7.0.5 EXPENSABLE ENTERPRISE ADMINISTRATION FEATURES EXPENSABLE ENTERPRISE EXPENSE REPORT FEATURES... 18

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1 Release Notes December 19, EXPENSABLE ENTERPRISE ADMINISTRATION FEATURES... 2 ADMINISTRATION HOME SCREEN... 2 COMPANY INFORMATION SCREENS/GENERAL INFO... 4 COMPANY INFORMATION SCREENS/FEATURES... 7 COMPANY INFORMATION SCREENS/SECURITY SETTINGS... 8 COMPANY INFORMATION SCREENS/RECONCILIATION... 9 ADMINISTRATION/EMPLOYEES ADMINISTRATION/EMPLOYEES ADMINISTRATION/CONFIGURATION/DEPARTMENTS-MULTIPLE VIEWS ADMINISTRATION/CONFIGURATION/DEPARTMENTS EXPORT/IMPORT ADMINISTRATION/CONFIGURATION/POLICY ACCOUNTING/BATCHES EXPENSABLE ENTERPRISE EXPENSE REPORT FEATURES EXPENSE REPORTS/DESCRIPTION FIELD EXPENSE REPORTS/NOTES EXPENSABLE ENTERPRISE BUG FIXES... 20

2 7.0.5 ExpensAble Enterprise Administration Features Administration Home Screen New! Indexed Search Option Major Benefit! Fast access to Data Indexed Search allows you to search for any Data Record stored in the Administration records. You are able to open it, or view it, directly from the Administration Home Screen. (There must be a Pending Configuration to open a configuration record.) See how it works on the next two screens shots. Click on the Indexed Search Symbol Type a partial or full record name. The Indexed Search window will list all matching records. They will be listed by location.) Click on the record you would like to open or view. See next screen. Page 2 of 20

3 Employee Record displayed using Indexed Search from the Administration Home S Additional Information on the Spotlight Feature: Spotlight is also available on the Employee, Department, and Bill to Record Screens for quick access to those records. Remember: to open a Record stored in Configuration, you must have a Pending Configuration. Page 3 of 20

4 New! Expense Report Notes Option New! Employee Notes Option Company Information Screens/General Info Notes on Expense Reports are optionally available by Role in the new release. To enter or view Notes, the Roles listed on the General Information of Company Info must be set to Yes Each Note has a maximum length of 512 characters. Notes can only be edited by the person who created them, even though they can be viewed by others. The following screen shots show the Notes access locations for each Role. Page 4 of 20

5 Expense Reports Notes Location Approval Screen Notes Location The Approver can view Notes entered by the Submitter, or add new Notes. Page 5 of 20

6 Accounting Review Notes Location The Accounting Reviewer can view Notes entered by the Submitter and Approver. They can also add new Notes. Page 6 of 20

7 Company Information Screens/Features New! 5 new optional Features New Features: 1. Policy Warning Override 2. Policy Block Override 3. Import/Export Departments (XML) 4. Receipt Imaging via Fax 5. Spot Audit with dropdown boxes. See explanations below. New Features Explanations: 1. Policy Warning Override: Allows Accounting Reviewers to approve reports after editing expenses and causing Policy Warnings 2. Policy Blocks Override: Allows Accounting Reviewers to approve reports after editing expenses and causing Policy Blocks 3. Import/Export Departments: Allows the export of the Department File in XML format. Information can then be updated outside of ExpensAble, and the file can be imported back into ExpensAble to update the Department Records. 4. Receipt Imaging via Fax: Allows receipts to be faxed and automatically be attached to an expense report. (Please contact Sales for more information) 5. Spot Audit with dropdown boxes: Sets the Spot Audit, Department selection in the Employee Data Records, and the Parent Department selection in the Department Data Records from a dropdown box listing to a search string entry. Page 7 of 20

8 Company Information Screens/Security Settings New! User set Timeout periods by Role You can now set the ExpensAble Enterprise Time Out Period by Role. The Maximum length of time that can be entered is 8 hours and 59 minutes. The minimum length of time that can be entered is 15 minutes. Page 8 of 20

9 New! 4 new Reconciliation Options: Company Information Screens/Reconciliation Reconciliation Required for Payment: Expense reports simultaneously go the accounting and reconciliation queues. Reports are eligible to be batched once they have been reconciled and approved for payment Reconciliation Not Required for Payment: Expense reports simultaneously go the accounting and reconciliation queues. Reports can be approved for payment and batched without receipt reconciliation. The report may be reconciled at any point in time. Page 9 of 20

