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RECEIPT VITALS GUIDE

Also called Receipt Digitization/PaperText


CONTENT
General Overview
1. Store Name
a. Basic Tips
b. Specific Tips
i. Email Receipt
ii. Payment Services Email- 1
iii. Payment Services Email- 2
2. Tricky Store Names (Special Cases)
3. Store Address
4. Dates
. Overall Tips
a. Japanese Receipt
b. Date Priorities
5. Multiple Dates
6. Total Amount
7. Currency
8. Multiple Receipts

General Overview
Here is a document in order to help you understand receipt task. This guide covers all the
rules with good examples. Please make a good use of this document and excel in receipt
digitization.

Task Form
This is the task form where you need to fill up all the necessary informations from the given
document.

1. Document Option- Before you begin with the digitization, you need to identify the
existence of a Store Name in the document and choose from the options accordingly:
a. Store Name exists- Enter given Store Name
b. Store name does not exist-
Enter the Store Address if given
(Street, City, State)
c. Store name and address do not exist-
Default (No Store)

2. Store Name- Type in the Store Name, if not given tick mark the correct button from
the Document Option field and do accordingly.

3. Total- Enter the correct Total Amount from the given document. Default amount = No Total
4. Currency- Default is NOC (No Currency)
a. Currency Code- If currency code is given in the document, use this field to choose the
correct currency.
b. Symbol Only- Use this field if the document only has currency symbol (Used by
multiple countries), but no code. This field has 4 different symbols, i.e. $, Kr, Rs and .ku
5. Receipt Date- Enter the correct date from the given document. Default for date is,
00/00/0000

STORE NAME
Basic Tips
For Store Name, always enter the name of an entity receiving the money or payment. Below
are some tips that will help you identify the correct Store Name:
1. Answer the question: Who gets paid?
2. Look for Urls, watermarks, logos, phrases like Thanks for shopping at, Welcome to

3. Exclude Store Numbers


More examples of store name can be found here.

Check out most common store names here.

Specific Tips
Email Receipts
Payment Services email (Paypal, Square) -1
Always remember that internet payment services like paypal,square, etc are not Store
Names. Look at the subject line of an email to identify the payee (receiver). If not given in
the subject line look through the email body. It will direct you towards the correct store
name. This tip generally works especially in Paypal emails.
Payment Services email (Paypal, Square)-2
In the above example you can clearly see that the email is sent from Square, but it is not the
merchant which also means it shouldnt be transcribed as a Store Name. The Subject of the
email clearly states Receipt from Rayzcorp, Inc. It is also given below the email header in
bold font.

Tricky Store Names (Special Cases)


There are some special cases that should be considered for a Store Name. Examples given
below will give you a clearer view on these cases

1. HMSHOST
TLC
NAME OF THE BANK:

In the case below, It is tempting to use Commonwealth Bank as a Store name but in
these types of receipts the store name should be Jamies Italian By ja.
Store Address (Street name, City, State)
DATES
Overall Tips
1. If only one date is given, enter it no matter what the context of the date is.(NEVER
use if a date of birth).
2. Never enter a Printer/Printed date unless its the only date present. PRINTER DATE
ert/

3. Dates should be transcribed in mm/dd/yyyy format. U.S receipts always have dates in
mm/dd/yyyy format whereas non U.S receipts have dates in either dd/mm/yyyy format or
yyyy/mm/dd format. Default for date -. Replace the missing parts of a date with zeros.
4. Ways to determine if the given receipts are U.S or non U.S are as follows:
a. Store Address
b. GST/HST (U.S only uses the term Tax)
c. Metric systems like Kilometer (U.S only uses the term Miles)
d. Currency
e. Currency and Language should also be considered

DATE PRIORITIES
1. Email Receipt
a. Email dates are considered as prioritized dates. Always use email dates even if a
transaction or payment date is available inside the content of receipt, unless one is highlighted
***If the receipt has multiple Email Headers then go for the one thats closest to the email
body.
*** In case of multiple email header and multiple email body, pick the header with transaction
detail on the email body.

