Receipt Reports

• Log into the admin dashboard of the Annex Cloud platform.
• Navigate to the Reports tab.
• Under the Reports tab, find and click Go under the Receipts module

The administrator can access the Receipt reports, which include four report types: Products, Retailers, Moderation, and Receipt Report.

Products Report

• This report acts as a database containing the list of products that should be identified on receipts before calling the Annex Cloud Order API to award members points. Meaning, if a product is included in this list and appears on a receipt it will be included in the order data that is sent to the Order API. If a product is not listed here, it will be excluded from the order when the data is sent to the Order API.
• When an order from a receipt is sent to the Order API and the products are included in the Product Catalog under the Product Catalog Management feature, also known as PCM, points will be awarded based on the reward settings configured for those products in the PCM. If the products listed are not included in the PCM, points will be awarded based on the Purchase action rule established in the program.
• The table on the Products report page displays product information for all the products currently eligible to be included in the order data gathered from receipts. You can search for specific products using the Search feature at the top left of the page.

Add New Product

An administrator can add new products to the database by clicking Add New. The Add New Product window will appear.

Within the Add New Product window, you have the option to upload products in bulk or one at a time.

Upload Multiple Products: Products can be uploaded in bulk through a CSV file. To download the sample CSV file, click on the (Download sample CSV) link.

To add a single new product, enter the following information and disregard the Upload Multiple Products field.

Product Name: Enter the product name. (Required Field)
Other Product Name: Enter any other name associated with the product, if applicable.
Retailers: Select the retailer from the dropdown list.

Note: The names of the retailers must already be added to the Retailers Report, or they will not appear in the drop-down menu.

SKU (Stock Keeping Unit): Enter the SKU for the product. It is a number (usually eight alphanumeric digits) that retailers assign to products to keep track of stock levels internally.
UPC(Universal Product Code): Enter the UPC for the product. The UPC is a barcode symbology that is widely used worldwide for tracking trade items in stores.
GTIN (Global Trade Item Number): Enter the GTIN for the product. It is a unique and internationally recognized identifier for a product.
MPN (Manufacturer Part Number): Enter the MPN for the product. It is used to uniquely identify a specific product among all products from the same manufacturer.

After adding the product’s details click Save to save the data.

The new product will appear in the Products Report table.

The report includes the following information and actions:

Product ID: A unique identifier assigned to each product within a brand’s inventory, used to distinguish one product from another.
Name: The name of a specific product that the brand sells. This attribute helps identify and describe the products that will be read from receipts and included in the order data sent to the Order API.
UPC(Universal Product Code): Displays the UPC for the product. The UPC is a barcode symbology that is widely used worldwide for tracking trade items in stores.
Created by: This field includes the email of the person responsible for adding the product to the database. It helps track who initiated the entry.
Actions: There are two options in this tab Edit and Delete.

• Edit: Allows the administrator to modify the information associated with a product.

• Product Name: Modify the product name. (Required Field)
• Product ID: Product ID is not accessible because it is automatically generated when a product is added by the system.
• Other Product Name: Modify any other name associated with the product, if applicable.
• Retailers: Modify the retailer selected from the dropdown list.
• SKU (Stock Keeping Unit): Modify the SKU for the product.
• UPC(Universal Product Code): Modify the UPC for the product.
• GTIN (Global Trade Item Number): Modify the GTIN for the product.
• MPN (Manufacturer Part Number): Modify the MPN for the product.
• Delete: Allows an administrator to remove a product from the system.
• The names of the retailers that appear in the dropdown list reflect what has been added to the Retailers Report module.
  After editing the product’s details click Save to save the changes to the data.

Click Delete to confirm the product should be deleted.

Retailers Report

The table on the Retailers Report displays information for retailers that sell the brand’s products and may appear on receipts uploaded by members. You can search for specific retailers using the Search feature at the top left of the page.

Add New Retailer

To add a new retailer, click Add New. The Add New Retailer window will appear for you to enter retailer details.

Retailer Name: Enter the name of the retailer. The retailer’s name should be unique (Required Field).
Retailer Address: Enter the street address where the retailer is located.
Retailer City: Enter the city where the retailer is located.
Retailer State: Enter the state or province where the retailer is located.
Retailer Country: Enter the country where the retailer is located.
Retailer Zipcode: Enter the postal code or zip code for the retailer's location, used for addressing and location identification.
Retailer Phone Number: Enter the contact phone number for the retailer.
Retailer Email: Enter the contact email address for the retailer.
Retailer Image URL: Enter the URL for an image or logo associated with the retailer, often used for branding and identification.