10 Automatic Approval for Payment with no Policy Violations Expense reports are automatically approved for payment if they do not contain any policy violations. If violations exist, the report is sent to the accounting queue. Reports can be approved for payment and batched without receipt reconciliation. The report may be reconciled at any point in time. Automatic Approval Pending Receipts with no Policy Violations: Reports are automatically approved pending receipts if they do not contain any policy violations. If violations exist, the report is sent to the accounting queue. Reports are eligible to be batched once they have been reconciled and they have approved pending receipts. Page 10 of 20

11 Administration/Employees New! Employee Notes Employee Notes Stores multiple notes and flags Employee that notes exist Employee Notes; Each Note can be up to 512 characters. Access to Employee Notes is limited to the Accounting Reviewers and Administrators. Page 11 of 20

12 Administration/Employees New! Employee Encrypted ACH information Encrypted ACH Information Current ACH information will not be changed. If you wish to change it, you must also have your ACH.ini rewritten. Contact Professional Services. See Below for more information Additional Information: If you are not currently using ExpensAble data to create an ACH file to upload to your Bank, or Payroll Company for payment distribution through automatic deposit, please contact us for more information. This method is a time saving, cost effective method of reimbursing your employees for expenses. Page 12 of 20

13 Administration/Configuration/Departments-Multiple Views New! Multiple Views of Department Hierarchy Levels View Choose the first icon in the Department View tool row. Tree View Choose the second icon in the Department View tool row Page 13 of 20

14 Full Path Ledger View Choose the third icon in the Department View tool row Child Ledger View Choose the fourth icon in the Department View tool row This view defaults to Departments that have names beginning with the letter A. Choose All to see all Departments in the Child Ledger View. Page 14 of 20

15 Administration/Configuration/Departments Export/Import New! Department Export/Import Feature Save Time updating Department Records Department Import/Export: Export of the Department File in XML format. Information can then be updated outside of ExpensAble, and the file can be imported back into ExpensAble to update the Department Records. Please note: An Excel Export of the Department file will be available in early 2006 Page 15 of 20

16 Administration/Configuration/Policy Change! Policy Rule no longer requires an Event selection Expense Rules will automatically be checked upon expense entry, and upon submitting an expense report. Therefore, it no longer necessary to select the event that triggers the when the Rule will be checked. Page 16 of 20

17 Accounting/Batches New! Quick Batch Export option Quick Export If you export in the Standard ASCII (.txt) format, you can now export directly from the batches screen without going through the format selection screen. Just click on the green arrow. Page 17 of 20

18 7.0.5 ExpensAble Enterprise Expense Report Features Expense Reports/Description Field Improved! Longer descriptions for expense lines Description Field Field length increased from 255 to 1024 characters. Page 18 of 20

19 Expense Reports/Notes New Option! Notes Feature for Expense Reports The Notes Feature is available to report submitters if Submitter is set to Yes on the Administration/Company Information/General Information screen. (See Page 4 of this document). Expense Report Notes will be viewable by any Approver, Reconciler, and Accounting Reviewer as the report routes through the ExpensAble workflow. Notes are stored with the Expense Report permanently. Only the creator of a note can change or delete it. Page 19 of 20

20 7.0.5 ExpensAble Enterprise Bug Fixes ExpensAble Enterprise includes resolutions to many of the problems that our users have reported. The following list highlights a few of these problems that are resolved with this release. 1. Duplication of attached receipts: This would occur when an Expense Report submitted from the Enterprise Desktop was rejected and then resubmitted fixes this problem. 2. Error when attaching PDF receipt files: This occurred if the PDF was larger than 750 kb. This problem is fixed in The maximum size per attachment is 2000 kb. 3. Expense Report forwarded to the Submitter who is also an Approver: When this happened, the report could not be approved. The Programmers at ExpensAble had to resolve this problem each time it happened. In you can no longer forward a report from the Approval program or the Accounting Review to the Submitter. It must be rejected. 4. Proxy Program would not allow an Original User to be a Proxy Approver: This is now permitted in QuickBooks Direct Interface process did not allow reports to be marked as Paid : In there is a new update button when processing QuickBooks Batches that will update reports as Paid. 6. Approval reminder s were sent out based on the Submit Date: Reminder s will be sent based on the date a report arrives in the queue in Page 20 of 20