VALID HEADER
A valid header consists of Clear TO and FROM ( Both senders and recipients email address
should be present in a Valid Email Header)
The above example shows the printed version of an email. It is also considered as a Valid
Email Header.
MULTIPLE DATES (EXCEPT FOR EMAIL RECEIPTS
2. TRANSACTION DATE
If the given document is not an email receipt, then first preference should go to the
Transaction date (Paid date). Invoice date, Due date, Issue date, Order date are not
transaction date. Different labels may be used to indicate the transaction date. Some of them
are:
Paid Date
Purchase Date/Purchased On
Trans Date/Transaction Date
Date near the time stamp
EXAMPLE 1

EXAMPLE 2
02/20/2015

EXAMPLE 3
Debit Date can also be considered as a transaction date if its not too far in the future. Debit
date is a date when payment is set to be made.

CREDIT CARD SWIPE DATE (CC SWIPE DATE/ CC AUTH DATE)


If no transaction date, then look for Credit Card Swipe date.

EXAMPLE 1
EXAMPLE 2
In Example 1 you can see that the date beside Credit card name was chosen. In Example 2 the
date beside credit card name is cut off, so we take the date that says electronically swiped
on which is 08/05/2014

Check date is considered as a Transaction date :

`
In the above example, It is tempting to use MRNFD (Most Recent Non Future Date) and capture
the wrong date but there is check date (Feb 14, 2016) which is counted as a transaction date.
So, when check date is given, always capture the check date just like Transaction date.

NOTE: Order Date, Invoice Date, Issue Date, and Due Date ARE NOT considered a
transaction date.

Most Recent Non Future Date


Most recent non future date should not exceed more than One day in future. If the given
document does not have a transaction date/Credit card swipe date, then go for the Most
Recent Non Future Date which could be any date, but never a Printer/Printed Date.

EXAMPLE 1
In the above example theres no transaction/CC swipe date, so we take the Most Recent Non
Future (MRNF) Date which is 01/21/2015 not 01/16/2015.

EXAMPLE 2
EXAMPLE 3
EXAMPLE 4
Print date or scanned on date, use only if no other date available.
**Desktop date: as last resort (not included in MRNF)
Gregorian Imperial Calendar Thai Indian Calendar
Calendar Calendar
Used in USA/Europe Used in Japan Used in Thailand Used in India

2016 28 2559 2073

2015 27 2558 2072

2014 26 2557 2071

2013 25 2556 2070

JAPANESE RECEIPT (Rare case)

Japanese/Chinese receipts generally use yyyy/mm/dd format for date. Japanese receipts
sometimes use different numbers for YEAR.
25= 2013= 2069(Nepali date)
26= 2014=2070
27= 2015=2071
You need to be careful and transcribe accordingly whenever you see the above values in
Japanese receipt.
Remember: If Date has year in the front, then month always follows.

*** Canada uses all date formats. Use the date format that would give you the most recent date.

TOTAL AMOUNT
No Total - Default for absent labels.

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 in Amount that needs to be followed. They are as follows:
Amount Due-
We want most recent information so, if Amount due is given then enter it. If not enter the
given Total Amount.

Sub-Total
Use sub-total when Total amount is not stated.

Special Case of Subtotal along with tax.


When subtotal (ONLY) with tax amount is given (as in above receipt), we enter default (-
) or no total in the Total field because we neither add nor subtract the tax.
When subtotal (ONLY) is given along with tax and tips, we still enter default.

NOTE:
Subtotal only no total, enter subtotal in the Total field.
Subtotal with Tax (with or without Tip), enter default(-) in the Total field. .

AMOUNT+TIP
Be very careful when it comes to Tip Amount. Tip Amount is usually handwritten. If not added
with the printed amount, math should be done and the sum should be entered in Total
Amount field.
Ghost Tips: (very lightly written tips)
Just like with blurry receipts, if you can read it then use it.
If it only looks like an imprint then, no, don't use it.
But if you can tell it is writing and it can be read then it is safe to use.
One on the left, It is legible. Light but visible.
One on the right: illegible, Not clear, dont add
Add the Tip to get the total. because not clear.

AMOUNT & TAX


If Tax is listed separately in the receipt, DO NOT do math to add it up. Enter whatever
Amount is given as due amount or total amount or subtotal with respective priority.
You can see in the above image that VAT amount is listed in the receipt. In this case Total
Amount will be 66.85, which is the Due Amount. VAT Amount should not be self added.

