Creating and Editing Receipts

While Apocha excels at automatically importing and categorizing receipts, sometimes you need to create entries manually or fix imported data. This guide covers everything from creating your first manual receipt to fine-tuning line item categories.

Creating a New Receipt

Step 1: Open the New Receipt Form

Click the "New..." button at the bottom right of the receipt list, or use the keyboard shortcut.

Step 2: Set the Basic Information

The form opens with empty fields ready for your data:

Field	Description	Tips
Document Date	When the purchase happened	Defaults to today
Value Date	When money was debited	Usually same as document date
Store Name	Merchant or transaction partner	Start typing for suggestions
Amount	Transaction total	Enter positive number
Account	Which account to use	Your default account is pre-selected
Cash Flow Type	Expense, Income, or Transfer	Changes form fields

Step 3: Choose the Transaction Type

Select the type that matches your transaction:

Expense

Money going out - purchases, bills, payments.

Income

Money coming in - salary, refunds, gifts.

Transfer

Moving money between your own accounts - ATM withdrawals, savings transfers.

Step 4: Save the Receipt

Click Save to create the receipt. You can now add line items if needed.

Editing an Existing Receipt

Open any receipt and click Edit in the action menu, or click the edit icon.

The edit form shows all current values ready for modification.

Managing Line Items

Line items are where Apocha's detailed categorization happens. Each item can have its own category, giving you granular spending insights.

Adding Line Items

1. Click "Add Item" in the line items section
2. Fill in the item details
3. Assign a category
4. Repeat for each item

Field	Description	Example
Name	Item description	"Organic Bananas"
Quantity	How many	1.5 (can be decimal for weight)
Price	Total for this line	€2.99
Category	Spending category	Food > Fruits & Vegetables

Editing Line Items

Click any line item to expand it and edit:

Deleting Line Items

Click the trash icon next to any line item to remove it.

Totals

Apocha doesn't automatically recalculate the receipt total when you change line items. If you add or remove items, update the total amount manually to keep things accurate.

Assigning Categories

Categories follow a hierarchical structure. When selecting a category:

1. Start typing to search
2. Browse the tree structure
3. Select the most specific category that fits

Category Depth

Categories can be up to 3 levels deep. The more specific you are, the more detailed your spending analysis will be. "Food > Fruits > Apples" is better than just "Food".

Multi-Currency Transactions

When you pay in a different currency than your account currency, additional fields appear:

Field	Description
Receipt Currency	The original transaction currency
Receipt Total	Amount in original currency
Debit Currency	Your account's currency (auto-filled)
Debit Amount	What was actually charged to your account

The exchange rate is calculated automatically from these amounts.

When to Use This

Use multi-currency when:

• You made a purchase abroad
• You bought from an international online store
• Your bank charged you in a different currency

Adding Receipt Images

Attach images of your paper or digital receipts:

1. Click "Add Image" or the camera icon
2. Select a file or take a photo (mobile)
3. The image uploads and attaches to the receipt

Supported formats:

• Images: JPG, PNG, HEIC
• Documents: PDF

Adding Tags

Tags help organize receipts beyond categories:

1. Click the Tags field
2. Select existing tags or type to create new ones
3. Tags appear as colored badges

Use tags for:

• Business - Work-related expenses
• Tax Deductible - Keep track for tax season
• Vacation - Group all trip expenses
• Reimbursable - Expenses to claim back

Creating Recurring Transactions

If this receipt represents a regular expense (rent, subscription, utility), you can create a recurring series:

1. Click "Create Recurring" in the action menu
2. Set the recurrence pattern
3. Apocha will create future entries automatically

Tips for Efficient Data Entry

Use Store Suggestions

Start typing a store name - Apocha remembers your previous entries and suggests matches.

Default Account

Set your most-used account as default in Settings to save clicks.

Batch Your Entry

If you're entering multiple receipts, stay in the receipts section and use "New..." repeatedly. The form remembers your last account selection.

Skip Line Items When Not Needed

For simple transactions (coffee, gas), you don't need to add line items. The category on the receipt level is enough.

Keyboard Shortcuts

• Tab: Move between fields
• Enter: Save and close
• Escape: Cancel without saving

Common Scenarios

Recording a Cash Purchase

1. Create new receipt
2. Select your "Cash" or "Wallet" account
3. Enter store and amount
4. Save

Splitting a Bill

1. Enter full receipt as normal
2. Add each person's share as line items
3. Tag with person's name for easy lookup

Correcting an Import Error

1. Open the incorrectly imported receipt
2. Click Edit
3. Fix the wrong fields
4. Update categories if needed
5. Save

Entering an ATM Withdrawal

1. Create new receipt
2. Select Transfer as type
3. Source: Your bank account
4. Target: Your cash wallet
5. Enter the withdrawal amount
6. Save

Related Features

• Finding Your Receipts - Navigate your receipt list
• Understanding Receipt Details - What each field means
• Managing Multiple Receipts - Bulk editing

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Part of the Receipt Management guide series.