Welcome. Welcome to ExpensAble. Features of ExpensAble

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1 User Guide 0 Insperity Expense Management 2211 Michelson Suite 520 Irvine California T:

2 Welcome This chapter provides an introduction to Insperity Expense Management solutions. It describes the features of ExpensAble and contains the following sections: Welcome to ExpensAble Features of ExpensAble ExpensAble Program Interface Introduction to Envelopes, Files, and Folders Getting Help Contacting ExpensAble Support IRS Expense Reporting Guidelines Welcome to ExpensAble Expense management is a complex process. When manually managed, expense management is fraught with extraordinary compliance risks and prone to human error. Receipts can go missing and expenses forgotten. Automating processes such as submission of expense claims, approving, tracking, and reporting of expenses are just a part of the expense management challenge. When executed in-house, expense management is often carried out by a hard-pressed administration team that tries to combine expense management tasks with other duties. Best practices are often difficult to adhere to, resulting in errors, delays, and inefficiencies. Today s technology brings with it mobile capability. Mobile provides the flexibility to capture a photo receipt right at the point of expenditure. Mobile expense applications even support creation of expenses to include amounts, dates, merchants, locations, receipts and even more. ExpensAble Corporate is our web-based solution designed for companies with 10 to 5,000 expense filers. ExpensAble Corporate supports workflow automation, policy enforcement, corporate card downloads, mobile and , custom exports to accounting and financial institutions for reimbursement and other attractive features for company environments. ExpensAble Office and Express are our desktop based software solutions designed for a single filer or up to 10 filers for a small business. ExpensAble is an easy to use software designed for entering and reporting business expenses. Features of ExpensAble ExpensAble provides you with the following features: An easy-to-use modern interface to enter and track your expenses A mobile application for expense creation, receipt capture and submission to ExpensAble Intuitive folder structure that supports better organization of expense reports Support for Windows or MAC operating systems Automatic program updates Automatic data backup Remembers and reuses information from previous expense entry Hotel and Trip Genies to simplify expense entry User defined and controlled Smart lists Drag and drop attachment/receipts Multiple, customizable expense report formats Storage of expense information from your previous trips Personal credit card imports 1

3 An Online currency converter Over 15 customizable analysis reports A guided setup tool for integration with QuickBooks Export of expense information to QuickBooks or Microsoft Excel After creating the expense report, you can either print the report or send it to your accounting department or manager via right from ExpensAble. ExpensAble requires little or no training and helps in reducing bottom line business costs associated with expense reporting. ExpensAble Program Interface ExpensAble provides an easy-to-use interface for managing your expenses. The figure displays the interface you see when you launch the ExpensAble application. ExpensAble Program Interface ExpensAble program interface has the following main components: Menu bar The Menu bar has the following options: File The File menu supports commands such as creating new envelopes, folders or files, opening files, importing card transactions, importing/exporting expense report data, Access Manager Password, printing, backups and generation. Edit The Edit menu supports creating, deleting, moving and finding transactions (expense entries) and envelopes (expense reports), changing program options and user information as well as reconciling credit card transactions. 2

4 Genies The Genies menu provides quick access to the Hotel, Trip, Currency and Credit Card Genies. View The View menu offers choices on how to display and sort envelopes on the screen. Lists The List menu helps the user manage smart lists fields on the expense entry screen. Online The Online menu provides access to credit and debit card transaction downloads, mobile expenses, expense report submission, product registration and updates, custom URLs and other online utilities. History The History menu displays the last 10 items selected by the user in ExpensAble. Help The Help menu offers access to a Help menu Contents and Index, Help Guide document, link to Support, link to Guided Setup, link to ExpensAble products website and About your ExpensAble application. Each menu has sub-menus. You can use the menus to create new files or folders. Folders in your file can be sorted and organized using the View menu. Note: The Menu bar options change according to the left navigation panel option selected. Left navigational panel Left navigational panel of ExpensAble has the following navigation options. You can click on either the arrow or text in each container to show or hide detailed information about its contents. Overview The Overview section displays status of expense reports. The screen can be filtered by status or folder. Doubleclick on the filtered text to display the individually expense envelopes matching the filter. My Expenses The My Expenses section displays all folders and expense envelopes contained within the application. My Accounts The My Accounts section displays E-Bin items as well as accounts setup by the user. Accounts are typically personal credit and bank cards. Analysis Reports The Analysis Reports section contains many pre-built reports the users can select to display detailed information about their expense spending. All reports can be customized and saved as memorized reports. Administration The Administration section contains all program and user configuration and setup options. From Administration you can setup program options, report forms, access manager, personal credit cards, manage your lists and user info. From the Online tab you can download credit card transactions and access other online options. If you have QuickBooks integration enabled, you can send to QuickBooks, check for paid bills, Import/Export ExpensAble Configuration and use the QuickBooks Guided Setup. Tool bar The Tool bar has the following buttons: Navigate to the previous or next screen Create a new expense report envelope Display information about the selected envelope 3

5 Show Attachments for the selected envelope Hotel genie helps you manage your hotel bills through a simple interview Print the selected expense report Submit the selected expense report through Send the selected expense report to QuickBooks Online web site to help plan and arrange for travel Online exchange rate service to help you convert different currencies Opens the Help manual for ExpensAble Tabs Tabs in ExpensAble change according to the left navigational panel option selected. Folder Folders store envelopes. You can create, rename, and delete folders to organize them according to your needs. Envelope Each envelope contains one expense report. Create a new envelope for a new expense report. You can create, rename, delete, submit, copy and move envelopes to organize them according to your needs. Introduction to Files, Folders, and Envelopes Files When you first install ExpensAble a data file is created. This file will store all expense report envelopes, folders, credit card accounts, downloaded transactions and all customized lists. The default data file for ExpensAble is named expenses.qex. As a user you can create a new data file at any time. You can also backup that data file and rename it during backup. Typically one data file is fine for most users. Folders Just as people like to organize their documents or digital photographs by categories or dates using folders on the computer, the same can be done with expenses. Folders provide organization and structure. Folders can contain multiple expense envelopes but cannot contain other folders. This is a single level storage organization only. Typical folder structures are based on locations (cities or states), purpose (sales, trade show, etc.), dates (weeks, months, years) or clients/projects/customers. Envelopes An ExpensAble envelope contains all the expense line item entries, details and attachments you require for a single expense report. Each time you have to create a new expense report, you create a new envelope and enter the expense information. 4

6 Getting Help The Help option present in ExpensAble provides all the details required to use the product. To access Help, perform any one of the following options: Press F1 while using the program. Click the Help icon. Click Help in the Menu bar. Contacting ExpensAble Support Explore the User s Guide or Help for answers to your questions before contacting ExpensAble Support. For more information on contacting support, see Appendix A- Contacting Support. IRS Expense Reporting Guidelines The IRS Help of ExpensAble provides you with details about the current IRS tax policies regarding travel and entertainment expenses. This Help contains overviews, procedures, tips, and answers to commonly asked questions. To access IRS Help: Select IRS Help from the ExpensAble Help menu or enter in your browser. Note: Ensure that you are connected to the Internet before clicking the IRS Help or Internet link. 5

7 Setting Up ExpensAble The setup of ExpensAble consists of the following: Launching ExpensAble Configuring Guided Setup Entering License Key Codes Launching ExpensAble When you launch ExpensAble for the first time, the following screen will display asking you to create a new data file or locate an existing data file. To launch ExpensAble: 1. If you are a new user, select Create a new file and click the New button. Creating a New ExpensAble File 2. In the Save As screen that appears, enter a file name and select a location to store your data file. Click the Save button. Saving the New ExpensAble File Note: ExpensAble files are automatically saved with a.qex extension. You do not need to add the extension to the file name. 6

8 If you are an existing customer upgrading to ExpensAble and see the following screen, you have either moved or renamed your default data file and will need to locate it. 3. Select Locate your ExpensAble file and click the Open button. Locating the ExpensAble File Note: The original data file is named expenses.qex and will be located in your My Documents folder. 4. In the screen that appears, browse for and select your data file. Then click the Open button. Opening the Existing File 5. Once the data file is opened or created, you will be prompted to review and accept the License Agreement. Accept and click the Continue button to move forward with the Guided Setup. 7

9 Accepting the License Agreement Configuring Guided Setup To configure ExpensAble using the Guided Setup: 1. Click the button to continue. 2. The Customer Information screen will display. Enter your name, company name, registration code that was provided to you, and click the button. Providing Customer Information 8

10 3. A screen requesting confirmation of internet connectivity will display. Select Yes if you have access to the internet and want to continue with the Guided Setup. Select No if you do not have access to the internet at the moment and want to exit the Guided Setup. Click the next button to continue with the Guided Setup. Access to Internet Note: To register your software anytime, you can access the Guided Setup by going to Administration>Guided Setup. 4. A customer Information confirmation screen pre-populated with your name will display. If the information is correct, click the next button to continue with the setup. If the information is not correct, make changes then click the next button to continue with the setup. Confirming Customer Information 5. Click the next button on all the subsequent screens to provide the following details: Department name Phone number and/or extension 9

11 Employee number (if applicable) address Company s mail stop (if applicable) Note: address is the only required input in these sections of the Guided Setup You have now completed filling the customer information. 6. A screen prompting you to enter your home country currency will display. Select your home currency from the drop-down menu and click the next button. Selecting Country/Currency 7. Enter your company's reimbursement mileage rate and click the next button to continue. Assigning Company's Mileage Reimbursement Rate Note: You can use the calculator icon to calculate the reimbursement mileage rate. 8. A screen requesting confirmation of location of expense will appear. ExpensAble uses this information to display entry fields for foreign taxes when entering expenses. 10

12 Selecting the Location - Yes Option Note: If most of your expenses occur outside the United States, you most likely need to report different foreign taxes, such as GST, VAT, and HST. Select Yes to see which of those taxes to include with your expenses. If most of your expenses are within the United States select No. 9. Select Yes and click the next button to select which foreign taxes to display in your expense entry screen. Click the next button to enter the Profile Summary screen. Selecting a Foreign Tax to track 10. Select No if you incur most of your expenses in the United States and do not need to capture foreign taxes. Then click on the next button to enter the Profile Summary screen. Selecting the Location - No Option 11. The Profile Summary screen will display. Check the information for accuracy and click the next button to enter the Data Encryption screen. 11

13 Profile Summary 12. A screen prompting you to encrypt your ExpensAble data will display. Select No and click the next button to complete the Guided Setup. Or select Yes and click the next button to force a password to access your data. The Setup an Access Manager Password screen will display. Confirming Data Encryption for ExpensAble 13. To enable password encryption: Enter a password of your choice in the New Password field. Retype the same password in Confirm New Password field. Click the next button. Setting up an Access Manager Password 14. A screen confirming completion of the Guided Setup will display. Select Start the Account Guided Setup interview checkbox to begin setup of downloading credit card or bank transactions from your financial institution. 12

14 If you would like to set up this at a later date, leave the checkbox uncheck. Click the button. Note: It is strongly recommended that you already have online access to your credit card or bank accounts before setting them up in ExpensAble, since you will be required to supply web site addresses and login information to those financial institutions. Completing the Guided Setup Note: You can always access the Account Guided Setup by going to Administration>Account Guided Setup. 15. If you did not select Start the Account Guided Setup Interview checkbox, the Administration home page will display. Otherwise, the Account Guided Setup screen will display (see Chapter 7 of the User Guide for more details). Viewing the Administration Home Page 13

15 Entering License Key Codes If you purchased ExpensAble without using the trial version, your License Key Code will automatically be entered for you during registration. If you purchased ExpensAble after using the trial version, you will receive an with your License Key Code. This License Key Code enables you to unlock ExpensAble for continued use. To unlock ExpensAble: 1. Select About ExpensAble from the Help menu. 2. Click the Set License button located in the About ExpensAble window. Setting the License Key Code 3. Enter the License Key Code ed to you in the License Key Code fields. Entering the License Key Code 4. Click the Save button. You have now completed the registration of ExpensAble. 14

16 Entering Expenses This chapter provides information on entering expenses in ExpensAble. It contains the following sections: Introduction to ExpensAble Files and Folders Understanding an Expense Report Creating a New Expense Report Allocating Percentage to Bill To s, Departments, and/or Items Adding Expense Details Entering Expenses in an Expense Report Managing Transactions Moving Downloaded Credit Card Transactions Transactions sent from ExpensAble Mobile Application Moving E-Bin Transactions Collating Expenses Using Genies to Enter Transactions Reconciling Your Credit Card Statement Attaching Receipts Producing a Finished Expense Report Previewing an Expense Report Printing an Expense Report Introduction to ExpensAble Files and Folders A majority of ExpensAble users keep all their expense report envelopes (expense reports) in one or two files. Within a file you can create folders to organize envelopes into meaningful groups, thus eliminating clutter on your screen. All expense report envelopes in the same file use the same expense report template or form, even if the envelopes are in different folders. The first time you start ExpensAble, it is recommended you spend a few moments setting up your file. After that, you will be ready to create your first expense report envelope. An ExpensAble envelope contains all the expense information you need for a single expense report. Every time you have a new expense report to do, create a new envelope in your file. 15

