1. Logging in. 1.1 Login

Transcription

1 User Guide

2 2 1. Logging in To access webexpenses either go directly to login.webexpenses.com (just paste this address in to your web browser) or go to the webexpenses website homepage: From the homepage at the top right hand corner BLUE button - of the screen click Login. 1.1 Login Login using your address and password. New users will be prompted to change their password. You will then access the My Claims screen.

3 3 2. My claims This screen shows a summary and history of all claims input, their ID numbers and status. You can see at the top of the page the number of claims listed, imported credit card data, imported SMS data and archived claims. Webexpenses allows you to create a new claim, save it, log out and return to it at a later date. Click Add New Claim to proceed with a new claim. 3. New claim header The claim header is the title of the claim e.g. Credit Card April 2012 or London Trip April Insert your own title appropriate to your claim. The Cost Centre and Accounts Person are default to the correct setting for you and do not need to be changed. Your Approver is also predetermined but should that person be unavailable, you can select the drop down arrow and nominate an alternative Approver. You can add a message to your Approver in the Notes field. *note the checkbox Select to define default settings. Click Save to continue. Tip: Choose your title appropriately so your header gives clear details to your Approver and maintains accurate records for yourself.

4 4 3.1 Select to define default settings checkbox By clicking this button you have the option to pre populate these fields for the items you intend to add. For example if your claim is in another currency with a particular exchange rate, you can add these details at this point so you do not have to keep re-typing them. Once populated, click save to continue.

5 5 4. Claim Summary There are command buttons/links for the following functions: Submit when your claim is complete to submit it to your Approver. Edit Header to edit the title of your claim. Audit Trail to identify the path of the claim through the system. Printable View presents the claim in a printer friendly format. Delete Item to delete an item from the summary. Click the box beside the item to be deleted then hit the delete button. Copy Item to copy an item from the summary for example if you have multiple, similar items to add with different receipts. Click the box beside the item to be copied then click the copy item button. Move Item to move an item into a new claim or the claim you are working on. Click the box beside the item to be moved and click the move item button.

6 6 4.1 Claim Summary Add Item The lower part of your screen incorporates the Add Claim Item screen. Input the details of the item to be added using the drop down boxes. The description box must give specific details of the item for the Approver to authorise the expense claim i.e. if you are claiming for meal allowance ensure that the days being claimed for are listed. For mileage use the No of Units button and the drop down arrow in the box beside it to select your diesel/petrol rate. If you omit a field, you will be prompted to return to it before it is added to the summary. On completing all the fields required, click Add Item to the Claim. The screen will refresh, adding the completed item to your claim summary above. *Note the Add Attendee button.

7 7 4.2 Add attendee button If you are claiming reimbursement for example for entertainment paid on behalf of someone other than yourself, you should click the Add Attendee button and include the names and job titles of everyone in the party whom you are claiming for. Some Categories are set up with compulsory addition of attendees and will not allow you to proceed until this information has been completed. You can delete an incorrect entry by clicking the red cross in the white box on the right hand side of the screen beside the person you wish to delete. 4.3 Claim Summary review added items Each time you add an item the Summary is updated. The number of items displayed on the page can be increased by changing the Items Displayed option The added items appear in numerical order.

8 8 4.4 Move an Item from one claim to another If you add an item which should be included in a different claim, highlight it by clicking the square box beside it on the summary and click move item. A box enquiring Are you sure you want to move the selected item? appears, click OK. You can either select New and start a new claim with this item, or select the item by clicking Select beside it and click Import. A box enquiring Are you sure you want to import the selected item? appears, click OK. The item can only be imported into a claim that is in the open status. In this case, there is only one other open claim on the My Claims screen so it has been inserted into this one. If there are several Open claims, you will be prompted to select which claim you wish the item to be imported into.

9 9 5. Completed claim Once all expense items have been added, the claim can be submitted to your Approver. Click on the Submit button at the top right of the screen. 5.1 Submitting the expense claim

10 10 This screen confirms the title, ID number, Approver of your claim and the Claim amount. Furthermore it provides details of how to submit your receipts; please read the instructions carefully and comply with them. You have another opportunity to supply notes to your Approver if there is a receipt missing. It is essential that you document missing receipts by way of a descriptive note so your Approver can instruct Accounts Payable to pay whilst acknowledging a missing receipt. If no instruction to pay is given to Accounts Payable when a receipt is missing, the claim will be rejected. When complete, click submit. Tip: This screen is also used if a claim is rejected to allow dialogue between claimant and Approver or Accounts Payable. 5.2 My claims screen confirming status of claim You will be directed back to the My Claims screen and the status of your claim will read submitted. A notification will be sent via to your Approver to advise they have a claim to approve and it will either be approved for payment and an notification sent to Accounts Payable to advise they have a claim to process or rejected, due to an irregularity or need for further information. If your claim is rejected, your Approver or Accounts Payable will give details of what needs to be amended or included for the claim to be approved. You can then edit your claim and resubmit. Tip: Claims can be un-submitted by the claimant until approved by line manager

11 Organising the my claims screen As your claims history increases there is a facility to archive your paid claims. Click the box beside the claim to be archived and select the Archive button. The selected claims will be removed from the My Claims screen and be placed in the Archive folder. To access your archived claims, click the Archive button at the bottom of the page

12 Archived claims You can see what claims are archived now. Using the same method of clicking the box beside the claim on the My Claims screen you are able to Copy or Delete claims. Please note: You are only able to delete Open status claims. The system will not allow you to delete claims that have been Submitted, Approved or Paid. 5.5 Confirmation Your claim has been Approved Once the claim has been approved, you will receive an advising the status Approved. The claim has been forwarded to Accounts Payable to be matched with your receipts (if appropriate), checked and marked for payment. 5.6 Confirmation Your claim has been marked for payment. When the Accounts procedure has been completed you will either receive a rejection notification (if there is a problem with your claim) or notification that your claim has been marked for payment. The My Claims screen status will show Paid.

13 13 6. Help & Assistance If you experience any difficulty in processing your claim or wish to make an enquiry regarding a submitted claim, please contact your finance team. If you experience a technical difficulty with the webexpenses system, please contact webexpenses support: T: E: support@webexpenses.com LC: Live Chat is available between 9am and 5.30pm by clicking the HELP button on the login page (login.webexpenses.com) If you call out of office hours and get our voic , please be sure to leave: Your name Company Name Contact telephone number A brief explanation of the problem Out of normal working hours it is recommended that you also send an to support@webexpenses.com. Your enquiry will be attended to as soon as possible.

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