Note: If a duplicate retailer name is entered, the error message below will appear.

Once the retailer’s information has been entered, click Save to add the retailer.

The new retailer will appear in the Retailers Report table.

The table includes the following information and actions:

Logo: An image of the retailer’s logo will appear in this field if one has been included when the retailer was added to the database.
Retailer Name: The name of the retailer, which is used to identify the business.
Email ID: An email address for the retailer, if one was provided at the time the retailer was added to the database.
Phone No: The phone number of the retailer, if one was provided at the time the retailer was added to the database.
Created by: This field includes the email of the person responsible for adding the retailer to the database. It helps track who initiated the entry.
Actions: There are two options in this tab Edit and Delete.

• Edit: Allows the administrator to modify the information associated with a retailer. If Edit is selected, the Edit Retailer window will appear.

• Retailer Name: Modify the name of the retailer. (Required Field)
• Retailer Address: Modify the street address where the retailer is located.
• Retailer City: Modify the city where the retailer is located.
• Retailer State: Modify the state or province where the retailer is located.
• Retailer Country: Modify the country where the retailer is located.
• Retailer Zipcode: Modify the postal code or zip code for the retailer's location.
• Retailer Phone Number: Modify the contact phone number for the retailer.
• Retailer Email: Modify the contact email address for the retailer.
• Retailer Image URL: Modify a URL pointing to an image or logo associated with the retailer, often used for branding and identification.

After editing the retailer’s details click Save to save the changes.

• Delete: Allows an administrator to remove a retailer entry from the system.

Click Delete to confirm the retailer should be deleted.

Receipt Moderation Report

• The Moderation Report displays a list of all receipts that have been uploaded by customers. Here you can see what receipts have been approved automatically, what receipts require human verification, and what receipts have been flagged. It is also within this report that receipts requiring human verification will be reviewed and approved.
• The Search function is available at the top of the page. You can search for receipts within a given date range using start and end dates. Additionally, receipts can be filtered by Receipt Type, Uploaded By, and Status.

Within the Moderation Report table you can find the following information and actions:

Uploaded By: This field indicates the user ID of the member who uploaded the receipt.

Receipt ID: A unique identifier is assigned to each receipt for easy reference and tracking. This can be an alphanumeric code or number. If the Receipt ID is not found for the receipt, NA is displayed.

Retailer Name: The name of the retailer where the purchase was made.

Submitted At: The date and time when the receipt was uploaded into the system.

Status: The current status of the receipt.

Possible statuses include:

• Rejected: The receipt has been rejected from the manual moderation panel with a reason. This indicates that a receipt has been reviewed and found to violate receipt acceptance criteria. It's a formal rejection of the receipt.
• Cancelled: We can Cancel & Reprocess any receipt that was Automated/Moderated and had the order data processed by the Order API. This is a corrective tool for situations where data was processed incorrectly. It happens in two steps. In the first step, the order from the receipt is cancelled which means the awarded points are deducted from the member’s account. Then, in step two, the receipt is sent for human verification to be reprocessed.
• Reprocessed: A cancelled receipt is reprocessed with a new receipt ID (containing the word 'reprocess' at the postfix of the receipt ) and goes through the manual moderation flow. 
• Pending: The receipt is in the queue and has not yet been processed. It's awaiting further approval.
• Points Awarded: This status indicates that points have been awarded to the member for their order.

Receipt Type: This field specifies the type of receipt Moderated, Automated, and Flagged.

• Moderated: This type indicates the receipt requires manual verification and approval before the order information is sent to the Order API.
• Automated: This type indicates that the receipt met the confidence threshold after being read by the OCR technology, and the order information has been sent to the Order API.
• Flagged: This type indicates that the receipt has been flagged for an update or correction.

Risk Level: This field specifies the risk of fraud detected for the receipt. Fraud risk is detected by the OCR technology for receipts that are Automated. According to the OCR response, the risk level is shown as Low, Medium, or High.

For a more detailed description please read the information provided in this document on Risk Level.

