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 

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