17 Viewing the Expense Reports Window Understanding an Expense Report An Expense Report contains travel and other business related expenditures paid for by an individual. Expense Reports typically are generated and submitted by time periods, individual trips, or as directed by management. The format of an expense report is divided into the following sections: The Envelope Information Header, which includes: information on the report name, reason for expense report, reporting period and other optional information. The Report Detail section houses the individual expense line items. The information on each line item includes expense type (airfare, car rental, office supplies, etc.), expense date, amount, merchant, and other information related to the specific expense. Receipt imaging attachments. Receipts can be scanned and attached to the Report. They can also be attached on an expense line item using ExpensAble s mobile application. Creating a New Expense Report Creating an expense report involves the following: Creating a new envelope Editing the envelope information (Expense Report Header) Entering expense items with all related information Attaching scanned receipts to the expense report (optional) Creating a New Envelope ExpensAble uses envelopes to collect receipts and other expense information, similar to how people stuff receipts into a wallet or envelope until they are ready to fill out an expense report. Each ExpensAble envelope represents one expense report, so every time you start a new expense report, you create a new envelope. To create an envelope: 1. Click on the New Envelope icon or click File > New > New Envelope. The Envelope Information (Expense Report Header) screen will display. 16

18 2. Enter the relevant details in the corresponding fields. Entering Envelope Information Name: This is the name you would use to identify your expense report. You cannot save an expense report without giving a name to the envelope. The name does not appear in the printed expense report. Reason: Enter the reason for the expenses being reported. This appears on the printed expense report and is optional. For example, Sales Trip to Chicago or Oct 1 to 15 Expenses. Department: The Department can be entered in three ways and is an optional field. First, if a department was assigned in Administration > User Info it will pre-populate the field with that Department. Second, you can type a value in the field. Third, you can use the drop-down menu to select a department if the Department List has been pre-populated for you. Bill To: The Bill To is an optional field. It can be entered in two ways. First, if a Bill To list was pre-populated you can select the Bill To from the drop-down menu. Second, you can type a value in the field. If you type a value, a screen will appear prompting you to set the hierarchy of the Bill To. For example, a Bill To can be a sub-billable under another Bill To, or a Bill To can have no sub-levels under it. Once the entry is saved, it is automatically added to the Bill To list. The Bill To field is typically used for Customer Names, Projects or Events. Item: The Item can be entered in two ways and is an optional field. First, if an Item list was populated, you can select the Item from the drop-down menu. Second, you can type a value in the field. If you type a value, a screen will appear prompting you to set the hierarchy of the Item (e.g. a sub-item under another Item). Once the entry is saved, it will automatically be added to the Items list. The Item field is typically used if you have exhausted all other data fields such as Bill To, but need to capture additional information for your Expense Report. Authorization #: This field is optional and can be used for any information. It typically would be used for an expense authorization # (pre-approval of expected expenses), or a Customer s PO # if they are billed for your expenses. 3. In the Expense Report Period section, specify the date range of the expense report. You can either have ExpensAble calculate the date based on the earliest and latest expense dates, or you can select a specific date range using the calendar icon. 4. In the Expense Screen section select the appropriate options that you want to display or hide on the expense entry screen. Show Item: This defaults from Administration > User Info. If selected, the Item field shows for each expense entry. If it is not selected, the Item field will not show. 17

19 Show Bill To: This defaults from Administration > User Info. If selected, the Bill to field shows for each expense entry. If it is not selected, the Bill field will not show. Show Currency: Displays the currency and exchange rate fields for each expense entry. Select this if you traveled outside your country and paid for expenses using foreign currencies. Show VAT, Show GST, Show HST, Show None: If you travel to countries that impose foreign taxes, select the appropriate tax to display for each expense entry. If foreign tax is not applicable, select Show None. When printing, separate each billable: Select this check box to print a separate expense report for each unique entry in the Bill To field. 5. Click the Percent Allocation option to specify a percentage allocation for the values entered under Bill To's, Department, or Item for this report. For more information, see Allocating Percentage to Bill To's, Departments, and/or Items. 6. Click Save. This completes the creation of a new envelope and the expense entry screen will automatically display. Editing Envelope Information You can edit the information of an envelope using the Envelope Info window. The changes are effective immediately. To edit the envelope information: 1. With the desired envelope selected, click Envelope Info icon in the tool bar, or click the Envelope tab on the open report. 2. Edit the relevant fields. 3. Click Save. Editing Envelope User Info ExpensAble uses the information from Administration > User Info to populate information in the header of a printed expense report. Each envelope (expense report) can have its own user information, so you can have different headers for different expense reports in the same file. To enter or change the information in the User Info window: 1. Select Edit > Envelope User Info menu item. ExpensAble pre-populates this window with information from the default settings. Editing User Information 2. Edit the desired fields to change the user information that prints in the report header area of the selected expense report. 18

20 3. Click Save. Note: To save these changes as the default settings found in Administration > User Info, select the Set as Default checkbox. To change the edits back to the defaults, click the Set to Default button. Allocating Percentage to Bill To's, Departments, and/or Items The Percent Allocation option enables you to specify the division of your expenses among different Bill To s, Items, and/or Departments. To allocate different percentages: 1. Click the Percent Allocation option to open the Percent Allocation section. Allocating Percentage 2. Select the appropriate Bill To, Item, and/or Department from the drop down menus. 3. Enter a number you want to allocate in the % Allocation field and click icon to add a new allocation line. To remove an allocation line, click the icon. 4. Repeat steps 2 and 3 until the Total Allocation = 100%. Note: The percentages assigned to different allocations must add up to 100%. 5. Click Save. Adding Expense Details Entering Data About Your Guests For recording guest names and purpose for meals and entertainment expenses, ExpensAble displays the Guests and Purpose fields when you select these expense types. In the Guests field, enter in the name of your guest for the specific expense. Select Multiple Guests from the Guests drop-down menu if you have more than one guest. The Select Names screen for entering multiple guests will appear. Selecting Guest Names The key buttons of the Select Names screen are: New: Adds a new name to the Multiple Guests list and to the Guests drop-down menu. Select All: Selects all the guests from the list. 19

21 Clear All: Clears selection of all the guests from the list. Add from Outlook: Imports guests from your contacts in Microsoft Outlook. Entering Mileage Expenses When you select Mileage as an Expense Type ensure that all related information required for tax purposes are entered. To enter mileage expense: 1. Select Mileage from the drop-down menu in the Expense Type field. Entering Mileage Expenses 2. Enter the number of miles traveled or the start and end readings from your car odometer in the respective Odometer Start and End fields on the expense entry screen. ExpensAble calculates your reimbursable mileage amount based on the mileage rate permitted by your company or client. 3. If the car is a company car enter the vehicle ID in the Vehicle ID field or select the value from the drop down menu if the field is pre-populated. 4. Enter the Origin and Destination locations for the trip. The Origin and Destination information is required for tax purposes. This information is also added to the Mileage List so that they are displayed in the Origin and Destination drop-down menus for faster data entry the next time you enter a mileage expense. 5. Enter a city in the City field (optional). 6. Enter a percentage amount of Reimbursable, Non-Reimbursable, and Personal miles in the Mileage Allocation sub-section (optional). This enables the Mileage Tracking Report to calculate the total mileage for personal and business amounts separately. For more information, see Creating a Mileage Tracking Report. 7. You can also enter a new mileage rate (optional). 8. Click Enter to save and enter more expenses. Click Done if finished with entering expenses on the expense report. 20

22 Optional Tools to Assist The Currency Genie is a helpful tool that guide s you through calculation of an exchange rate. To invoke the Currency Genie, you can create a new expense entry and select Currency Exch for the Expense Type. The Genie will automatically appear. You can also select the blank, new expense entry line in the Expense Log and click Genie > Currency Converter Genie in the menu. You can also use icon located next to the Amount field to manually calculate the exchange rate. Calculating the Exchange Rate Manually To manually calculate the exchange rate: 1. Enter the amount paid in the selected foreign currency 2. Choose what you want ExpensAble to calculate: If you know the exchange rate and the amount spent in foreign currency, have ExpensAble calculate the amount in your home currency. This is typical of a cash transaction. If you know the amount spent in foreign currency and the amount in your home currency, have ExpensAble calculate the exchange rate. This is typical of a credit card transaction. 3. Choose whether the exchange rate is for exchanges made from U.S. dollars to foreign currency or from foreign currency to US dollars. 4. Click Ok. 21

23 Entering Full or Partial Reimbursements ExpensAble automatically updates the status of your expense report after you record the reimbursement. When you receive full or partial payment for an expense report, ensure that you record the reimbursement and update the status of your expense report envelope. To enter reimbursement details: 1. Select the envelope being reimbursed. 2. Select Expense Type>Reimbursement, enter the reimbursed amount and click Enter. A message appears that shows the new status of the report. Click the History tab to see the status and add any comments to the report. Below are different statuses of an expense report: Partially reimbursed: If some amount of your reimbursable expenses has been paid to you by your company or client. Fully reimbursed: If the entire amount of your reimbursable expenses has been paid to you by your company or client. Approved: If your expense report has been approved. The name of the person who approved your expense report, approval date and additional comments will be displayed. Rejected: If your expense report has been rejected. The name of the person who rejected your expense report, rejection date and additional comments will be displayed. In Progress: If you are still entering information on your expense report and have not yet submitted your report for approval. Submitted: If you have submitted your expense report for approval. Spreading a Transaction Across Multiple Days ExpensAble splits the daily charges for you when you report a transaction that spans two or more days. You can either divide an expense over a number of days (up to one month) or you can enter the transaction once. For example, car rental is typically charged by the day, but billed only once. To reflect your daily expenses accurately, divide the total amount so that a portion of the bill is charged for each day. To spread transactions across several days: 1. Select the transaction you want to divide in the Expense Log window. 2. From the Edit menu select Divide Expense Across Days. The Divide Expense Across Days window will display. Dividing Expenses Across Days 3. Enter the beginning (From) and ending (Through) dates for the transaction. Note: You can use calendar icon to enter dates. 4. Click Divide. 5. Click Enter to enter the divided transaction in the Expense Log. Tip: Use the + and - keys to enter the date for the next or previous day. 22

24 6. An ellipsis (...) in the Date column of the Expense Log indicates that the transaction has been divided. When you preview the report you will see the expense amount spread over several days. Splitting Transactions If you want to divide a single expense between more than one Bill To or Department or want to assign a portion of a transaction as Non-Reimbursable or Personal, use the Split feature. To split transactions: 1. Select the transaction you want to split or click the new transaction line. 2. Click the Split button. 3. Enter information for each item of the split transaction. 4. Click Enter to add each item to the split transaction. 5. Continue adding line items to the split transaction until you finish, then click Done. ExpensAble displays Split as the expense type for a split transaction in the Expense Log. Double-click the transaction or click the down arrow next to the date field to see the details of a split transaction. Entering Time Expense Transactions Splitting transaction ExpensAble treats time as an expense item. Users can select a Client or Project they worked on, the number of hours they worked, as well as the rate per hour they worked for a specific Client or Project. ExpensAble will calculate the amount spent on a Client or Project based on the users entry. To create or edit Time expense transactions: 1. Select Time from the Expense Type drop-down menu to enter a Time expense transaction. 2. Enter the date of work in the Work Date field. 3. Enter the number of hours spent in the Hours field. 4. Enter the amount spent in the Rate field. The amount will automatically calculate. 5. If applicable, select or enter a Bill To, Item or Purpose. 23

25 Entering Time Expenses Entering Expenses in an Expense Report Use the Expenses window to enter or edit your expense information. Each expense or transaction is displayed in the Expense Log at the top of the screen. You can enter receipt information in any order. There is no need to group receipts by date or category. ExpensAble automatically sorts and organizes the expenses for you. The Expenses screen of an envelope is split into two parts: Exploring the Expense Report The top part of the screen is called the Expense Log. This section lists all expense lines on the report which includes Expense Date, Expense Type, Amount, Payment Method, RNP (Reimbursable, Non-reimbursable or Personal), Merchant, and Description (If receipts are attached to the expense using the Mobile application, the receipt paperclip icon will display in the Description column). Click on the line item to open the details of the expense. 24

26 The lower part of the screen is called the Expense Line Entry section which has the following options: Date: Date of the transaction. Expense Type: Name of the transaction (which is pre-populated from the standard list in the Administration menu). Payment Method: How the transaction was paid for. Amount: The amount of the transaction. Enter other Expense Details: Details include fields such as Merchant, City, Currency, Exch Rate, Foreign Taxes, Description, Memo, Guests, Purpose, Bill To, Charge to Dept, Billable checkbox, Missing Receipt checkbox. Percent Allocation: Divides expense among different Bill To s, Items, and/or Departments Split: Splits the selected transaction. Enter: Records the selected transaction in the Expense Log. Restore: Cancels the changes made to the selected transaction. Delete: Deletes the selected transaction. Done: Saves the expense entry and closes the expense report. To enter transactions in an expense report: 1. Either create a new envelope or select an existing envelope in the My Expenses panel. The expense entry window will open with a new blank expense entry line with today s date pre-populated. Viewing the Blank Expense Entry Screen 2. Select the Expense Type. The screen with entry fields for that expense type will display. Viewing the Expense Type Options 25

