How to get started using Expenses with your free trial

by Lee Porter 7. October 2014 18:05

You need to have Client Admin access to your site.

Expenses is already turned on in Admin > System Functionality > Set Functionality Required.  It is here that you can remove it before the expiry date of your free trial if you wish.

The expense module has a number of different users that offer different levels of access:

Employees: All employees can raise expense claims

Managers: All Group Managers can approve the claims for their Group Members or return them to the employee with queries 

Employees with Functionality Roles 

Expense Claim Approver: This role allows the employee with it to approve claims for all employees across the business as if they were their Manager or return them to the employee with queries

Expense Claim Processor: This role is designed for the person(s) in Accounts/Payroll who will be collating and clearing the claims for payment or return them to the employee with queries

Expense Admin: This role has access to all previously described areas with the addition of the Admin area which allows for fine control of the expense process

 

You MUST add 'Expense Admin' Functionality role to atleast one of your employees for that person to be able to see the full Expense menu.  To do this a Client Admin should go to People > Employee name > Person (dropdown) > Functionality Role and add 'Expense Admin'.

 

The Expense menu for all users is found by going to Actions > Expenses.  From here monthly claims can be added and Open ones can be accessed.  Claims are Open until they are scheduled for payment by Accounts at which point they automatically move to the employees Paid area.  Open claims can be added to by the employee until they are digitally signed off by the employee after which only receipts and invoices can be added to support the claim (i.e. no new expenditure can be added).  However subsequent claims for the same month can be raised for anything that is forgotten or for a contentious item that might be returned with queries.  The Approval page is visible to all employees but, unless the user is a Group Manager or an Expense Claim Approver, no claims will be shown.  Process is the menu normally reserved for Accounts to check and clear claims for payment, gather claims into batch payments (i.e. for October 2014) and other Account and Payroll tasks.  Finally the Admin menu provides key settings to control the expense process such as financial periods, allowed currencies, exchange rates, mileage rates and custom pick lists.

Expense Management

by Lee Porter 7. October 2014 17:28

Managing your expense claims takes considerable time, both for the employee to compile and submit them, your managers to approve and Accounts/payroll to process.  Our software makes this whole process much simpler and faster while keeping everyone informed at all stages.  The expense module is configurable to meet your needs but the following describes the general process:

EMPLOYEES

Employees that submit expense claims can do so online.  Monthly claims can be raised and completed throughout the month or in one go.  The claims can hold expenditure, mileage, cash advances and returns.  Expense claims can be raised in any currency with exchange rates converting expense items back into the employees own currency.  All expense items are categorised according to your own category choices.  Receipts and invoices can be uploaded with the claim to support the individual items. Once complete the claim can be digitally signed by the employee to make it available to the manager.

MANAGERS

This stage gives the departmental manager or a company-wide expense approver the chance to check the expenses and return the whole claim to the employee if there are any queries.  If there are no queries it can be digitally signed to take the claim to Accounts.

ACCOUNTS

Claims can be checked and either returned to the employee with any queries or cleared for payment.  Cleared claims are then grouped into the same currency to be scheduled for payment.  Previously paid groups of claims payments can be viewed and particular expense claims (at all stages) can be searched for and reviewed.

A comprehensive expense report is available which shows the individual claims, the expense items in those claims, any money transactions, the payroll payment summary for each employee and a category summary showing totals for areas such as travel, meals and lodgings.

 

Read more about How to get started using Expenses with your free trial 

Recent Improvements

by Lee Porter 19. September 2014 17:30

New Expense Management Module

Expense claims can be raised by your employees and include catergorised expenditure, mileage, advances and returns.  Receipts and invoices etc can be uploaded to support the claim.  Once complete employees can submit the claim to be approved by their manager or returned to the employee for alteration with manager notes.  Once happy the manager can sign them off to be processed by accounts.  Accounts can adjust the VAT element and clear the claims for payment in batches.  Claims marked for payment are reflected as such for the employee.  Claims are fully searchable.  

Claims can be raised for any currencies (set in the admin area) and claim lines in any currency and then converted to the claim currency with up to date exchange rates.

Claim lines can be categorised and reported on.

Comprehensive reports provide a detailed view of the expenses including a payroll report for cleared expenses.

Recent improvements

The punch clock (in/out) has been overhauled to provide a better experience with more choices of punch terminal.

A new Functionality Role of Emergency Contact Admin allows employees to see the home address and next of kin information of all staff.  This is useful for a simple users of EW Assist to have access to this information when the Client Admin is away from the office.

A new report has been added to show the status of staff appriasals at Reports > Performance.

Support Documents can be uploaded and shown to an employee when completing their appraisal.  The document is uploaded at Admin > Files and linked to the appropriate apprasial.