Note: The Risk Level feature is experimental and does not have full accuracy. This feature is available only in the beta stage as of the February 5, 2024 release.

Receipt Source: Indicates the source from which the receipt was uploaded or sent. For instance, if a receipt was uploaded via WhatsApp, this field will display WhatsApp. Receipts can be uploaded from three sources: SMS, WhatsApp, and Dashboard. This information can be useful for tracking data from different sources and making further modifications to enhance the process.

Action: This field provides options for taking actions related to the receipt. These actions include editing and auditing actions that are relevant to the receipt processing workflow.

• Edit: Editing a receipt allows you to make changes or corrections to the information recorded on a receipt. For each receipt type the edit window appears differently. Continue to Editing Receipt Types in this document for further information.
• Audit: Review the history of actions that have been taken related to the receipt.

• S.No: Displays the order in which the actions took place.
• Date & Time: Displays the date and time action related to the receipt took place.
• Action: Displays a description of the action that took place.
• Admin: Displays the email address of the individual who took the action.

Export: Administrators also have the option to export the receipt moderation report into a CSV file by clicking Export> CSV at the top right of the page.

Editing Receipt Types: Moderation Report

To Edit a particular receipt, select Edit from the Action column for the receipt you’d like to review.

A pop-up window will then open for the selected receipt. The information and fields included in the window will differ depending on the receipt type (Automated, Moderated, Flagged).

However, for all receipt types, you will see you have two drop-down menus at the top of the Edit page. One is labeled Additional Detail, and the other is labeled Audit Trail.

The Additional Detail drop-down offers a summary of information for the receipt including the email address of the customer who uploaded the receipt, when it was submitted, the risk of fraud, the receipt status, and the receipt type.

The Audit Trail drop-down lists the history of activity for the receipt. For example, the time and date when points were awarded for the purchases made on the receipt.

Continue reading to see what you can expect when editing each receipt type.

Automated

This type indicates that the receipt met the confidence threshold after being read by the OCR technology, and the order information has been sent to the Order API.

Beneath the drop-down menus at the top of the page, you will see tabs available with additional receipt information. Initially, only two tabs appear- Data and Additional Products.

You can see the Debug toggle next to the Additional Products tab. If you toggle ON, three more tabs appear, which are Risk Level, JSON, and OCR Text.

The following information can be found within each tab in the Edit pop-up window for the automated receipt:

Data:

This section displays products listed on the receipt uploaded by the loyalty member and provides information such as product, quantity, price, and total. This tab only includes products that are listed in the Products Report, all other products from the receipt are listed in the Additional Products tab.

• Product: The name of the product is displayed in this column.
• Quantity: The quantity of the products purchased is displayed in this column.
• Price($): The price of the products purchased is displayed in this column.
• Total($): The total price paid for the products purchased is displayed in this column.
• Flag: The receipt can be flagged by clicking the Flag button, and providing the appropriate reason in the textbox.
• Cancel & Reprocess: The receipt is cancelled and reprocessed by clicking the Cancel & Reprocess button and providing the appropriate reason in the textbox. The receipt is then sent for human approval and undergoes manual moderation. 

Additional Products

The products that are not listed in the Products Report are displayed in the additional product section.

• Product: The name of the product is displayed in this column.
• Quantity: The quantity of the products purchased is displayed in this column.
• Price($): The price of the products purchased is displayed in this column.
• Total($): The total price of the products purchased is displayed in this column.

Risk Level:

This tab specifies the fraud risk detected for the receipt. Fraud risk is detected by the OCR technology for receipts that are Automated and determined by the response provided by the OCR. The OCR response is shown in the Risk Level tab.

The response parameters that determine the risk of fraud are attribute, color, and decision.

• Attribute: This field displays the reason for why the receipt is or is not at risk of being fraudulent.
• Color: This field indicates the fraud risk level for the receipt by displaying Green, Yellow or Red.
  • Green: If green is shown in the color field, then the risk level is Low, and the points are awarded automatically.
  • Yellow: If yellow is shown in the color field, then the risk level is Medium. The receipt will then be sent for manual moderation (human verification) before points can be awarded.
  • Red: If red is shown in the color field, then the risk level is High. The receipt will then be sent for manual moderation (human verification) before points can be awarded.
• Decision: The conclusive decision is shown in this field for whether the receipt is at risk of being fraudulent or not. It will display Not Fraud for green, Requires Review for yellow, and Fraud for red.