27 3. Enter the relevant information in the expense fields. 4. Click Enter to record the expense in the Expense Log. A new blank entry screen will display. 5. Repeat the entry process until all your expense line items for the expense report has been entered. 6. Click Done to save the entry and close the expense report. You can always re-open the expense report envelope to add, delete, or edit expense entries while the expense report is "In Progress" status. Entering Data in the Expense Entry Screen The fields that appear in the expense entry screen can vary according to the following: The Expense Type selected. The Expense Report Form you are currently using. The Envelope info selections made for Currency, Item, Bill To, and Foreign Tax fields. The following table provides information on fields that may display on the expense entry screen. Field Description Date Expense Type Payment Method (Optional) Amount Show Tax (Optional) Reimbursable Enter either the date you incurred the transaction or the date which you paid it (you can use either format, but you should be consistent). Use the calendar icon +: next day -:previous day t: today m: beginning of the month h: end of the month y: beginning of the year r: end of the year in the Menu Bar to enter the date or use the shortcut keys: Note: To use the shortcut keys, place the cursor in the date field and press the relevant key on the keyboard. Select an expense type that best describes your transaction from the drop-down field. ExpensAble uses a pre-populated list of commonly used expense types. The standard list is found in Administration > Lists. You may also enter a type that is not on the list and it will be added to the standard list. If a pre-populate expense item is selected in Administration > Program Options > Expense Entry tab, ExpensAble will try to complete some of the transaction for you using previously entered transactions with the same expense type as a guide. Indicates the mode of payment. Select a payment method from the drop-down field. This determines the value displayed in the Reimbursable field. Enter the transaction amount. The calculator the transaction amount. icon can be used to enter or calculate If None is selected for Show Tax in the Envelope tab, you will be able to select a foreign tax of your choice for a particular expense transaction from the Show Tax drop-down field on the expense entry screen. If a specific foreign tax was selected in the Envelope tab, the entry fields for that foreign tax will automatically display for every expense transaction. You can override the pre-set by selecting a different tax or none from the Show Tax drop-down field. This field is automatically pre-populated based on the Payment Method you select. Payment methods are coded as Paid by Myself or Paid by My Company. 26

28 Merchant (Optional) City (Optional) Currency (Optional) Description (Optional) Bill To (Optional) Item (Optional) Charge to Department (Optional) Billable (Optional) Memo (Optional) Yes indicates that you paid for the expense with personal funds and your company or client repays you the amount. No indicates that the expense was paid with company funds or it is a tax-deductible business expense and you are not directly reimbursed by the company or client. Personal indicates that the expense was not a business expense and that you are responsible for its payment. These might be expenses such as extended hotel stay or car rental (for personal purposes) that you paid for with company funds that are now owed to your company. Enter the name of the party who received payment for the transaction. The name of this field varies depending on the expense type selected. For example, if you select Airfare, the Merchant field is named Airline/Agency. If you select Dinner, the Merchant field is named Restaurant. Enter the location where you incurred the expense. You can select from the prepopulated list or enter a new city, which will be added to your city list for future selection. If you select Show Currency in the Envelope tab, a currency drop-down field will display allowing you to select the foreign currency used for the transaction. Below the currency is a field for the exchange rate. Note: There is a live currency converter built in ExpensAble represented with the icon located next to the exchange rate field. If you have a working Internet connection, enter the Date, Amount, and Currency; then click the icon, ExpensAble will find the exchange rate for that date, display it in the Exch Rate field, and automatically convert the amount. Enter a description of the expense. This information will appear in the Description Details section of the printed expense report as well as the Description column in the Expense Log. If you select the Show Bill To check box in the Envelope tab, you will be able to select the Bill To from a drop-down field or enter a new Bill To value. If you set up percent allocations for Bill To's, the following value <Allocation by %> will display in the Bill To field on the expense entry screen. If you select the Show Item check box in the Envelope tab, you can select from the Item drop-down field or enter a new Item. If you set up percent allocations for Items this value <Allocation by %> will display in the Item field on the expense entry. You can select the Charge to Department from the pre-populated drop-down menu or enter a new department. If you set up percent allocations for Departments the following value <Allocation by %> will show in the Charge to Department field on the expense entry. Mark this box if you use QuickBooks and are billing your customer for this expense. It updates the Customer Invoice Record in QuickBooks when you send the expense report data to QuickBooks. The Customer Name or Job must be selected in the Bill To field for this to work properly in QuickBooks. Information entered in the Memo field is for your purpose only and is not included on any printed reports. 27

29 Managing Transactions The following table provides steps on different ways to work with transactions: Action Steps Results View or Edit a transaction Undo changes to a transaction Duplicate a transaction Delete a transaction Sort transactions by Date, Expense Type, Amount, Payment Method, RNP, Merchant Find a transaction Select the transaction you want to view or edit in the Expense Log. Click Restore to undo the changes you have made to a transaction in the expense record. Select the transaction you want to duplicate in the expense log and select Duplicate Transaction from the Edit menu. Select the transaction you want to delete in the expense log. Click Delete to confirm that you want to delete the transaction from the expense record. Click a Column Header in the Expense Log section to sort by that column. Select Find Transaction from the Edit menu. Enter information about the transaction you are looking for in the Find Transaction window, select the fields and folders to search in as well as the matching criteria. Moving Transactions to Another Envelope Allows you to view or change information regarding the transaction in the expense record. The transaction reverts to the last entry. Note: Once you enter the transaction the changes are saved and you can no longer restore the original transaction. Inserts a copy of the transaction below the selected transaction. Deletes the selected transaction. Note: You can also right-click the transaction in the expense log to delete it or select the Delete transaction under the Edit menu. ExpensAble displays the transactions in descending order based on the selected column, click the column again to reverse the sort order. ExpensAble displays a list of all transactions that meet your criteria. Click the Expense Item Detail icon on the far left of the screen to navigate to the specific transaction. If you decide that some of the transactions you have entered belong to other envelopes you can move those transactions to existing envelopes or create new envelopes as you proceed. Moving Transactions Using Drag and Drop To move transactions to an existing envelope using drag and drop: 1. Open the folder containing the envelope that receives the transactions being moved. You can only move transactions to and from envelopes that are In Progress. 2. Select one or more transactions you want moved from the Expense Log window. To select multiple transactions hold down the Shift key or Ctrl key during selection. 3. Drag and drop the transactions(s) into the receiving envelope. 28

30 Moving Transactions Using the Edit Menu Dragging and Dropping Transactions To move transactions to an existing envelope using Move Transactions under the Edit Menu: 1. Open the folder containing the envelope that receives the transactions being moved. You can only move transactions to and from envelopes that are In Progress. 2. Select one or more transactions you want moved from the Expense Log window. 3. Click Edit > Move Transactions. 4. Select the transactions you want to move by either Bill To or Date Range. Moving Transactions 5. Specify the folder and envelope to receive the transactions and click Move. You will receive a confirmation that the transaction has been moved. Confirming Transaction Movement 29

31 6. Click OK. Note: Click New Envelope to create a new envelope to move transactions into. Moving Downloaded Credit Card Transactions Downloaded credit card transactions are placed in envelopes in the Credit Cards folder in the My Accounts panel. For more information about setting up credit card accounts see Completing Account Guided Setup. Moving Credit Card Transactions To move downloaded credit card transactions: 1. Open the folder containing the envelope you want to move the credit card transactions to. This will make it easier to perform the drag and drop operation. 2. Click the envelope containing the credit card data. 3. Select the credit card transactions to move and then drag and drop them into the receiving envelope in the Folders List. The downloaded credit card transactions will be moved to the expense envelope. Note: Envelopes located in the Credit Cards folder are used to hold recently downloaded credit card transactions. These credit card envelopes are not used for expense report creation. To place downloaded transactions in an expense report, the downloaded transactions must be moved out of the credit card envelope and into an expense envelope. 30

32 Using the Credit Card Genie to Move Transactions The Credit Card Genie is another alternative method of moving downloaded credit card data into an In Progress envelope. Select the envelope you would like to move the transactions to, then select Credit Card Genie under the Genies menu. Go through the steps in the Credit Card Genie to select which credit card transactions to move. Moving Credit Card Transactions using the Credit Card Genie 31

33 Transactions sent from ExpensAble Mobile Application When transactions are sent from the mobile application they are stored until you open ExpensAble Office. If a working internet connection is found, the transactions will be downloaded to the E-Bin folder under the My Accounts panel. In addition, an alert will appear informing you how many transactions have downloaded: Mobile expenses downloaded prompt Note: You can also download mobile expense by clicking Online > Download Mobile Expenses. The downloaded mobile expenses will be found under My Accounts > E-Bin, click E-Bin envelope: Mobile Expenses Downloaded to E-Bin in ExpensAble Office 32

34 Once mobile transactions are in ExpensAble they are the same as other transactions; they can be dragged into expense envelopes, edited and even deleted if they are no longer valid. The main exception from other transactions is that mobile transactions have receipt photos attached to the expense line. The photo receipt cannot be detached from the expense and can be viewed two ways; you can hold (hover) the mouse over the gold paperclip icons within the Expenses tab or click the Attachments tab to view all receipts attached to the expense report. Hover View of Receipt attached to Expense Photo receipts attached to mobile transactions will also be attached to the expense report they are moved into and can be viewed via the Attachments tab: 33

35 View of Receipts Attached to Report via Attachments Tab Both methods of viewing mobile receipts provide tools that allow you to zoom in/out or rotate the image. If the image is rotated, you can save the rotation by clicking the disk icon. Image Tools for Save, Zoom and Rotate When viewing the image via the hover method, the image will go away when the mouse is moved off the icon. If any changes were made to the image you will be prompted to save the changes. 34

36 Moving E-Bin transactions Transactions that are sent from the Mobile Application are placed in the E-bin envelope in the E-bin folder in the My Accounts panel. Moving E-Bin Transactions To move downloaded E-Bin transactions: 1. Open the folder containing the envelope you want to move the E-Bin transactions to. This will make it easier to perform the drag and drop operation. 2. Click the envelope containing the E-Bin transactions. 3. Select the transactions to move and then drag and drop them into the receiving envelope in the Folders List. The E-Bin transactions will be moved to the expense envelope. Note: If the E-Bin transactions have a receipt image attached, the receipt image will be retained on the expense line during the drag and drop process. 35

37 Collating Expenses If your company requires you to submit weekly expense reports, you can enter all your expenses in a single envelope and have ExpensAble create the weekly envelopes for you. ExpensAble can automatically create weekly, bi-weekly, monthly, or bi-monthly envelopes from the expenses you entered in one envelope. This can be done by using the Collate Expenses feature. Perform the following steps to collate expenses: 1. Select an envelope from the Folder List in the Navigation panel. 2. Select Edit > Collate Expenses. Collating Expenses prompt 3. Select the interval for each envelope, and click Collate. 4. Click Yes to proceed. ExpensAble will display the new envelopes with date-related names. Expenses collated to new envelopes 36

38 Using Genies to Enter Transactions ExpensAble Genies help you enter expense information by asking questions about your business travel. For example, the Hotel Genie will ask questions about your hotel stay, organize the answers, and enter them in ExpensAble. The Hotel, Trip, Credit Card, and Currency Genies are integrated into the Expenses window to enable quick access while entering transactions. The Genies can also be found in their original locations in the Genies menu on the menu bar. The following table provides information on how to use the Genies: ExpensAble Genie Task Advantages Trip Genie Select Trip Genie from the Genies menu. Remembers the expenses from all areas of your trip (domestic trips only). Itemizes expenses from a multi-city trip. Itemizes one hotel bill that includes different kinds of expenses (room, room tax, meals, phone, etc.). Hotel Genie Select Hotel Genie from the Genies menu. Itemizes one hotel bill that includes different kinds of expenses (room, room tax, meals, phone, etc.). Divides an expense that spans several days into daily expenses. Separates personal transactions, such as phone calls and extended stays, from your business expenses. Note: The Hotel Genie automatically appears each time you select a Lodging expense from the Expense Type drop down menu. You can disable this in the Program Options window under the Administration menu. In the Other Expenses step of the Hotel Genie, enter all the expenses that were not prompted earlier. Credit Card Genie Select Credit Card Genie from the Genies menu. Imports Corporate Card, Personal Card, and/or Debit Card data into an expense envelope. Identifies the financial institution that you require to import transactions from, downloads the data, and then itemizes the expenses and organizes them in your expense report. Facilitates the drag and drop of credit card transactions from the Credit Cards folder in My Accounts panel into an expense envelope with a status of "In Progress". Note: If you want your credit card to appear in the Credit Card Genie, ensure that you have set up a credit card payment method for online access. If you require information on setting up credit card accounts see Completing Account Guided Setup. Currency Genie Select Currency Genie from the Calculates the exchange rate from a currency 37

39 Genies menu. exchange transaction and automatically displays it on the Expense Record screen. Enters the exchange fee. Automatically launches when you select Currency Exch in the expense type drop down field. Reconciling Your Credit Card Statement When you receive your monthly card or account statement you can reconcile this amount with the transactions you have entered in ExpensAble to ensure that you have entered all relevant expenses charged on your card(s). For more information about downloading your credit card or charge card expenses see Downloading Credit Card Expenses. To reconcile credit card transactions: 1. Select Credit Card Reconcile from the Edit menu. Reconciling Credit Card Transaction 2. From the Account drop down filed, select the account you want to reconcile. 3. Select whether you want to view all transactions or only those that have not been reconciled by clicking the Show Uncleared Only checkbox. 4. Click the Clear (cleared) checkbox beside each transaction as you reconcile the transaction amount with your statement. 5. Click Ok to complete the reconciliation of your transactions. 38

40 Attaching Receipts ExpensAble supports the attachment of receipt image files in the following formats: *.bmp, *.gif, *.jpg, *.tif,.png and *.pdf. Use your scanner to save your receipts as one of the six supported image file types and attach them to your expense reports in ExpensAble. If you are using the list view of the Envelope Window, envelopes that have receipt attachments will have a paper clip icon displayed in the Attachments column. To see the scanned receipts, right-click on an envelope and select Attach Receipts or click the Attachments tab. The Attachments tab will open. From there you can either drag and drop receipt image files from a separate window or click the Add button to browse for the scanned receipt images that were saved on your computer. Attaching a PDF File 39