Training can be cancelled after it has been set as current by the Training Admin more easily. 

 

Central location

by Lee Porter 19. August 2014 21:44

Having dispersed information across the business is unhelpful.  Each employee has a different way of recording information and interpreting it.  Employee come and go and the replacement has to find and understand the previous employees records.  Three good reasons why it is better to centralise your efforts.

Our software allows everyone to record their information in one place with the same rules and management processes as each other.  It is better to have one available pot of information than a selection of spreadsheets, wall planners, notebooks and memories.

Employee files via our software rather than Email

by Lee Porter 19. August 2014 20:52

Our software can be used to store the Employee document or make it available for the employee to read.  Either way it is a far better solution than that of email.  Firstly there is no certainty that an email has been read, even if the read reciept is requested it doesn't have to be sent by the recipient of the email.  Even with that sent there is no confirmation that the attachments on the email have been read.

Emails are notorious for being lost in transit, either before they reach their destination in spam filters or sent to the wrong address or missed in the volumes of emails that everyone recieves or deleted or mis-filed in the wrong email folder.  Even if the email arrives in the inbox it soon disapears off the first page.  Emails are not the registered post they once were.

Our software does use emails as notifications and alerts but their purpose is to direct the recipient to the system rather than impart too much information there and then.  For one reason the email is out of date as soon as it leaves our servers.  The only up to date information is in the software.

Our general premise is that an action takes place by one or more employees and when another employee logs in those actions are waiting and can be further actioned or completed.  You should think of our software as the pot of information that everyone can dip in to (securely and with proper access permissions).  When someone else logs in there may be a leave request waiting, an accident report to complete, a training course request to organise and so on.

Documents follow the same approach.   Documents are uploaded to our secure servers and are available for the employee to read as and when they are able to.  Your Company Handbook, guidance during Apprisals or Location information for training courses is on hand in an available location.  In short its available to refer to when it is needed.

Our software quietly keeps track of who has read which documents and when so in the case of an employee not seeing a memo or a revision to the handbook, you can check.

Emails simply do not offer the same access, controls, security or availability as we can offer. 

Equality and Diversity Module

by Lee Porter 15. July 2014 15:11

EQUALITY AND DIVERSITY
 
Keeping this information can be time consuming but We makes it easy to capture.  The questions and possible answers, which are available to edit and add to, are only available to your employees.  The reporting of this information is at a company level.  This is particularly important as the answers to these questions are often very personal.  The questions cover length of service, age, sex, Ethnicity, Disability, sexual orientation and religion.

 

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Document Management Module

by Lee Porter 15. July 2014 15:11

DOCUMENT MANAGEMENT (NEW ADDITION)
 
This module weaves its way through the entire system allowing you to upload the relevant documents/originals directly against the records they support.  Documents can also be uploaded for a particular employee (such as their terms of employment) and furthermore company wide documents can be made available to everyone (such as Company Handbooks).  A complete log is kept of when someone opens a document and security is provided for private documents.  This module is active on all accounts but with a small amount of storage to allow for testing which can be increased. NOTE: 0.5Gb can hold around 2500 PDF documents.  [READ MORE] 

 

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ToDo Module

by Lee Porter 15. July 2014 15:11

TODOs
 
A number of other modules utilise the ToDo system to raise tasks and keep track of jobs but enabling this module allows you free rein to issue tasks to yourself, your colleagues or a department.  Others have to accept tasks (or reject them which can then be re-issued to someone else by the originator).  They can also be returned to the originator, when set as complete, to be signed off or to trigger the next step.

 

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In/Out Module

by Lee Porter 15. July 2014 15:10

IN/OUT
 
Our In/Out module can let employees record their whereabouts making a today's out report available to all staff which includes leave and sickness information.  There is also the benefit of an online punch clock offering complete time and attendance information.  This can be combined with a wall-mounted punch clock to allow punches at a point of entry to your business locations with cards or fobs.

 

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Disciplinary and Grievance Module

by Lee Porter 15. July 2014 15:10
DISCIPLINARY AND GRIEVANCE
 
Dealing with the employee disciplinary and grievance process is a complex area often requiring legal knowledge and representation and this is one of the main areas where legal advice is crucial.

One of the essential requirements of this complex process is ensuring that your record keeping of incidents, staff meetings,  investigations etc. are accurately maintained. This is where the program can provide invaluable assistance guiding you through the process and recording each event in as much detail as is necessary and provide a clear recorded history of each dispute.

Access to these records are securely restricted to only authorised personnel who need access or to personnel who are required to add to the investigation, e.g. to provide witness statements and then only to the relevant  parts of the program.

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