Verify Receipts

Verifying receipts allows you to track which sites have sent you receipts and confirm the data is correct. Even though this step is optional, we recommend you complete it if you allow sites to enter their own receipts.

The Receipt Verification Page

The Receipt Verification page pulls all receipts either you or your site have entered for CACFP expenses into a centralized place in KidKare. You do not need to select a specific center when viewing this page, but you can set filters accordingly.

1. From the menu to the left, click Center Management.
2. Click Receipt Verification. The Receipt Verification page opens.
3. To sort this table by a specific column, simply click the the column heading by which to sort. Note: You can only sort the table by one column at a time.
   1. Click once to sort in ascending order.
   2. Click twice to sort in descending order.
   3. Click a third time to remove the sorting.
4. Use the first row of the table to filter receipts that display. Either click and type a filter, select a date in the Transaction Date column, or use the drop-down menus in other columns to filter the displayed receipts.

Columns on the Receipt Verification Page

The table below lists and defines each column on the Receipt Verification page.

Reviewing & Verifying Individual Receipts

Sponsors can review the details for and verify individual site receipts, as needed. This process varies based on the receipt source.

Claim Month & Receipts

All CACFP receipts are tied to a specific claim month in order to provide a clear audit trail for sponsors. This means, that whenever you or your sites record a receipt, you must select a Claim Month. This is set independently of the Transaction Date. This means that you can tie receipts dated between/close to the end of the current claim month to the following claim month--if those purchases apply.

For example, Center ABC purchased food and CACFP supplies on July 31, 2025. Their purchases will be used in early August 2025 for August claims. When entering expenses, you would select the August 2025 claim month.

Reviewing & Verifying Scanned Receipts

Receipts that were scanned into Parachute include the receipt image, as well as the automatically generated line items as they appear on the receipt. These receipts may also have automatically detected issues flagged in the details.

1. From the menu to the left, click Center Management.
2. Click Receipt Verification.
3. Filter to the receipt(s) to review.
4. Click the link in the Receipt ID column to open the Receipt Detail page. This page is split into three sections: Submission Details, Details, and Line Items.
   1. Submission Details: This section lists the verification status, any flagged issues, who submitted the receipt and their contact information, receipt history, and a blank Notes box.
   2. Details: This section lists the vendor, transaction date, claim month, invoice number, payment method, description, and receipt total amount. 
   3. Line Items: This section includes the scanned receipt, receipt totals and differences, and the individual line items from the scanned receipt.
5. Review the scanned receipt and the line items listed on the page.
   1. Compare the Running Total to the receipt Total Amount box.
   2. Review each line item. As you hover over the line item listed, it is highlighted in blue on the receipt image.
   3. Click the Category drop-down menu and assign a CACFP category to the line item. 
      Note: If you wish to allow your sites to categorize line items on scanned receipts, set Policy T.06 Allow Sponsors to Categorize CACFP Expenses to N. Sites will be able to categorize their receipts in KidKare and the category field will be read-only when submitted to the sponsor.
      
      You can choose from the following:
      • Food
      • 1%/Skim Milk
      • Whole Milk
      • Substitute Milk
      • Supplies
      • Tax
      • Labor
      • Mileage
      • Unapproved
      • Other
6. Ensure the line item's description, quantity, and price matches what is listed on the receipt image. 
   1. To add a line item that is not listed, click  + Add Line Item.
   2. To remove a line item, click  x to remove it. This is useful in those cases where a site submits a receipt that includes personal purchases or other purchases not allowable in CACFP.
7. Review any highlighted errors. These will appear in yellow on the receipt image. Additionally, any items added after the receipt was scanned (by you or the site) are called out by a yellow circle in the line items list.
8. Scroll down and review the notes, if any, left by the site for this receipt.
9. Make any needed changes to the Details. For example, you may need to add a Payment Method for reporting and tracking purposes.
10. In the Submission Details section, you can:
    1. Add notes: Click the Notes box and add any notes needed for this receipt. These notes are internal to your organization. 
    2.  Review receipt history: The Receipt History provides a clear audit trail for each receipt. It will tell you what changed, when it changed, and who changed it.
11. When you have finished your review, click the Verification Status drop-down menu and choose from the following:
    • • Sponsor Accepted
      • Sponsor Rejected
      • Revision Requested
12. Click Save.

Reviewing Potential Duplicate Receipts (Scanned Receipts Only)

One of the issues that may be auto-detected on scanned receipts is Duplicates. If a receipt is a potential duplicate, the Detected Issue field (both on the Receipt Verification page and the Receipt Details page) will show Duplicate.

To view all receipts flagged as potential duplicates:

1. In the Detected Issue column/field click the Duplicate link. The Duplicates page opens and lists all receipts flagged as potential duplicates. It also includes the following:
   • • Site Name
     • Receipt ID
     • Transaction Date
     • Claim Month
     • Submitted By
     • Verification Status
2. From here, you can review each flagged receipt and take appropriate action.

Reviewing & Verifying Manually Entered Receipts

Manually entered receipts include receipts that you or your sites entered via Itemized Entry or Quick Entry.

1. From the menu to the left, click Center Management.
2. Click Receipt Verification.
3. Filter to the receipt(s) to review.
4. Click the link in the Receipt ID column. The Edit Expense pop-up displays.
5. Review the information listed in the pop-up. 
6. From here, there are several actions you can take:
   • Edit: Edit the receipt details to match the physical receipt the site submitted to you (whether via mail or scanned image sent to you through a file share). 
   • Delete: Delete the receipt outright.
   • Send Back for Revision: Click Update Status and set it to Revision Requested. The site can then make changes and re-submit the receipt.
   • Accept: Click Update Status and select Sponsor Accepted to accept the receipt.
   • Reject: Click Update Status and select Sponsor Rejected to reject the receipt.
7. When finished, click Save.

Accepting Receipts in Bulk

If you have a large amount of receipts you need to approve at once, you can accept receipts in bulk from the Receipt Verification page.

1. From the menu to the left, click Center Management.
2. Click Receipt Verification.
3. Click the drop-down in the Verification Status column and select Not Reviewed. This filters the receipts to only those receipts that have not been reviewed yet.
4. Check the box next to each receipt to accept. You can also check the box in the table header to select all displayed receipts.
5. Click the Accept button.

Exporting Receipts

From the Receipt Verification page, you can export the receipts list to an .XLSX file. 

1. From the menu to the left, click Center Management.
2. Click Receipt Verification.
3. Filter the receipts that display, as needed.
4. Click the yellow Export button. The filtered receipts list downloads automatically.

Printing Receipts

You can also print the receipt list from the Receipt Verification page. 

1. From the menu to the left, click Center Management.
2. Click Receipt Verification.
3. Filter the receipts that display, as needed.
4. Click the blue Print button. A printable view of the Receipt Verification list displays.
5. In your browser, do one of the following:
   • Type Ctrl + P.
   • Right-click in the browser and select Print.
   • Click the three dots to open the browser's menu and select Print. This may either be a set of three vertical dots (Chrome) or three horizontal dots (Edge), depending on the browser you use.
6. Follow your browser's prompts to print the receipt list.