41 Attaching a PNG Image File You can view, move to another envelope, or delete attached receipts. When you print the expense report, both the expense report and the receipt attachments will be printed together. If the receipt image is a *.pdf format, it will print as a separate document from the expense report. 40

42 Producing a Finished Expense Report ExpensAble uses expense report forms as a template to determine the layout of your expense report. You can select any of the standard expense report forms in ExpensAble. Based on the form you select, the report form can be presented in either HTML or PDF format. By default ExpensAble uses the Standard (HTML) Domestic Portrait form. You can change your expense report form before or after you enter your transactions. Viewing an Expense Report 41

43 An expense report form displays the expense data as follows: Report Header: Displays the company and employee header information that displays on all ExpensAble report forms. This information is taken from the user information you entered when you created the file. Click the Edit > Envelope User Info from the menu bar to change the information for the header labels. Expense: Groups your expenses under broad categories called Report Labels. Some report forms have sections for both employee-paid expenses and company-paid expenses. In the example above, the section labeled Expenses (to be reimbursed) is the Employee section and the section labeled Company Paid Expenses is the Company section. Details: Displays additional information about meals and entertainment, mileage, and miscellaneous details. Some templates include a section that shows how you have allocated expenses to various clients or projects. Signatures: Most templates have a place for totals and authorized signatures. Attachments: Displays receipt attachments for the expense report. To customize a finished expense report, see Report Form sections on Administering ExpensAble Guide. Previewing an Expense Report You can see how your expense information looks in the report form by previewing your expense report before you print it. Perform the following steps to preview your expense report: 1. From the Envelopes window select the envelope for the report you want to preview. 2. Click the print icon from the tool bar. 3. Click Close to exit the preview. Printing an Expense Report Perform the following steps to print an expense report: 1. Select the envelope for the report that you want to print. 2. Click the print icon. A preview of the report will display. 3. Click the print icon again or click Print... button to print the report. Note: If you have expenses for several clients (or jobs or projects) in the same envelope, you can print separate expense reports for each client. To do this click the Envelope Info icon from the tool bar and in the Envelope Info window select the When printing, separate each billable checkbox. 42

44 Running Analysis Reports This guide explains the various types of analysis reports which enable you to analyze data in expense reports you have created. Unless customized, analysis reports are generated using all the data available in all expense report envelopes residing in the expensable.qex file. This guide will walk you through the steps of: Creating a General Report Creating an Account Code Report Creating a Billable Time Report Creating a Bill To Report Creating a Budget Report Creating a Cash Tracking Report Creating a Company Paid Credit Cards Report Creating an Expense Summary Report Creating an Expense Types Report Creating a GST Summary Report Creating a HST Summary Report Creating a Merchants Report Creating a Mileage Tracking Report Creating a Missing Receipts Report Creating a NonReimbursables Report Creating a Payment Methods Report Creating a Transactions Detail Report Creating an Unused Ticket Report Creating a VAT Summary Report Creating a VAT/GST/ HST Detail Report Customizing Analysis Reports Customizing Memorized Reports 43

45 Creating a General Report The General Report provides details of all expense entries in all expense report envelopes, grouped and totaled by dates. The report displays information such as expense type, merchant, city, reimburse status (RNP), payment method, and expense amount. To create a General Report: 1. Click Analysis Reports in the left navigation panel. 2. Select General Report. Viewing the General Report 3. Click on the print icon to print the report. 4. Click any object on the screen (a folder, an envelope, button, etc.) in the application to close the report. For more information about customizing your reports see section Customizing Analysis Reports. Note: Click on the View Expense Item Detail icon expense item within the expense report envelope. located to the left of each expense item to display the actual 44

46 Creating a Account Code Report The Account Code Report provides details of all expense entries that have an account code (export label) assigned to them. The information displayed is grouped by account codes. This report helps to show the varying account codes expenses are allocated to. To create an Account Code report: 1. Click Analysis Reports in the left navigation panel. 2. Select Account Code. Viewing the Account Code Report 3. Click on the print icon to print the report. 4. Click any object on the screen (a folder, an envelope, button, etc.) in the application to close the report. 45

47 For more information about customizing your reports see section Customizing Analysis Reports. Note: Click on the View Expense Item Detail icon expense item within the expense report envelope. located to the left of the expense item to display the actual Creating a Billable Time Report A Billable Time report provides a summary of your billable time expenses that have been entered. The report displays information such as hours billed, rate, and amount. To create a Billable Time report: 1. Click Analysis Reports in the left navigation panel. 2. Select Billable Time. Viewing the Billable Time Report 3. Click on the icon to print the report. 4. Click any object on the screen (a folder, an envelope, button, etc.) in the application to close the report. 5. Click Customize to customize your report. For more information about customizing your reports see section Customizing Analysis Reports. Note: If you have expenses for several clients in the same expense report, you can print out a separate expense report for each client by selecting the When printing, separate each billable option on the Envelope Info window. 46

48 Creating a Bill To Report A Bill To report displays all expense entries entered; expenses that have Bill To assigned will display below expenses that do not have any assigned Bill To. The information displayed is grouped by Bill To. This report helps to show which expenses are allocated to which Bill To. To create a Bill To report: 1. Click Analysis Reports in the left navigation panel. 2. Select Bill To. Viewing the Bill To Report 3. Click on the icon to print the report. 4. Click any object on the screen (a folder, an envelope, button, etc.) in the application to close the report. 5. Click Customize to customize your report. For more information about customizing your reports see section Customizing Analysis Reports. Note: Click on the View Expense Item Detail icon expense item within the expense report envelope. located to the left of the expense item to display the actual 47

49 Creating a Budget Report A Budget report displays the allocated budget versus actual expenditure incurred. This report enables you to track your actual expenses against your budget by providing basic budget details. The budget amount is assigned either on a quarterly or an annual basis. The budget report enables you to track your expenses by displaying the following data: Amount spent to date Amount that has exceeded the budget Balance amount left in the budget The numbers for the budget report are not separated by expense type. Instead the budget and actual amount is a sum of all the expenses during the specified time. You can also select which envelopes to include in the Budget report. To create a Budget report: 1. Click Analysis Reports in the left navigation panel. 2. Select Budget. Viewing the Budget Report 48

50 3. Click Customize in the Budget Analysis window to set up your budget. In the Budget Plan tab specify the amount that you want to spend during a given period of time. Customizing the Budget report - Budget Plan tab Note: You can set your fiscal year in the Budget Plan tab. The fields in the Budget Plan tab are: Start Year of Report: Enter the year (format YYYY) you want to investigate. Fiscal Year starts on: Many companies choose a month that matches their business cycle. Specify Budget by: Budget one lump sum for the entire year or individual values for each quarter. Budget Amount for: Enter how much money you intend to spend for the quarter or year. 4. In the Envelope Tab, select the envelopes to include in the Budget report. The following are the fields in the Envelopes tab: Customizing the Budget report - Envelope tab Envelopes to Search: List the envelopes you want to compare your budgeted amounts to. Envelopes to Choose From: Select the folders and envelopes you want to compare to your budgeted amounts. You will need to select Custom in the Envelopes to Search field in order to choose envelopes. Add: Click to put the selected envelopes from the left list into the right list to include them on the report. Remove: Click to remove the selected envelopes from the list on the right list back to the left list. 49

51 5. In the Report Format tab, enter a title for your report and choose the time period from Show year to date totals. Customizing the Budget report - Report Format tab Title: Enter a title that emphasizes the priorities of your budget. Show year to date totals by: Show weekly or monthly comparisons of budgeted versus actual spending. For monthly totals you have the option of seeing quarterly summaries. 6. Click Memorize as... after entering the information about your budget in the Budget Report Setup window. 7. Click Done to complete the creation of a budget report. Creating a Cash Tracking Report A Cash Tracking report provides details of all expenses paid with cash. The Cash Tracking report tracks your cash transactions and reconciles them with the initial cash amount. The initial amount is set by clicking Customize, then opening the Headings tab. To create a Cash Tracking report: 1. Click Analysis Reports in the left navigation panel. 2. Select Cash Tracking. Viewing the Cash Tracking Report 3. To enter the initial amount, click Customize then click the Headings tab and enter an amount in the Beginning Balance field. For more information about customizing the Cash Tracking Report see section Customizing Analysis Reports. 50

52 Creating a Company Paid Credit Cards Report The Company Paid Credit Cards Report provides you with a summary of all expenses paid with company paid credit cards. The report shows how many expenses were paid with a company credit card. To create a Company Paid Credit Cards report: 1. Click Analysis Reports in the left navigation panel. 2. Select Company Paid Credit Cards. Viewing the Company paid Credit Cards Report 3. Click on the print icon to print the report. 4. Click any object on the screen (a folder, an envelope, button, etc.) in the application to close the report. For more information about customizing your reports see section Customizing Analysis Reports. Note: Click on the View Expense Item Detail icon expense item within the expense report envelope. located on the left of the expense item to display the actual 51

53 Creating an Expense Summary Report An Expense Summary report provides an overview of all expense transactions. The report gives a high level view of the expenses rather than the details. The information is grouped by Reimbursable and Pre-Paid (or Non-Reimbursable) expenses, showing Total that is Due Company or Employee at the bottom of the report. To create an Expense Summary report: 1. Click Analysis Reports in the left navigation panel. 2. Select Expense Summary. Viewing the Expense Summary Report 3. Click Customize to customize your report. For more information about customizing your reports see section Customizing Analysis Reports. 52

54 Creating an Expense Types Report The Expense Types report provides an overview of the expenses based on the expense types. This helps determine how much is spent on different expense types. The report groups and totals the information by expense type. The report displays information such as expense date, merchant, city, reimburse status (RNP), bill to, payment method, and amount. To create an Expense Types report: 1. Click Analysis Reports in the left navigation panel. 2. Select Expense Types. Viewing the Expense Types Report 53

55 Note: Click on the View Expense Item Detail icon expense item within the expense report envelope. located to the left of the expense item to display the actual 3. Click Customize to customize your report. For more information about customizing your reports see section Customizing Analysis Reports. Creating a GST Summary Report A GST (Goods and Service Tax) Summary report provides details of all GST and PST entries. The report groups and totals the information by Currency. The report displays the expense type the GST is associated with, expense date, Total Subjected to GST (expense amount), GST amount, PST amount and how much is reclaimable or not reclaimable. To create a GST Summary report: 1. Click Analysis Reports in the left navigation panel. 2. Select GST Summary. 3. Click Customize to customize your report. Viewing the GST Summary Report For more information about customizing your reports see section Customizing Analysis Reports. 54

56 Creating a HST Summary Report A HST (Harmonized Sales Tax) Summary report provides details of all HST entries. The report groups and totals the information by Currency. The report displays the expense type the HST is associated with, expense date, Total Subjected to HST (expense amount), HST amount, and how much is reclaimable or not reclaimable. To create a HST Summary report: 1. Click Analysis Reports in the left navigation panel. 2. Select HST Summary. 3. Click Customize to customize your report. Viewing the HST Summary Report For more information about customizing your reports see section Customizing Analysis Reports. 55

57 Creating a Merchants Report A Merchants Report provides you with an overview of all expenses grouped and totaled by merchant. This helps determine how much is spent on different merchants. The report displays information such as expense date, expense type, city, reimburse status (RNP), bill to, payment method, miles and expense amount. To create a Merchants report: 1. Click Analysis Reports in the left navigation panel. 2. Select Merchants. Viewing the Merchants Report 3. Click Customize to customize your report. For more information about customizing your reports see section Customizing Analysis Reports. 56

58 Creating a Mileage Tracking Report The Mileage Tracking report enables you to capture and report all your mileage expenses in any of the following cases: When you use a personal car for business trips When you use a company car in combination with personal trips This report is useful to companies with multiple company cars as it can track the mileage of each car by user. The report calculates the total mileage with the Non-Reimbursable (personal, other non-business mileage) and Reimbursable (business mileage) amounts totaled separately. To specify the percentage of the amount of personal (Non-Reimbursable) and business (Reimbursable) miles during expense entry see Entering Mileage Expenses. To create a Mileage Tracking report: 1. Click Analysis Reports in the left navigation panel. 2. Select Mileage Tracking. 3. Click Customize to customize your report. Viewing the Mileage Tracking Report For more information about customizing your reports see section Customizing Analysis Reports. 57

59 Creating a Missing Receipts Report A Missing Receipts report provides you with a summary of all the transactions where the Missing Receipts checkbox was selected in the expense entry screen. The report helps locate expenses that do not have receipts attached for you to determine if receipts need to be attached to them or not. To create a Missing Receipts report: 1. Click Analysis Reports in the left navigation panel. 2. Select Missing Receipts. 3. Click Customize to customize your report. Viewing the Missing Receipts Report For more information about customizing you reports see section Customizing Analysis Reports. Creating a NonReimbursables Report A NonReimbursables report provides you with a summary of all non-reimbursable transactions such as company paid expenses or tax deductible business expenses. To create a NonReimbursables report: 1. Click Analysis Reports in the left navigation panel. 2. Select NonReimbursables. Viewing the NonReimbursables Report. 3. Click Customize to customize your report. 58

60 For more information about customizing you reports see section Customizing Analysis Reports. Creating a Payment Methods Report A Payment Methods report provides you with an overview of the transactions sorted by payment method. This report gives you a sum total of all transactions for each payment method. To create a Payment Methods report: 1. Click Analysis Reports in the left navigation panel. 2. Select Payment Methods. 3. Click Customize to customize your report. Viewing the Payment Methods Report For more information about customizing you reports see section Customizing Analysis Reports. 59

