1. Fraedom Approvals Presentation
FRAEDOM user guide
Expenses module
Updated January 2019
Created 16/7/15

2. Introduction to Fraedom
Expense management system for University Purchasing Cards.
Mandatory to attach an image.
In-App photo of receipt, scanned receipt or lost receipt form.
OCR (Optical Character Recognition) functionality that will scan your invoice and attempt to automatically match it to the relevant transactions and code GST.
11 Spend Wizards to help choose the correct expense code for your transaction.
A Smart phone App, for taking images of your invoices and for simple coding on the go.

3. INSTALL SMART PHONE APP
EXPENSE MODULE
FRAEDOM OVERVIEW
SLIDES 3-8
INSTALL SMART PHONE APP
SLIDE 9-10
DESKTOP INSTRUCTIONS
SLIDES
APP INSTRUCTIONS
SLIDES 29-39

10. Coding – via. the Desktop
Sign in to OKTA.

11. Select the Fraedom App.

12. Accept the conditions.

13. SET DEFAULT CODE IN FRAEDOM
1. Click on your name in the top right corner of the screen, and click on ‘Personal Settings’.
2. Click ‘Default Codes’ in the menu on the left.
3. Click on the arrow next to the account number fields.
4. Search for your account in the drop down boxes, and then click save.
5. Your default code has now been set. This will appear automatically against all future transactions, and can be edited.

14. Coding – Expenses Tab
Click on Expenses.

15. Click on a transaction to open the coding box.
In the coding box, select a Wizard (or template, if using them).

16. A list of available Wizards appears.
Either select the required Wizard or search by expense type.
Allocate the expense to the correct category (ies) and complete any required fields. Then click next.

17. The cost centre and project that you set as default will appear here
The cost centre and project that you set as default will appear here. Edit if required.
Add a description of the expense

18. If invoice/receipt has been auto-linked by OCR you will see this icon
on the top right hand corner of the Expenses Page. (OCR – Slide 5)
If no image has been auto-linked you will see this icon.
Link invoice/receipt by clicking ‘Link receipt’, searching for the relevant invoice in your library and selecting it. Refer slides for uploading images to the library.

19. Clicking on Link Receipt opens your Image Linking Library.
Select the invoice that relates to your current transaction to link it.
Click ‘Link’.

20. An image icon appears. SUCCESS! Click ‘Complete’ to finish.

21. USING IMAGES HOW TO GET AN IMAGE INTO THE LIBRARY
SCAN the image(s) to your computer. A folder on your desktop is a good idea.
The image(s) should relate to one
transaction only. Multiple invoices on
one PDF is not encouraged. or
TAKE A SMARTPHONE PHOTO and it to your Fraedom library pg. 22
USE YOUR SMARTPHONE APP
See page 3 for information
about the SMARTPHONE APP
OCR (OPTICAL CHARACTER RECOGNITION
Will auto-link images- see slide 5

22. USING IMAGES CONT.
When you click on Link receipt, your Image Linking library will appear.
You can upload via using the unique Fraedom address that appears when you click here.
You can click on ‘upload’ and browse your computer for the uploaded image. OR
If you have already taken a photo with your smart phone app, the image will already be in the library.

23. If you click ‘Upload via ’, this screen will pop up with your unique Fraedom address. You can receipts (as attachments) to this address, and they will automatically show up in your image library.

24. Once your image has been uploaded, using whichever method you prefer, you can simply click on the relevant image and then click ‘link’.

25. Tax receipts – what is an acceptable receipt?
Name of supplier
GST clearly shown
Amount
Tax invoice/receipt

26. Not a tax receipt
Merchant transaction slips that only show a transaction has been paid by EFTPOS.
Not enough information.
Not a tax invoice/receipt.

27. Fraedom App – Getting Started
Download the App onto your mobile device/tablet.
Log in to Fraedom via the desktop.
Click on your name in the top right corner of the screen.
In the drop down box, click on the ‘Mobile App’ option.

28. Fraedom App – Getting Started cont.
In the box that pops up on the screen, click the ‘Get QR Code’ link to generate a unique QR code for your account.
Open the app on your phone, and click the ‘Use QR Code’ button.
The camera will open on your app – use this to scan the QR code on your computer.
You will then be asked to enter a pin number for future log ins.
Your app is now linked to your Fraedom account, and you’ll be able to log in with your pin in future.

29. Coding – via. the App
When you open the app and log in, the first page you see should be the ‘expenses’ page. If it is not, click on the three lines in the top left
and then choose ‘Expenses’.
You will then see a list of all outstanding transactions waiting to be coded. Click on any one of these transactions to enter the coding screen.

30. Coding – via. the App
Uploading a receipt
If your receipt hasn’t been auto-linked, you will need to link it manually. Click on the ‘Receipt’ button in the top right to open your image library.

31. You will see all the images that have already been loaded into your library. You can click on any of these images to see a larger copy of the receipt, or you can click on the link button to link it to the transaction immediately.
If you need to add a new image, click the plus sign in the top right to take a picture using the camera, or to choose a picture from your gallery.

32. After clicking on the relevant image, click the link button in the top right to link it to the transaction.

33. Coding – via. the App
Coding an expense
Once a receipt has been linked, either manually or automatically with the OCR you can complete the coding.
Click the Edit button to enter the coding screen.

34. To search for an account, click on the CC/Project field or the Expense Code field. You can then pick one of your favourite codes, or search manually for a code.
If you have a default CC/Project set up, this will already be loaded into the field.

35. You can use a Spend Wizard to search for an Expense Code
You can use a Spend Wizard to search for an Expense Code. Click ‘Select Spend Wizard’ at the top of the screen, and choose the relevant wizard from the list.
You can search for a type of expense in the search bar at the top of the screen.

36. Enter any information required (such as a description, or Travel information).
Click ‘Add Amount’ down the bottom to allocate the transactions to a sub-category.

37. You can either manually type the amount in the field, or click the arrow underneath to allocate the full amount.
Click Apply in the bottom right to finish the expense coding.

38. Once a receipt has been attached and the coding completed, the transaction will automatically be sent to your approver. It will then disappear out of your ‘To Do’ list.
You can access the transactions that are pending approval by clicking the filter button on the main expenses page.

39. CONTACTS Amanda Harvey – Administrator 8201 3549
Jessica Harrison – Administrator
David Paterson – Associate Director, Procurement Services
General Enquiries