JSON:

This section displays the JSON code of the data collected from the receipt.

OCR Text:

This section displays the OCR-generated text collected from the receipt. This can include information about where the products are purchased, the price of each product purchased, the total price, the points earned, and the product return policy.

Moderated

This type indicates that the receipt requires human verification and manual approval before the order information is sent to the Order API. Individuals responsible for receipt moderation will select Edit next to receipts marked as Moderated to review the receipt and enter the order information, or reject the receipt.

Entering Receipt Data:

• Retailer Name: Select the name of the retailer from the dropdown menu.
• Date: Enter the date of purchase printed on the receipt.
• Receipt No: Enter the unique identifier is assigned to the receipt for easy reference and tracking.

• Product Name: Select the product from the dropdown menu of product names or enter the product name you want to search, this field has a dropdown and search option for you. You can search for the product by providing the Product Name, UPC, GTIN, and MPN. Products must be included in the Products Report to be selected from the dropdown menu and added to the order data that will be sent to the Order API.
• Quantity: Enter the quantity of the product the member purchased.
• Price: Enter the price of the product.
• Discount: Enter the amount the product was discounted (if applicable).

After entering the data for the product click ADD and the product will appear in the Eligible Products table.

Additional Products

The products that are not listed in the Products Report can be added in this section to collect data on the purchasing habits of members.

• Product ID: Enter the unique product ID for the product. (Required Field)
• Product Name: Enter the product name. (Required Field)
• Qty: Enter the quantity of the product purchased. (Required Field)
• Price: Enter the price of the product purchased. (Required Field)

After entering the data for the product click ADD and the additional product will appear in the table.
Actions: Once the additional product has been added, the product can be deleted by clicking the delete icon.

Click Approve to save the data entered and the data will be processed via the Order API and allow points to be awarded to the member for their purchases.

Click Reject If the receipt should not be approved, the reason for rejection must be included in the field at the bottom of the page. Previously used rejection reasons will populate in the drop-down menu to save you time when rejecting a receipt. This will trigger the Receipt Rejection email that was configured in the Receipt Email Settings.

Cancel & Reprocess Receipts

If you want to reprocess the receipts with Rejected or Points Awarded status, you should cancel the receipts and reprocess them. When a receipt is rejected or awarded points incorrectly, you should follow the following process to cancel and reprocess the receipt.

Fetch the receipts that are incorrectly rejected or points awarded through the search option. Click More and select Status as a search filter.

Select the receipt status as Rejected or Points Awarded from the dropdown and click Search to get the selected receipt status list.

Select the receipt you want to cancel and click the Edit icon under the Action column.

The following window appears, Provide the appropriate reason in the textbox and click Cancel & Reprocess to cancel the receipt. The receipt status will be changed to Cancelled.

The pop-up appears with the message “Receipt Cancelled Successfully” as shown below:

Select the receipt status as Cancelled from the dropdown and click Search to get the Cancelled receipts list.

Select the cancelled receipt you want to reprocess. Click the Edit icon under the Action column, and the following window appears:

Notice at the top of the receipt, the previous receipt ID will appear with the cancellation reason. A new receipt ID will be created in the format

“<cancelled_receipt_id>_reprocess”.

Make necessary edits to the receipt and click Approve to finalize the correction.

The pop-up appears with the message “Loyalty Receipt Points Awarded” as shown below:

The receipt status is changed to Reprocessed, and the Receipt type is changed to Moderated.

Click the Audit icon under the Action column, and the following window appears with action history details.

Flagged

Receipts may also be marked as Flagged under Receipt Type. By selecting Edit in the Action column, you can review the receipt and find the reason the receipt was flagged.

Reason: On the top of the pop-up window to the right of the receipt image, you will see the reason the receipt was flagged.
Retailer Name: The name of the retailer where the order was placed.
Date: The date the order was placed.
Product: The names of the products purchased are displayed in this column.
Quantity: The quantity of the products purchased is displayed in this column.
Price($): The price of the products purchased is displayed in this column.
Total($): The total price of the products purchased is displayed in this column.
Note: If you have reviewed the data from the receipt and do not believe it should be flagged, you will list the reason in the open field and then select Unflag. The receipt will then be marked as Moderated and be sent to go through the human verification process.