61 Creating a Transaction Details Report A Transaction Details report provides details of all expense transactions. The Transaction Detail report helps users maintain records of their business expenses. To create a Transaction Detail report: 1. Click Analysis Reports in the left navigation panel. 2. Select Transaction Details. 3. Click Customize to customize your report. Viewing the Transaction Details Report For more information about customizing you reports see section Customizing Analysis Reports. 60

62 Creating an Unused Ticket Report The Unused Ticket report provides a summary of all expense transactions that have the Ticket Used checkbox on the expense entry screen selected. Note: By default the report displays only the unused tickets. However, you can customize the report to display both used and unused tickets. You can focus on specific Airfare and/or Rail transactions and delete the rest to create a more tailored report. To create an Unused Ticket report: 1. Click Analysis Reports in the left navigation panel. 2. Select Unused Tickets. 3. Click Customize to customize your report. Viewing the Unused Tickets Report For more information about customizing your reports see section Customizing Analysis Reports. Creating a VAT Summary Report A VAT (Value Added Tax) Summary report provides details of all VAT entries. The report groups and totals the information by Currency. The report displays the expense type the VAT is associated with, expense date, Total Subjected to VAT (expense amount), VAT amount, and how much is reclaimable or not reclaimable. To create a VAT Summary report: 1. Click Analysis Reports in the left navigation panel. 2. Select VAT Summary. 61

63 3. Click Customize to customize your report. Viewing the VAT Summary Report For more information about customizing your reports see Customizing Analysis Reports. Creating a VAT/GST/ HST Detail Report A VAT (Value Added Tax), GST/PST (Goods and Services Tax or Provincial Sales Tax), and HST (Harmonized Sales Tax) report displays expenses from all envelopes that have incurred these taxes. This report enables you to calculate the amount of VAT, GST/PST or HST tax that you have been charged on business expenses during trips and get reimbursed for reclaimable taxes levied by these countries. To create a VAT/GST/HST Detail report: 1. Click Analysis Reports in the left navigation panel. 2. Select VAT/GST/ HST Detail Report. Viewing the VAT/GST/HST report 62

64 3. Click Customize to customize your report. For more information about customizing your reports see section Customizing Analysis Reports. Customizing Analysis Reports Analysis Reports can be customized and memorized (saved) with new names for fast access to these customized reports. Customizing your reports allows you to filter the information that you want to include and/or exclude from your analysis reports. Warning: When you make changes in the tabs described below, you could change the original behavior of the report. For example, the Cash Payment report only has Cash selected under the Payment tab; selecting other payment methods will change the original intent of the report which was to show expenses only paid with cash. To customize Analysis Reports: 1. Click on the report to be customized. 2. Click Customize button on the report window. The Customize screen containing several tabs will display. 3. The Amount tab supports filtering the report by transaction date vs. posted date, by specific and custom report dates and filters such as greater than, less than, and in between specific expense amounts. Customizing the Report Amount Tab 4. The Expenses tab gives you the ability to select which expense types, export labels and billables to include on the report. Other options include missing receipts, included receipts (have receipt), billable expenses, not billable expenses, all receipt status, and all billable status. Customizing the Report Expenses Tab Note: Click on the individual items to select or deselect them. You can also use the Mark All and Clear All buttons to select or deselect the entire list. 63

65 5. The Merchants tab gives you the ability to filter which Merchants, Cities, and Guests to include or exclude on the report. Customizing the Report Merchants Tab 6. The Payment tab supports the ability to select specific currencies, payment methods, and RNP to include or exclude on the report. The RNP option represents reimbursable (R), non-reimbursable (N) or personal (P) expenses. Customizing the Report Payment Tab 7. The Envelope tab allows you to select specific expense report envelopes to include in the report. You can include envelopes with a specific status (e.g. In Progress, Submitted, etc.), or envelopes that reside within specific folders. If the custom selection is made, you can choose the folder and individual envelopes from the Envelopes to Choose From: drop-down list. If this option is used, select the envelopes to add to the report and click the Add button. Click the Remove button to de-select the envelopes. Customizing the Report Envelope Tab 64

66 8. The Headings tab gives you the ability to change the title displayed at the top of the report and decide which fields (columns) to display. You can also include a pie or bar chart with the table data for some reports. Customizing the Report Headings Tab Note: If the chart option is selected and the SVG Plugin from Adobe is not installed you will receive an alert asking you to get the SVG Plugin. Once the Web site is displayed, click the link labeled SVG Viewer. Choose your operating system (Microsoft Vista works with the Win98-XP selection). Click Run and run again. Accept the license agreement. 9. Once all your edits are complete, click button. 10. In the Memorize as... window, enter a name for the newly customized report. 11. Click Memorize to save and create the report. Note: Memorized reports are stored in the Memorized Reports tab when Analysis Reports are opened from the left navigation panel. Customizing Memorized Reports Memorized reports can be customized using the same techniques described above. More button options will be displayed during this process: : Saves the report with the original name it was given. The report is refreshed on the screen. : Allows you to create a new memorized report while retaining a copy of the original report. The report is refreshed on the screen. : Implements changes and creates the updated report but does not save it. The report is refreshed on the screen. : Dismisses the changes and hides the customization screen. The report is not refreshed on the screen. 65

67 Administering ExpensAble This chapter discusses the different functions that can be customized and configured to suit your requirements. The administration section aids in the set up and maintenance of the ExpensAble application. This section enables you to perform the following: Configuring Program Options Using Report Forms Configuring Access Manager Customizing User Info Customizing Lists Options Using Guided Setup Using Account Guided Setup Configuring Program Options Accessing the Administration Section of ExpensAble In ExpensAble, the Administration section includes all the functions required to setup, configure, and administer ExpensAble. This screen replaces the various menu options that supported administration in earlier versions of ExpensAble. Administration - Program Options 66

68 Program Options enables you to configure the settings of the ExpensAble application. These settings include configuring the auto-fill options to automatically pre-populate subsequent expense reports, providing alerts when errors occur, and configuring Internet access options. Program Options has the following tabs: General Enter Expenses Alerts Updates Internet General The General Tab has options to set up debug logging, date formats, management of expense envelopes, and integration with Intuit QuickBooks. To configure the General Tab options: 1. Click Administration in the left navigational panel. 2. Click Program Options. 3. Click the General tab. Administration - Program Options Program Options - General Tab 67

69 Choose from the following options: Remember each envelope s active tab This setting allows the application to remember the state of which tab (envelope, expenses, attachments, etc. tab) each envelope was focused on if user switches to another envelope. QIF files use international date format QIF files were once the common format used when transmitting credit card data from financial institutions. The more common format now used is OFX. If your financial institution still supports QIF file formats and your transactions are international, selecting this option will convert the date to an international format (ddmmyyyy). Note: The QIF files use international date format which helps you when you are traveling internationally. Save merged.qem files to an employee's folder This option is designed for approvers in an environment where several submitters send their expense reports to an approver. When this option is enabled and an expense report envelope (.qem file) is received and imported into the approver s instance of ExpensAble, a new folder is created using the submitters name and the expense report is stored in that folder. QEM files are the entire expense report envelope. For example: An Approver imports envelope from Tony Traveler via File > Import > Envelope menu item. Once imported, a new folder is created called Tony Traveler and the expense report envelope is placed in that folder. Enable debug logging for this session This option should be left on as it logs important program information that could help the technical support team in case you have a problem with the application. Send to QuickBooks This option enables you to export expense report information directly into QuickBooks. Select the option and then select which version of QuickBooks you use. For more information see Exporting Transactions to QuickBooks. 4. Select the relevant options. 5. Click Save to save your settings or click Cancel to exit without saving. 68

70 Enter Expenses The Enter Expenses tab provides options to assist in expense entry such as auto-population, auto-fill from envelope and automatic use of Genies. To configure the program options: 1. Click Administration in the left navigational panel. 2. Click Program Options. 3. Click Enter Expenses tab. Administration - Program Options Program Options - Enter Expenses Tab The options in the Enter Expenses tab are: Pre-populate similar expense types This option pre-populates the Payment Method and Merchant fields using the values entered previously for the same expense type. The Auto Fill option does not work unless you already have a few transactions in the database. For example, when you select the Airfare expense type, ExpensAble automatically fills in the payment method and the airline fields from your last airfare expense entry. Fill expense Bill Tos from Envelope 69

71 This option pre-populates the Bill To information that was selected in the Report Envelope header onto the Bill To fields of all expenses entered within the report. Customers would be a common use of Bill Tos. Fill expense Items from Envelope This option pre-populates the Item information that was selected in the Report Envelope header onto all the Item fields of all expenses entered within the report. Items are rarely used without Bill Tos. A common use of the pair would be Customers for Bill Tos and Projects for Item. Automatic use of Hotel Genie When this option is selected the Hotel Genie automatically displays when the selected Expense Type is Lodging. Automatic use of Currency Exchange Genie This option is enabled when the selected Expense Type is Currency Exchange. Enter key moves between fields This option allows user to use the Enter key to move (tab) between fields when entering expenses. 4. Click Save to save your settings or click Cancel to exit without saving. Alerts The Alerts tab provides options for audible alerts, backup prompts, and confirmations. To configure the program options: 1. Click Administration in the left navigational panel. 2. Click Program Options. 3. Click Alerts tab. Administration - Program Options 70

72 Program Options - Alerts Tab Choose from the following options: Prompt to submit envelope on Print or Send This option displays a prompt inquiring if you want to mark the report as submitted when you Print or use the Send feature. Beep when entering or deleting items This option alerts you with a beep when you enter or delete any information in ExpensAble. Prompt for backup This option prompts you to back up the data after a specified number of sessions. Confirm when entering changes to a transaction This option displays a prompt for you to confirm changes made to a previous transaction. Confirm when deleting items This option displays a prompt for you to confirm if you want to delete a transaction. 4. Select the appropriate check box, depending on the alerts you want to receive. 5. Click Save to save your settings or click Cancel to exit without saving. 71

73 Updates The Updates tab provides options for you to determine when the program should automatically look for updates and also supports the ability to force a check for updates. Both options require a live connection to the Internet. To configure the program options: 1. Click Administration in the left navigational panel. 2. Click Program Options. 3. Click Updates tab. Administration - Program Options The Updates tab has the following options: Automatic Program Updates Program Options - Updates Tab 72

74 Select the checkbox and specify the number of days for ExpensAble to check if an update is available. The program will automatically update if ExpensAble is open and the number of days has been met. A working internet connection is needed in order for the update to process successfully. Check for Program Updates Now This button enables you to immediately check for available updates if a working Internet connection is found. 3. Click Save to save your settings or click Cancel to exit without saving. Internet The Internet tab helps you configure your Internet connection. These settings may vary based on where you use ExpensAble. If you use ExpensAble within a small company environment, you may require more configuration and setup than if you connect from home. To configure the program options: 1. Click Administration in the left navigational panel. 2. Click Program Options. 3. Click Internet tab. Administration - Program Options Customizing the Internet Settings 73

75 Choose from the following options: System defaults Choose this setting if you want ExpensAble to use the default settings of your operating system. Directly connected to the Internet If you are directly connected to the Internet choose this setting. This option enables you to connect to the Internet directly, even if a proxy server is setup on your network. Connected to the Internet using a proxy server If you are using a proxy server choose this setting and provide the proxy URL. To authenticate the proxy server provide the user name and password in the fields provided in the Proxy Authentication section. Automatic configuration script If you are using a proxy server and an automatic configuration script, choose this setting to enter the URL for the script. 4. Click Save to save your settings or click Cancel to exit without saving. Using Report Forms The Report Form section allows you to determine the look of your expense report. Choose from the various report forms based on the kind of information you have in your expense report. For example, if you are reporting expenses in a currency other than dollars, be sure to choose an International Trip report form. Or, if you are reporting only mileage expenses, select a Mileage Log report form. In addition you can group expense types into categories using Report Labels in the Report Forms section. For example, you have expenses in one report for a cell phone bill, office phone bill, and a hotel fax charge. On the printed expense report these three transactions might be under a single label, Telephone, even though you have three different expense types. Administration - Report Forms 74

76 Report Forms ExpensAble offers more than 30 expense report forms, in either HTML or PDF formats, to choose from. Select the report form that matches your work needs. You can use it as is or modify according to your needs. If you do not choose a report form, ExpensAble uses the Standard (HTML) Domestic Portrait format by default. The forms all begin at one page in length, then may increase to two pages or more, depending on the quantity of transactions and/or detail in the expense report. A report form consists of the following elements: Viewing the Report Forms Report Name: Displays the name of the expense report. Report Type: Displays the nature of the report. The report can be either Domestic or International. Orientation: Displays the layout in which the reports can be viewed and printed. The reports are displayed either in landscape or portrait orientation. HTML: Displays the report form in HTML format. PDF: Displays the report in PDF format. Activate Report: Enables you to activate the selected report. You will see a beside the selected report form that indicates that the report is activated. Bill To and/or Department Label: Displays the relevant information for the label. The label names vary depending on the report form you choose. You can rename these labels as per your requirement. 75

77 Billable Expenses: Enables you to filter your expense reports to include or exclude, or only include expense transactions that are marked as billable. Time Expenses: Enables you to filter the expense reports' time section to include or exclude, or only include Time transactions. Report Starts At: Enables you to choose when you want to start your expense report. This option might not be available with all expense report forms. Language: Enables you to select the language. By default, the language selected is English. Edit: Enables you to edit the selected report form. You can make any of the following changes to a report form: Edit, rename or delete the text for a label. Re-arrange labels on the printed report. Change the expense types associated with a label. Note: You cannot add lines to an expense report template. Selecting an Expense Report Form To select a Report Form: 1. Click Administration from the left navigation panel 2. Click Report Forms. Administration - Report Forms 76

