.

  9. Make sure all data is filled, then click “Submit”.

    If you press the “Cancel” button, the OCR quota will not be restored, so the OCR credit will still decrease.

  10. The successfully uploaded receipt will appear on the following screen.

    If the reimbursement transaction does not have OCR, you can follow the reimbursement submission flow through the guide in the following article.

B. How to Submit Cash Advance Transactions Using OCR

1. Single Category

  1. Follow the steps in points 1-8 regarding how to submit Cash Advance transactions here.

  2. If the Cash Advance transaction has been successfully approved by the Super Admin, and the transaction status changes to ‘Awaiting settlement’, you can proceed with the OCR upload step by clicking “Actions”, then selecting “View details”.

  3. Next, click “Submit settlement report” again.

  4. The following settlement input banner will appear.

  5. Upload the transaction by dragging the file directly into the box, or click “Browse”.

    File types must be in PDF, PNG, or JPG format. Non-compliant files may cause errors and affect your OCR credit usage.

  6. Next, the upload process will take place.

     

    Important!
    If the loading process takes time, please wait until it finishes. Please note that your OCR quota will automatically decrease after you upload the receipt.

  7. The following screen will appear. Here, you can edit the data shown on the uploaded transaction document. Below is an explanation of each field.

No Feature Name Description
1 Preview of the uploaded transaction. To view the appearance of the uploaded cash advance transaction document.
2 Toggle ‘Cash advance is not used’ Check this toggle if the cash advance is not used.
3 Hide preview Toggle to hide the receipt preview.
4 Vendor Displays the related vendor.
5 Amount Displays the total cash advance amount.
6 Description Description of the completed transaction.
7 Attachment Click “Choose file” if you want to add another receipt.
8 Purpose/reason Purpose or reason for submitting the cash advance.
9 Notes Additional notes (if any).

  1. Make sure all data is correctly filled, then click “Submit”.

  2. The successfully uploaded receipt will appear on the following screen.

    If the uploaded cash advance does not have OCR, you can follow the cash advance submission flow through the following guide here.

 2. Sub Category

  1. Follow the steps in points 1-8 regarding how to submit Cash Advance transactions here.

  2. If the Cash Advance transaction has been successfully approved by the Super Admin, and the transaction status changes to ‘Awaiting settlement’, you can proceed with the OCR upload step by clicking “Actions”, then selecting “Submit settlement report”.

  3. You will then be directed to the following page. Click “Settle item” on one of the transactions.

  4. The following settlement input banner will appear.

  5. Upload the transaction by dragging the file directly into the box, or click “Browse”.

  6. Next, the upload process will take place.

    Important!
    If the loading process takes time, please wait until it finishes. Please note that your OCR quota will automatically decrease after you upload the receipt.

  7. The following screen will appear. Here, you can edit the data shown on the uploaded transaction document. Below, the selected Claim category is a Category with Sub. Also complete the Amount, Description, and Attachment.


     

  8. Make sure all data is filled, then click “Save”.


     

  9. You will then return to the following page. Continue filling out the Settle item for all available Subcategories. If all data is correct, click “Submit”.

    Always pay attention to the available Remaining balance.

  10. Make sure all data is filled, then click “Submit”.

  11. The successfully uploaded receipt will appear on the following screen.