Receipt Report

In this report, an administrator can search for product purchase data from receipts uploaded by members within a specific date range. The data can be filtered further by members' User ID, by Receipt ID, or by retailer.

Submitted At: The date and time the receipt was submitted.
User ID: The unique identifier of the member who uploaded the receipt.
Receipt ID: The unique identifier of the receipt.
Retailer Name: The name of the retailer where the purchase was made.
Product Quantity: Indicates how many units of the product were purchased in the order.
Points Awarded Product Quantity: This column indicates the number of products for which the loyalty points have been awarded from the purchased products. If all the purchased products are awarded with loyalty points, the total number of products is shown in this column.
Receipt Source: Indicates the source from which the receipt was uploaded or sent. For instance, if a receipt was uploaded via WhatsApp, this field will display WhatsApp. Receipts can be uploaded from three sources: SMS, WhatsApp, and Dashboard. This information can be useful for tracking data from different sources and making further modifications to enhance the process.

Receipt URL: A web link to the receipt for the product purchase. This allows administrators to access and view the details of the transaction, including other items purchased, prices, and payment information. The administrator can copy the link of the receipt or download the receipt to the system.

The administrator can adjust the number of receipts displayed per page at the bottom of the page using the Display drop-down.

Export: Administrators also have the option to export the receipt report into a CSV file by clicking Export> CSV at the top right of the page.

Receipt Detail Report

Within the Receipt Report, the Receipt ID is displayed as a link. If you click the link, the Receipt Detail Report will open, as displayed in the image below:

The following details appear in the Receipt Detail Report:

• Submitted At: The date and time when the receipt was uploaded into the system.
• User ID: The unique identifier of the member who uploaded the receipt.
• Receipt ID: A unique identifier is assigned to each receipt for easy reference and tracking. This can be an alphanumeric code or number. If the Receipt ID is not found for the receipt, NA is displayed.
• Retailer Name: The name of the retailer where the purchase was made.
• Product ID: Displays the unique product ID for the product.
• Product Name: The name of the specific product being referred to.
• Price: The price of the products purchased is displayed in this column.
• Quantity: The quantity of the products purchased is displayed in this column.
• Receipt Source: Indicates the source from which the receipt was uploaded or sent. For instance, if a receipt was uploaded via WhatsApp, this field will display WhatsApp. Receipts can be uploaded from three sources: SMS, WhatsApp, and Dashboard. This information can be useful for tracking data from different sources and making further modifications to enhance the process.

• Points Awarded: This column indicates if the member has been awarded loyalty points for the purchase of the product. If points have been awarded Yes is displayed, if points have not been awarded No is displayed.

Access to Receipt Reports

Access to the Receipt Reports is given using the Role Management feature in the Users tab. Access is given by the super admin to program administrators according to the role of the user.

• Log in to the admin dashboard of the Annex Cloud platform.
• Navigate to the Users tab.
• Select Role Management to get the list of user roles.

Choose one of the roles you want to modify from the list and click the Settings icon under the Actions tab to open the list of modules available for modification of access.

View Access, Write Access, and Export Access can be modified in the Reports tab.

View Access: Access to view can be modified by this toggle button. If the toggle button is ON, then the users belonging to the selected role can view the report. If the toggle button is OFF, then no other access can be provided to this report for the members belonging to the selected role.

Write Access: Access to edit can be modified by this toggle button. If the toggle button is ON, then the members belonging to the selected role can edit the report. If the toggle button is OFF, the users belonging to the selected role can only view this report but cannot edit any information.

Export Access: Access to export the content of the report in Excel format to the user's system can be modified by this toggle button. If the toggle button is ON then the Excel file can be exported to the user’s system. If the toggle button is OFF then members can not export the report.

Note: If the View Access toggle is set to OFF, no other access can be given to the user regarding the report.

Audit: Shows the history of access changes for the selected report.

1. Date: Displays the date when the administrator modified access.
2. User Details: Displays the name and email address of the administrator who modified the access.
3. Event Details: Displays the description of which access was modified.
4. Old: Displays the description of which access previously existed in the configuration before the change was made.
5. New: Displays the description of the updated access.
6. Source: This field shows the administrator’s IP address.

For Example:

View Access for the Products Report is toggled to OFF for a user role.

The Product Report is not visible to the user when viewing Receipt reports.