78 3. Click Report Forms tab. Selecting a Report Form 4. Select a report you want to use. When you are selecting a report form, please observe the following guidelines. Ensure that all the details required are present in the report form. Some report forms have more expense lines to work with giving you a more detailed report. (The Standard report form is one of the most detailed expense report forms.) Base your selection on the type of expense. Some report forms are tailored to specific occupations. For example, most Sales report forms have more space for meals and entertainment expenses. Consultant report forms usually include an expense allocation section. Other report forms are based on specific reporting requirements. For example, the labels in the Account Codes report forms include a space for account numbers. Ensure that you select an International report form if you want to display foreign currencies and conversions on your expense report. Ensure that the physical layout of the report form matches your company standards. Some report forms use a landscape layout, while others use a portrait orientation. In some templates the expense categories are on the left side, in others the categories are on top. Select another reporting report form if you find that your reporting requires change or if the report form you are using does not match a specific requirement. 77

79 Ensure that the same report form exists in both HTML and PDF formats. 5. Click Activate Report to use the report form. Note: After the report is activated you will see an icon beside the report form. Editing an Expense Report Form To edit a Report Form: 1. Click Administration from the left navigation panel 2. Click Report Forms. 3. Click Report Forms tab. 4. Select the report form that you want to edit. Administration - Report Forms 78

80 5. Click Edit in the Activate Report section. A window will display where you can make changes to the report form. These changes will appear when the report is printed. Editing Report Forms 3. Enter the new label for the following: Bill To Label Department Label 4. Choose to include or exclude Billable Expenses and Time Expenses. 5. Select which date to use when starting the report. 6. Click Save to save your settings or Cancel to exit without saving. 79

81 Report Labels An expense report is a summary of your expense transactions grouped into categories that are meaningful to your company. In most cases, an expense report does not list every expense type you used. Instead, transactions with similar expense types are grouped under a common label. This is done through Report Labels in ExpensAble. A Report Labels screen has the following elements: Employee: Enables you to configure how your expenses are printed. Expense types correspond to the printed report labels. For example, in the Employee Section of the selected report template, the "Airfare/Rail" report label has the Airfare and Rail expense types mapped to it. When you print your report, the reimbursable amounts for both Airfare and Rail expense transactions will appear under this label. You can rename, add, and delete report labels. Company: Enables you to configure how your expenses are printed. Expense types correspond to the printed report labels. For example, in the Company Section of the selected report template, the "Airfare/Rail" report label has the Airfare and Rail expense types mapped to it. When you print your report, the reimbursable amounts for both the Airfare and Rail expense transactions appear under this label. You can rename, add, and delete report labels. Time: Enables you to configure how your Time expenses are printed. Expense Types correspond to Report Labels. For example, in the Time Section of the selected report template, the "Time" report label is mapped to the Time expense type by default. When you print your report, your Time expense transactions appear under this label. You can rename, add, and delete report labels. Viewing the Report Labels Order: Enables you to re-order labels on the expense report. Select a report label and click or to move the report labels up or down respectively, and then click Apply. Create New: Enables you to create a new report labels. Set as Default: Enables you to set the selected report label as the default report label. You see a icon beside the default report label that indicates that the selected report label is the default. Edit: Enables you to edit a report label. Delete: Enables you to delete a report label. 80

82 If the report form you selected has both an Employee and Company section, you will see the report labels in all three tabs: Employee, Company, and Time. However, if the report form has only an Employee section, the Company tab is blank. For example, if you have chosen the Consultant report form, the Company tab does not display any report labels because consultants usually work for themselves and not for a company. So, the report form they use does not have a company paid section. Creating a Report Label You can create a new label that will be printed in the report using Create New. The new label and its mapped expense types will appear in the order placed via the order buttons. To create a new Report Label: 1. Click Administration from the left navigation panel 2. Click Report Forms. 3. Select Report Labels tab. 4. Click Create New. The New Report Labels section will display. Administration - Report Forms 81

83 5. Enter the Name and Code (optional) in the text fields. Adding a New Report Label 6. Select the expense type from the Expense Types menu. Note: The selected expense types have an label. icon beside them to indicate that they are mapped to the selected report 7. Click Save to save the settings, or Cancel to exit without saving. Note: Click Set as Default if you want set the report label as the default report label. You see an icon beside the default report label. This means that any amounts found for expense types that are not mapped to a specific label will map to the default report label. 82

84 Editing a Report Label Perform the following steps to change the text of the label that is printed, add or edit a code and edit the expense type mappings for a report label: 1. Click Administration from the left navigation panel 2. Click Report Forms. Administration - Report Forms 3. Select Report Labels tab. 4. Select the Report Label you want to edit. 5. Click Edit. Editing the Report Labels 6. Enter the new details in the Name and Code text fields. 83

85 7. Select the expense type from the Expense Type menu. Note: The Expense Types menu displays the expense types that are assigned to the selected report label. 8. Click Save to save the changes or Cancel to exit without saving. Deleting a Report Label To delete a report label, select the report label that you want to delete and click Delete. Configuring Access Manager This is a catalog of services, ranging from card and bank account providers for downloading transactions to password storage (File Password) and website bookmarks (Travel Planning, OANDA currency converter). Adding a new Service Provider To add a new Service Provider: 1. Click Administration from the left navigation panel 2. Click Access Manager. 3. Click Create New. The following window will display. Administration Access Manager 84

86 Creating a New Service Provider 4. Enter the following information related to the service provider: Provider This is the name of the financial institution (bank), file password name or website bookmark. Description This is a description of the provider. URL This is the URL website for the provider if applicable. Company ID This is used for access to ExpensAble Corporate if applicable for your product. User ID This is used for access to ExpensAble Corporate if applicable for your product. Password This is used for access to ExpensAble Corporate if applicable for your product. Note: The User ID and Password are not passed on to the URL provided for login. You must enter that information manually. Only the American Express Direct Connect currently supports auto-login. 5. Click Save to save your settings or click Cancel to exit without saving. 85

87 Customizing User Info The User Info option of Administration displays information about the user. This screen can also be accessed through the Edit menu. To access the User Info screen: 1. Click Administration from the left navigation panel 2. Click User Info. Administration User Information The User Info screen enables you to select: Currency Item Tax Viewing User Information screen 86

88 To customize the user information: 1. Enter the identity-related information such as employee name, company, department, etc. 2. Select the Show Item check boxes to display this field for data entry. 3. Select the tax applicable in your country. 4. Click Save to save your settings or click Cancel to exit without saving. Customizing Lists Options The Lists option under the Administration menu allows you to customize information related to your expenses such as expense types, payment methods, mileage, etc. ExpensAble groups details for each information type under individual tabs. You can create new entries or delete existing entries for each of the available tabs. When a new entry is added, it is added to the existing list under the corresponding tab. The Lists screen can also be accessed through the Lists menu. Administration Lists You can customize the drop-down menus by adding items you use frequently. You can also rename items to suit your needs and change information associated with a list item. 87

89 Viewing the Lists screen Below are the following List items: Expense Types Export Labels Payment Methods Purposes Cities City Classes Departments Billables Items Payees Currencies Merchants Mileage Reasons Vehicles Guests 88

90 Expense Types The Expense Types List displays the expense types you can choose from when you enter transactions. The list includes some fixed expense types that are always present in the list. Some of the fixed expense types are Airfare, Mileage, and Breakfast. Some fixed expense types cannot be deleted. Every ExpensAble report template uses a different list of expense types. Each expense type appears under a report label in the printed report. Creating a New Expense Type 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Expense Types tab. 4. Click Create New. Administration Lists Creating a New Expense Type 89

91 5. Enter information into the following fields: Name: Enter a name for the new expense type. Merchant Type: Select a value from the drop-down menu to assign the correct merchant category (e.g. Airline, Entertainment, Restaurant, etc.) to the new expense type. Export Label: Select a label from the drop-down menu under which this expense type will be grouped in the printed expense report. Employee section: Select a value from the drop-down menu. This will group an expense type in the employee paid section of the printed expense report. Company section: Select a value from the drop-down menu. This will group an expense type in the company paid section of the printed expense report. 6. Click one of the following: Save to save the expense type and close the screen. Save/New to save the expense type and continue adding new expense types. Cancel to exit without saving. Editing an Expense Type 1. Select the expense type you want to edit and click Edit. 2. Edit the relevant fields. 3. Click Save. Deleting the Expense Type Select the expense type you want to delete and click Delete. 90

92 Export Labels The Export Labels list display account names or numbers that are assigned to expenses on the Expense Type list. The export labels will initially display default account names such as Airfare, Auto Maintenance, etc. You can edit and add export labels as necessary for your purposes. For example, some clients may use export labels as account codes that pertain to their General Ledger accounting structure while other clients will use the default export labels. Creating a New Export Label 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Export Labels tab. 4. Click Create New. Administration Lists 91

93 Creating a New Export Label 5. Enter information into the following fields: Label: Enter a name or number for the new export label. Parent Label: Select another export label to designate it as the main-level (parent) label to your selected label. Your selected label would then be the sub-level label (optional). 6. Click one of the following: Save to save the export label and close the screen. Save/New to save the export label and continue adding new export labels. Cancel to exit without saving. Editing an Export Label 1. Select the export label you want to edit and click Edit. 2. Edit the relevant fields. 3. Click Save. Deleting the Export Label Select the export label you want to delete and click Delete. 92

94 Payment Methods Payment methods refer to the accounts or funds you use to pay for your expenses. The Payment Methods list is the drop-down men used to indicate how an expense was paid. Examples of some payment methods are corporate card, cash, personal credit card, and cash. You can add, edit, or delete a payment method on the list. Creating a New Payment Method 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Payment Methods tab. 4. Click Create New. Administration Lists Creating New Payment Method 5. Enter information into the following fields: Payment Method: Enter a name for the payment method. 93

95 Description: Enter a description for the payment method (optional). Memo field: Enter a memo for the payment method (optional). Account Type: Select the account type associated with this payment method from the drop-down menu. Paid By: Select Myself if you are responsible for paying the payment method or My Company if your company pays for the payment method. Service Provider: Select a provider name from the drop-down menu. Card Number: Enter the card number in this field (optional). 6. Click one of the following: Save to save the payment method and close the screen. Save/New to save the payment method and add another payment method. Cancel to exit without saving. Editing a Payment Method 1. Select the payment method you want to edit and click Edit. 2. Edit the relevant details. 3. Click Save. Deleting a Payment Method Select the payment method you want to delete and click Delete. Purposes The Purposes list contains a list of purposes or reasons for an expense. This list is used when entering the meals, mileage, and entertainment type expenses in the Expense Report. Creating a Purpose Item 1. Click Administration from the left navigation panel 2. Click Lists. Administration Lists 94

96 3. Select the Purposes tab. 4. Click Create New. Creating a New Purpose 5. Enter the purpose name, in the Purpose field. 6. Click one of the following: Save to save the purpose and close the screen. Save/New to save the purpose and add another purpose. Cancel to exit without saving. Editing a Purpose Item 1. Select the Purpose that you want to edit and click Edit. 2. Edit the relevant details. 3. Click Save. Deleting a Purpose Item Select the purpose you want to delete and click Delete. 95

97 Cities The Cities list contains a pre-loaded list of major U.S. and International cities. You can add, edit or delete cities. On the expense entry screen, if you enter a city that is not on the list, that city will automatically be added to the Cities list. Adding a New City 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Cities tab. 4. Click Create New. Administration Lists Adding a New City 96

98 5. Enter the name of the City and the City Class (optional). Note: The City Class can be used to group and organize cities, if desired. 6. Click one of the following: Save to save the city and close the screen. Save/New to save the city and add another city. Cancel to exit without saving. Editing a City 1. Select the city you want to edit and click Edit. 2. Edit the City Name and/or City Class. 3. Click Save. Deleting a City Select the city you want to delete and click Delete. City Classes The City Classes list allows you to add a new city class in order to apply your company s per-diem policy to different cities. Creating a New City Class 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the City Class tab. 4. Click Create New. Administration Lists 97

99 Creating a New City Class 5. Enter the name of the City Class. 6. Click one of the following: Save to save the city class and close the screen. Save/New to save the city class and add another city class. Cancel to exit without saving. Editing a City Class 1. Select the city class you want to edit and click Edit. 2. Edit the city class. 3. Click Save. Deleting a City Class Select the city class you want to delete and click Delete. Departments The Departments list is used to complete the department/location field when creating a new expense report. When you select a department/location, it appears in the Department or Location header in many expense reports. You may also assign a Cost Code Number to a Department. Creating a New Department 1. Click Administration from the left navigation panel 2. Click Lists. Administration Lists 98

100 3. Select the Departments tab. 4. Click Create New. Creating a New Department 5. Enter information into the following fields: Department Name: Enter a name for the department. Cost Code: Enter a code number for the department. Parent Department: Select the parent department from the drop-down menu (optional). 6. Click on one of the following: Save to save the department and close the screen. Save/New to save the department and add another department. Cancel to exit without saving. Editing a Department 1. Select the department you want to edit and click Edit. 2. Edit the relevant fields. 3. Click Save. Deleting a Department Select the department you want to delete and click Delete. Billables The Billables list is used to allocate or charge expenses to specific clients, jobs, or accounts. You may choose to have the billable accounts displayed by name or by the code representing the account. This allows you to view the Billables in a meaningful form and still maintain correct accounting information so that your accounting department will be able to automate expenses into their systems. Creating a New Billable Item 1. Click Administration from the left navigation panel 2. Click Lists. 99

