## Purpose
Download, rename, and upload receipts from BILL into MyFoodProgram so CACFP expense records for Erica Harris stay complete, organized, and audit-ready. Track incomplete or missing receipts and avoid duplicates.
## Prerequisites
- Sign in to BILL and MyFoodProgram with the client’s approved credentials via the organization’s password manager.
- Work only receipts marked **Needs Your Approval** (do not approve them—upload only).
- Skip **Incomplete** transactions (no receipt attached); note their dates for documentation.
## Procedure
### 1. Review BILL transactions
1. In BILL, open **Transaction → Pending and Cleared**.
2. Note the most recent activity date.
3. Identify receipts marked Needs Your Approval. Record any Incomplete transactions and dates without uploading them.
### 2. Download and rename
1. Download each new receipt.
2. Rename using merchant + date, for example `HEBReceipt_02192026`.
### 3. Upload to MyFoodProgram
1. In MyFoodProgram, open **Cloud Storage → receipts**.
2. Select the correct year and month.
3. Use **Upload Here** at the bottom of the page.
### 4. Confirm completeness
1. Compare uploaded count vs receipts provided for the working month.
2. Identify missing dates/totals and upload only the missing Needs Your Approval items.
3. If a same-date file already exists, append `(2)` (or similar) to the filename.
4. Do not upload duplicates—receipts cannot be deleted after upload. Wait for the check mark, then refresh to confirm.
### 5. Cut-off receipts
If MyFoodProgram will not accept a cut-off photo (for example Restaurant Depot):
1. Note the date and total.
2. Request a clearer copy from the designated family/admin contact (include date and total).
### 6. Close out
Update ClickUp/Hubtasks with completed, pending, or remaining items. Note the last receipt uploaded so the next run starts from the right place.
Quality Checklist
[ ] Only Needs Your Approval receipts uploaded
- [ ] Incomplete items logged, not uploaded
- [ ] No duplicates
- [ ] Tracker updated