Hotel Bills
a. If grand total is available, use it.
b. If a customer made a deposit amount then theres remaining amount to be paid (usually
called Balance Due), we take the balance due amount as the recent transaction to be made.
c. If a customer made an overpayment, take the total and use the most recent Visa
payment date.
NEGATIVE AMOUNT (-)
Insert Negative Amount if the given receipt is a Return/Refund receipt. Do not go with the
sign like minus - or bracket () to identify return receipts. Look for the labels that clearly
state Return, Refund or Credited.
Multiple Transactions
a. If receipts has multiple totals, with no clear grand total, use the TOP Most total.
b. If there is multiple payment, take the first payment amount (same as date).
NO CLEAR GRAND TOTAL
If a receipt has multiple or no clear Grand Total, use the Top Total

Example 1
Example 2

In the example below, Sub-total is given and Amount charged is not mentioned. Two different
payment types are mentioned which is why we take the Top amount, which is the sub-total.

CIRCLED/HIGHLIGHTED AMOUNT
If an amount is circled or highlighted or marked in anyway, that amount should be entered as
Total Amount.
The circled amount in the above image is 49.81,hence we enter 49.81 in the Total Amount
field.
HANDWRITTEN AMOUNT
Always give priority to the handwritten amount. In the example given below, 301.50 is the
correct Amount to be entered.

CASH BACK
Include Cash Back in the Total if given in the receipt. Cash Back and Change are not same.
Cash Back- A facility offered by some retailers whereby the customer may withdraw
cash when making a debit card purchase.
Change- Money that customer gets in return for overpaying for an item he/she bought.

In the above example you can see that the Purchase Total is 19.47 and Cash Back is 20.00.
Cash Back and Purchase Total is added together which makes the Total Amount 39.47. Add
the Cash Back with the Purchase Amount if its listed separately, but not added.
EXCHANGE TRANSACTION
For foreign exchange transactions, use the originating currency, not the received
currency.

EXAMPLE 1 EXAMPLE 2
In Example 1, Cash Out means the received currency/value, therefore we do not
enter 125.00 as a Total Amount, instead we enter 161.06. In example 2 you can
clearly see that transaction has been made in GBP, therefore the correct Amount is

4.98.

Three Digits After


If there are three digits given after the decimal sign, transcribe it as you see.
For US receipts its opposite. Amount is always the numbers before the decimal. In the
example below, Total is 85.00 NOT 85000.
0.00 VALID TOTAL for Gift Cards, Store Credit, etc...
If a gift card store credit, or reward points, etc are used and the receipt states 0.00 as a
Total, enter 0.00 in the Total Amount field.
1. Car Rentals
a. If there is a cc authorization shown, you use the most recent cc auth date and the Total
Due
b. Hertz receipts - for Hertz, we always use the most recent cc auth date and the total
charges. (only exception is if there is a transaction date given)
CURRENCY
View full listing of currencies here

CURRENCY CODE
Select Currency Code when given in the receipt/document.
European Australia Canada Great Britain Hong Kong New Zealand Sweden
EUR AUD CAD GBP HKD NZD SEK

SYMBOL ONLY
Choose the Symbol from Symbol only field if a document just has a symbol. This field should
be used for symbols that are used by multiple countries with different values. Symbols given
in the table below are those symbols.

Indian/Nepalese Chinese/Japanese US/Canada/Aus. Krone UNKNOWN SYMBOL


$ Kr UNKNOWN SYMBOL

NOC (NO CURRENCY)


Select No Currency from Currency Code field, if the document does not have any currency
symbol or code mentioned.

Multiple Receipt
Different Transaction

The above example shows multiple receipts. You can clearly see that both receipts are from
Wells Fargo Bank, but the dates in both the receipts are different which makes it a different
transaction. Whenever you get multiple receipts with different transaction choose the Top
Left Most receipt. Here, there are only two receipts so choose the left one.

Rotated Image with Multiple receipts.

When Image is rotated then, pick the top left receipt from the rotated image itself (or image on
the interface as it is) not from the full page image.
In the above image, we pick the top receipt (i.e. receipt of Sheetz) not the other receipt which
becomes the left receipt once you rotate the image.

SAME TRANSACTION
The above example clearly shows that receipt is from same transaction, so extract the
informations very carefully and transcribe accordingly.

Link: Credit Card Purchase (Yes/No)

Commonly seen foreign words


Foreign Word English Word

EEUU The United States (Spanish)

Moms Tax

Moneda Currency
Montant Total or Sum

Saldo Balance

Tarif Rate

TXN Transaction

Utstedt Issued

Vat Tax

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