101 Administration Lists 3. Select the Billables tab. 4. Click Create New. Creating a New Billable Item 5. Enter information into the following fields: Name: Enter a name for the billable item. Code: Enter the code allocated to the billable item. Sub-Billable Of: From the drop-down menu, choose the billable type to which the entered billable item belongs. Show billables by: Select an option from the drop-down menu. 6. Click one of the following: 100

102 Save to save the billable item and close the screen. Save/New to save the billable item and add another billable item. Cancel to exit without saving. Editing the Billable 1. Select the billable item you want to edit and click Edit. 2. Edit the relevant fields. 3. Click Save. Deleting the Billable Select the billable item you want to delete and click Delete. Items An Item is a project, person or entity that you can allocate business expenses to. The Items list is used to add more granularities to expense tracking. This field can be used independently or can be mapped to Departments, Bill To's, or Expense Types. This field also supports dependent lists based on mappings to the item field. ExpensAble enables you to add, modify or delete items. You can view and use these items in the on-line service and with the desktop client to define a greater level of granularity with Expense submissions. It is classified as a Cost Center Item field. 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Items tab. Administration Lists 101

103 4. In the Options tab: Items List - Options Tab Select one of the following in the Show Items section: By Name: Select this option if you want the Items to be displayed by their Name By Item Code: Select this option if you want the Items to be displayed by their Code. In the Map Items To section set the mapping rules to determine the Cost Center Item information that is available when entering expenses. If a mapping rule is not created for a given time, then the item will automatically be selectable when entering expenses. This Mapping window enables you to map Cost Center Items to the following: Departments Billables Expense Types 5. Click Save to save your settings or click Cancel to exit without saving. 102

104 Creating a New Item 1. Click Administration from the left navigation panel 2. Click Lists. Administration Lists 3. Select Items on the main tab. 4. Select Items sub-tab. 5. Click New. Creating a New Item 6. Enter information into the following fields: 103

105 Item Name: Enter a relevant name in this field. Item Type: Select the Item Type from the Item Type drop-down list. Item Code: Enter a code associated with this Item. Parent Item: Select the parent from the drop-down menu, if this is a sub-item. 7. Click one of the following: Save to save the item and close the screen. Save/New to save the item and add another item. Cancel to exit without saving. Editing an Item 1. Select the item you want to edit and click Edit. 2. Edit the relevant fields. 3. Click Save. Deleting an Item Select the item you want to delete and click Delete. Creating New Item Mappings 1. Click Administration from the left navigation panel 2. Click Lists. Administration Lists 3. Select Items on the main tab. 4. Select Item Mappings on the sub-tab. 5. Create New. 104

106 Creating a New Item Mapping 6. Enter information into the following fields: Item: You cannot make any change in this field. Department: You cannot select from the drop-down menu if No Mapping was selected in the Department option in the Options Tab. Bill To: Select the name of the account/ client/ project from the drop-down menu. Expense Type: You cannot select from the drop-down menu if no mapping was selected in the Expense Type option in the Options Tab. Note: The fields in the Department, Bill To, and Expense Type are editable depending on the Mapping rules set in the Option tab. Editing an Item Mapping 1. Select the Item Mapping you want to edit and click Edit. 2. Edit the relevant fields. 3. Click Save. Deleting a Item Mapping Select the item mapping you want to delete and click Delete. 105

107 Payee ExpensAble Payees are the names of employees who submit expense reports. When an expense report is sent to QuickBooks, the Payees names appear as the vendor on the vendor bill or credit. Creating New Payee 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Payee tab. 4. Click Create New. Administration Lists Creating a New Payee 106

108 5. Enter information into the Name and fields. 6. Click one of the following: Save to save the Payee information and close the screen. Save/New to save the Payee information and add another payee. Cancel to exit without saving. Editing Payee 1. Select the payee you want to edit and click Edit. 2. Edit the relevant details. 3. Click Save. Deleting Payee Select the payee you want to delete and click Delete. Currencies The Currencies list contains a list of world currencies. This list is used when selecting the currency in the expense report. You can create, modify or delete currency items. You have the option to define the country, the name, and the symbol of the currency. Creating a New Currency 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Currencies tab. 4. Click Create New. Administration Lists 107

109 Creating a New Currency 5. Enter the currency and symbol in the respective fields. 6. Click one of the following: Save to save the currency and close the screen. Save/New to save the currency and add another currency. Cancel to exit without saving. Editing a Currency 1. Select the currency you want to edit and click Edit. 2. Edit the relevant details. 3. Click Save. Deleting a Currency Select the currency you want to delete and click Delete. 108

110 Merchants The Merchants list contains a list of merchants and vendors who receive payment for your business expense. This list is used when entering the merchant/vendor-related details in the Expense Report. Note: The name of the Merchants, like Cities, can be created during expense entry and are automatically added to the list. Creating a New Merchant 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Merchants tab. 4. Click New. Administration Lists Creating a New Merchant 109

111 5. Enter the name of the merchant in the Merchant field. 6. On the Merchant Type drop-down menu select the merchant type which this merchant/vendor belongs to. 7. Click one of the following: Save to save the merchant type and close the screen. Save/New to save the merchant type and add another merchant type. Cancel to exit without saving. Editing a Merchant 1. Select the merchant type item you want to edit and click Edit. 2. Edit the relevant details. 3. Click Save. Deleting a Merchant Select the merchant type you want to delete and click Delete. Mileage The Mileage list contains Origins, Destinations and total mileage between them. The total amount of the expense is automatically calculated using the default mileage rate entered or it can be edited during expense entry. Any new Mileage Origins and Destinations entered will automatically be added to this list. Creating a New Mileage 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Mileage tab. 4. Click Create New. Administration Lists 110

112 Creating a New Mileage 5. Enter the place where you started your journey in the Origin field (e.g. Home, Office) and the place where you ended your journey in the Destination field (e.g. Acme Corporation, Airport). 6. Enter the distance traveled in the Miles/Kms field. 7. Click one of the following: Save to save the mileage and close the screen. Save/New to save the mileage and add another mileage. Cancel to exit without saving. Editing a Mileage 1. Select the mileage you want to edit and click Edit. 2. Edit the relevant details. 3. Click Save. Deleting a Mileage Select the mileage you want to delete and click Delete. Note: When you select Mileage as an expense type, ensure that you enter relevant information required for tax purposes. 111

113 Reasons The Reason field contains a list of trip reasons. This list is used when selecting the reason for your trip in the Expense Report Envelope prior to entering expenses. Creating a New Reason 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Reasons tab. 4. Click Create New. Administration Lists Creating a New Trip Reason 112

114 5. Enter the reason for the trip in the Trip Reason field. 6. Click one of the following: Save to save the reason and close the screen. Save/New to save the reason and add another reason. Cancel to exit without saving. Editing a Reason 1. Select the trip reason you want to edit and click Edit. 2. Edit the relevant details. 3. Click Save. Deleting a Reason Select the trip reason you want to delete and click Delete. Vehicles The Vehicles list contains a list of vehicles used for traveling. This list is used when completing the Vehicle ID field for mileage expenses. You can create, modify or delete Vehicles. If a vehicle is entered during expense entry, it is automatically added to this list. Creating a New Vehicle 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Vehicles tab. 4. Click Create New. Administration Lists 113

115 Creating a New Vehicle 5. Enter the Vehicle ID in the Vehicle field. 6. Click one of the following: Save to save the vehicle and close the screen. Save/New to save the vehicle and add another vehicle. Cancel to exit without saving. Editing the Vehicle Information 1. Select the vehicle you want to edit and click Edit. 2. Edit the relevant details. 3. Click Save. Deleting the Vehicle Information To delete a vehicle from the list, select the vehicle you want to delete and click Delete. 114

116 Guests The Guests list contains a list of people for whom you have provided business meals, entertainment or gifts. You can add, modify, and delete guests within your personal guest list as well as import guests from your Microsoft Outlook contacts list. Creating a New Guest 1. Click Administration from the left navigation panel 2. Click Lists. 3. Select the Guests tab 4. Click Create New. Administration Lists Creating New Guest 115

117 5. Enter information into the following fields: Guest: Enter the name of the new guest. Company: Enter the name of the company that the guest belongs with. Title: Enter the job title of the guest. 6. Click one of the following: Save to save the guest and close the screen. Save/New to save the guest and add another guest. Cancel to exit without saving. Editing the Guest 1. Select the guest item you want to edit and click Edit. 2. Edit the relevant details. 3. Click Save. Deleting the Guest Select the guest item you want to delete and click Delete. Adding a Guest from Outlook 1. Click Add from Outlook. 2. Select a Profile Name from the drop-down menu in the Choose Profile window. 3. Click OK. Selecting a Profile Name 116

118 Selecting Names of Guests 4. Select the contact(s) that you wish to add from the Select Guest window. 5. Click OK. Using Guided Setup The Guided Setup option of Administration is used to complete the guided setup process. For more information on Guided Setup see the Launching ExpensAble document. Administration Guided Setup 117

119 Using Account Guided Setup The Account Guided Setup option of Administration enables you to configure different credit card details. For more information on Account Guided Setup see the Account Guided Setup document. Using Employees Administration Account Guided Setup The Employees section within Administration enables you to setup employees to use the offline client product. This feature will only appear for users using the ExpensAble Express product. Employees In order for an employee to use Express, you will have to add them to as an employee in the Employees section in Administration. Creating an Employee 1. Click Administration from the left hand panel 2. Click Employees 3. Select Create New button Accessing Employees Section of ExpensAble Express product 118

120 Creating a new Employee 4. Enter information into the following fields: First Name: Enter the first name of the employee Last Name: Enter the last name of the employee (User Login): Enter the address of the employee. This will serve as the login for the user. Roles (optional): Depending if you want the user to have Approver and/or Administrator roles, select either/both check boxes. Entering information for new Employee 5. Click Save button to save the new employee, or click Save/New button to save the new employee and continue adding additional employees. Note: If a user has an Approver or Administrator role, a green check mark roles on the Employees screen. will appear under the columns for those 119

121 Editing an Employee The Administrator has the ability to edit the information of the Employee s information (First Name, Middle Initial, Last Name, and Roles). To edit an employee s information: 1. Click Administration from the left hand panel 2. Click Employees 3. Select the name of the employee you want to edit 4. Select the Edit button 5. Select the Save button Suspending an Employee Editing an Employee s information The Administrator has the ability to suspend an employee from using the Express product. To suspend an employee: 1. Click Administration from the left hand panel 2. Click Employees 3. Select the name of the employee you want to suspend 4. Select the Suspend button Suspending an Employee 120

122 Activating an Employee The Administrator has the ability to activate an employee that is suspended. To activate a suspended employee: 1. Click Administration from the left hand panel 2. Click Employees 3. Select the name of the employee you want to activate 4. Select the Activate button Download instructions Activating a suspended Employee After adding a new employee to the application the system will automatically send download instructions via to the employees on how to download the Express product onto their computers. The Administrator will also have the ability to manually send the download instructions to the employee. To send download instructions to an employee: 1. Click Administration from the left hand panel 2. Click Employees 3. Select the name of the employee you want to send download instructions to 4. Select the Send Invitation button 121

123 Sending download instructions to an Employee Sample download instructions sent to Employee 122

124 Managing Envelopes, Folders, and Files This guide provides information on how to manage envelopes, folders and files that you have created. There are various tools within ExpensAble that can help you organize your information, merge them and even back up or restore your data. The guide will walk you through the steps of: Organizing Envelopes in Folders and Files Merging Files or Envelopes Changing the Status of an Envelope Submitting Expense Reports Setting Up a New File Using the Access Manager Assigning a Password to an ExpensAble File Backing Up an ExpensAble File Restoring an ExpensAble File Organizing Envelopes in Folders and Files Envelopes contain the expense information that you have entered on your expense reports. Envelopes are organized in folders. These envelopes and folders are contained in an ExpensAble file. All envelopes in a file share the same template and configuration. The following table contains a list of tasks and actions that can be performed on Envelopes: Note: Many of the tasks in the following table are on the Shortcuts menu in the Envelopes window. To view the Shortcuts menu right-click on an envelope. Task Creating an envelope Action Click the New Envelope icon and enter the information in the Header tab of the new envelope. For more information see Starting a New Expense Report. Selecting multiple envelopes Click the Envelope icon or use the arrow keys on your keyboard to highlight the envelope. To select a series of envelopes press and hold down the Shift key while selecting the envelopes. If the envelopes of your preference are not next to each other, then press and hold down the Ctrl key while you select the envelopes. Renaming an envelope Right-click on the envelope to be renamed and select Rename. Type a new name for the envelope. Sorting envelopes in a folder Select the folder to be sorted. Select View > Sort Envelopes and select your sort method. Envelopes can be sorted by Date, Name, Status, Amount, Paid, and Attached Receipts. Deleting an envelope Right-click on the envelope to be deleted and select Delete. Confirm that you want to 123

125 delete the envelope by selecting Yes. Note: Deleting an envelope from the Envelope window is permanent and cannot be undone. Moving or copying envelopes into a folder To move an envelope select the folder containing the envelopes to move so that they appear in the window on the right (be sure you have the View filter selected with the correct status, such as All). Click and drag the envelope to the desired folder. You can select multiple envelopes to move by holding the Ctrl or Shift key when you select each envelope. Once selected, simply drag them to the desired folder. To copy an envelope press and hold down the Ctrl key while you drag the envelope. Exporting envelopes Select the envelope(s) to be exported. Select File > Export > Expenses. Enter a name and location for the export file and select Save. Note: To select multiple envelopes, click on the folder that contains them (they must reside in the same folder) so they are visible on the right side of the screen (folder overview). Hold the Ctrl key as you select the envelopes. Creating a folder Right-click on an existing folder and select New or click File > New > New Folder. Type a name for the folder and click Create. Renaming a folder Click Folders from the Edit menu and select Rename. Enter a name for the New folder and select Rename. Deleting a folder Right-click on the folder to be deleted and select Delete. Click Yes if you want to Confirm that you want to delete the folder and all the envelopes it contains. Warning: Deleting a folder permanently deletes the folder and all envelopes in the folder. Opening a file Click File > Open Browse and select the name of the file you want to open (.qex), and click OK. ExpensAble automatically saves and closes the current file before opening another file. Note: You can also open a file by selecting its name from the list of most recently used files under the File menu. Attaching a receipt image Right-click an envelope from the Envelope View and then select Attach Receipts or click on the envelope and select the Attachments tab. Click Add and browse for the scanned receipt image and click Open. Switching between icon and list views Select a folder and click By Icons or By List from the View menu. This enables you to view the envelopes and folders in the Envelopes Window as icons or as lists. Both these views display the folder name, envelope name, status, reimbursable total, and how much was paid. The list view displays the receipt images attached to the envelope (if any) and creation date of the envelopes. 124

126 Merging Files or Envelopes The Merge functionality in ExpensAble is used to consolidate data in files in different locations into a single.qex data file. Both QEM and QEX file formats can be merged. The QEM file type contains the data stored in one or more expense reports. The QEX file contains the complete database of all folders and expense reports along with all the expense report data contained in ExpensAble, including Smart List content. For example, if you started an expense report on your laptop and want to move that expense report from your laptop to your desktop computer, you can export the envelope (QEM file) on your laptop to a storage device (e.g. flash drive, memory card) and then import that QEM file onto your desktop computer. The same process can be accomplished with QEX files. The merge option enables you to merge from several sources including , floppy disks, or shared network directories into a single file. Open the file that you want to merge data into. This is usually a file on your computer. Perform the following steps in ExpensAble to merge files: 1. Click File > Import from the File menu. Note: When you merge files the file you are merging uses the Expense Report template and the User Info from the file you are merging into. 2. Select the file to merge and click OK. This is usually the file on a floppy disk, from an , on the network, etc. The file you merge must be either a QEX or QEM file. For more information about the QEM format see Exporting Data from ExpensAble. Changing the Status of an Envelope In ExpensAble the status of envelopes in the Envelope window is updated manually. Updating an envelope's status makes it possible for ExpensAble to track your expense reports so you know the amount that must be reimbursed to you. You should change the status of individual envelopes each time you: Submit a printed expense report for approval and reimbursement. Receive any amount of payment for reported expenses. Remit payment to your company for personal expense amounts that you owe. Approve or reject an expense report that you are viewing. To change the status of an envelope: 1. Select the envelope you want to update. 2. Click the History tab in the Envelope window. Changing the Status of an Envelope 125

127 3. Select the status for the current envelope from the drop-down list. You will see a note describing the status of the envelope as follows: Submitted: Enables you to enter the date you submitted the expense report. Partially Reimbursed: Navigates you to the Expenses tab where a new entry will appear. The expense type for the new entry will be Reimbursement and the amount displayed $0. In the amount field enter the partial reimbursement amount and click Save. If you remit payment to your company for personal expenses paid for with a company credit card, enter the payment amount using a negative sign. For example, if you owe your company $50.00, type in the Amount field. Approved: Allows you to enter the Approver s name and comments. ExpensAble will store the information in the Approval Log. Rejected: Allows you to enter the Approver s name and comments. ExpensAble will store the information in the Approval Log. 4. Enter a date in the Date field. 5. Click Update. Submitting Expense Reports ExpensAble enables you to submit your expense reports through . Reports can also be printed for manual submission or documentation. To submit expense reports using the option: 1. Select the expense report envelope to be submitted. 2. Click the Submit icon Your registered program opens a new Compose window with the selected envelope and receipts attached. 3. Send the as required by your program. Note: You can also submit the expense reports using the menu items: File > Send or Online > Submit Envelope Setting Up a New File Each ExpensAble file is a collection of envelopes in one or more folders. All the envelopes in a single file share the same report template, smart lists and report header information. Create a new file when: The format of your expense reports changes. You want a substantially different set of choices in your smart lists. You want different header information for your expense reports. You want to better organize your expense report information. For example, if you want to keep a separate file of expense reports for each year, you can assign a new file at the beginning of each year. 126

128 Creating a New ExpensAble File To create a new ExpensAble file: 1. Click File > New > New File. Creating a File 2. Enter a name for the new file and click Save. Note: Do not add an extension to the file name; your file will automatically be saved as a.qex file format. You will be asked if you want to use the User Information from the last file created. Click Yes to use that information. Click No if you want to use the Guided Setup to enter new User Information. Confirming the default user information 127

129 Locating and Opening an ExpensAble File To locate and open an ExpensAble file: 1. Click File > Open Browse and locate the file you want to open. 3. Select the file you want to open. 4. Click Open. Note: You can also open a file by selecting its name from the list of most recently used files from the File menu. Entering Company and User Information Locating and Opening an ExpensAble File The Guided Setup feature in ExpensAble can be used to edit Company and User Information used for all expense report envelopes. To change Company and User Information (to be used in all envelopes), click Administration from the left navigation panel and select Guided Setup. For more information on Guided setup see Completing Account Guided Setup. Note: To change User Information for an individual expense envelope, select the envelope to edit and from the menu file click Edit > Envelope User Info 128

130 Changing Company and User Information using Guided Setup Using the Access Manager The Access Manager screen centralizes all User IDs and Passwords that are used to manage your local ExpensAble file password protection as well as connect ExpensAble to other applications and services. To use Access Manager: 1. Click Administration from the left navigation panel. 2. Click Access Manager. Viewing the Access Manager 3. Select a Provider and review the following information at the bottom of the screen: Provider: The name of the financial institution, applications or services. Description: A description of the financial institution, applications or services. 129

131 Company ID: Used for logging into ExpensAble Corporate. User ID: Used for logging into ExpensAble Corporate. Password: Used for logging into ExpensAble Corporate or accessing your ExpensAble data file. You can enter the password for access to your financial institution, applications or services, but automatic login functionality may not be supported. URL: The website address for ExpensAble Enterprise, financial institution(s), applications or services. Note: ExpensAble applies no password to your Access Manager files. 4. Select the Provider that you wish to verify or modify and click Edit. 4. Click Save when complete. Editing details in Access Manager 5. Click Create New if you want to add a new provider. The New or Edit Access Manager Entry section of the Access Manager tab will display. Creating a New Provider 130

132 6. Enter all the relevant details in the fields for your provider. 7. Click Save. Note: The Access Manager is only used as a quick reference to your financial institution login information. Setting up the Access Manager Password ExpensAble will apply a password to your Access Manager files when you chose to use encryption during the Guided Setup steps. If you selected encryption, you will be prompted to enter the password you used during the Guided Setup to open the Access Manager screen. To set up the Access Manager password: 1. Click File > Access Manager Password. 2. Enter the password in the Password field. You can enter up to 15 characters including spaces. Note: The Access Manager password is case-sensitive. Setting up the Access Manager Password 3. Enter the password again to confirm in the Confirm Password field. You can optionally select the Use encryption when storing sensitive data checkbox. Note: The data file of ExpensAble can also be encrypted. When the Access Manager Password is set and the checkbox Use encryption when storing sensitive data is selected, the data files of ExpensAble cannot be opened or merged without first entering the correct password. Additionally, without entering the correct Access Manager password, the Account Guided Setup cannot be launched, nor can a user browse the Access Manager from the Online menu. 4. Click Confirm. 131

133 Changing or Removing the Access Manager Password There is an option to change or remove the Access Manager password. To change or remove the Access Manager password: 1. Click File > Access Manager Password Changing the Access Manager Password 2. Enter the current password in the Old Password field. 3. Enter the new password in the Password field. You can enter up to 15 characters including spaces. Note: The Access Manager password is case-sensitive. 4. Enter the new password again in the Confirm Password field. If you want to remove the Access Manager password leave the New Password and Confirm New Password fields blank. 5. Click Confirm. Assigning a Password to an ExpensAble File You can prevent unauthorized access to your ExpensAble file by assigning a password to the file. The first time you use ExpensAble the application does not apply any password. After you assign a password, you cannot open the file unless you enter the password correctly. A password does not protect a file from being copied, deleted or renamed. However, when the file is renamed or copied, the password remains in effect. To assign a password to an ExpensAble File: 1. Open the file you want to protect. 2. Click Administration from the left navigation panel. 3. Click Access Manager. 4. Select ExpensAble File Password. 5. Click Edit and enter a password in the Password field. You can enter up to 15 characters including spaces. 132

134 Assigning ExpensAble file password Note: The ExpensAble File password is case-sensitive. 6. Click Save. 7. You will be prompted to re-enter the password in the Re-enter Password window. 8. Click Save. The next time you try to open this file ExpensAble will prompt you for the password. Changing or Removing a Password Assigned to a File To change or remove a password assigned to an ExpensAble file: 1. Open the file for which you want to change or remove the password. You have to enter the password of the file to open the file. 2. Click Administration from the left navigation panel. 3. Click Access Manager. 4. Select ExpensAble File Password. 5. Click Edit. 6. To remove the password for the file, leave the Password field blank. 7. Click Save. 133

135 Backing Up an ExpensAble File It is a good practice to back up your work each time you use ExpensAble. If you accidentally lose data, you can use the backup file feature to restore your file. To back up an ExpensAble file: 1. Click Backup from the File menu. 2. Connect your backup medium to the computer (for example, flash drive, blank CD, network drive). 3. Browse to the drive where you want to back up and enter a file name. 4. Click Save. Backing Up a File Note: ExpensAble will automatically prompt you to back up your file based on the number entered in the Prompt for backup every X sessions option in Administration menu> Program Options> Alerts tab. Restoring an ExpensAble File In the even that your hard drive loses data, you can restore files from your backup disk. You can also use the Restore feature to move an ExpensAble file from one computer to another; for example, if you want to move an ExpensAble file from your home computer to your business computer. Caution: Restoring data from a backup file can replace your current data. When you restore data from a backup file, ExpensAble overwrites any file with the same name in the same directory. To avoid this, rename the data file that is already present in the directory before you start restoring your files. To restore an ExpensAble file: 1. Connect the backup medium containing the file you want to restore. 2. Click File > Open. 3. Browse to locate the file and select it so that the file name is displayed in the File Name field. 4. Click Open. 134

136 Restoring an ExpensAble file 135

137 Using Credit Cards and Bank Accounts with ExpensAble The ability of ExpensAble to pre-populate expense reports with card and bank transactions greatly reduces time and errors associated with expense report preparation. This is done using the Account Guided Setup feature in ExpensAble. This guide will walk you through the steps of: Completing Account Guided Setup Setting up American Express Account for Automatic Download Setting up Credit Card or Bank Account for Manual Download Automatically downloading American Express Card Transactions Manually Downloading Card Transactions Completing Account Guided Setup The Account Guided Setup helps you to set up different accounts in ExpensAble. Currently the only account types supported are credit cards and/or bank cards. Setting up a card account for download To set up your account details, select one of the listed accounts or enter a new account in the text field. 136

138 Setting Up American Express Account for Automatic Download Perform the following steps to set up an American Express account to automatically download card transactions: 1. Click button on the Account Guided Setup screen. The American Express account setup screen will display inquiring if you have already set up online access to your American Express account. If you have not set up online access and want to automatically download transactions paid with your American Express card into ExpensAble, you should exit the Guided Setup and complete set up of the online access first. If you have no desire to do this, you can continue to set up the card as a payment method you can select when entering expenses. Confirming Online Access to Account 2. Select Yes if you have online access or select No if you do not have online access, then click the button. ExpensAble will send an OFX request and the Payment Method screen will display. Note: ExpensAble supports a fast, direct connection to American Express. ExpensAble supplies the connection so the only set up required is your American Express online user name and password. After the information is entered transactions will automatically download with one click of the mouse. Selecting an Online Service Provider 137

139 3. Select American Express from the Online Service Provider list and click button. Providing Account Login Information 4. Enter your American Express online User ID and Password and click button. 5. The American Express direct connection will validate your login information. If the login is incorrect, an error message will appear. Close the error message and edit the invalid User ID or Password. The validation continues until the User ID and Password are verified as correct. The Account payment Method screen will then display. Note: If there are multiple accounts found a screen will appear prompting you to select which account to setup. Later in the Account Guided Setup you will be prompted to setup the other accounts (optional). Viewing Account Payment Method Details 6. The following information can be edited for ease of use: Account Payment Method: This is what you will see in the drop-down menu when you select the American Express payment method for an expense. Description: Description of the account payment method, e.g. charge card. Memo: Comments that will help you identify the account. 138

140 Account type: Indicates whether the card is a corporate/business account or a personal account. Payer: Indicates who pays for the charges on card, yourself or your company. 7. Click the button. The Account Guided Setup is complete and a summary screen will display. Completing the Account Guided Setup 8. To set up another card, select Yes under the question Do you have another account you wish to setup? 9. Click the button, otherwise click the button. 139

141 Setting Up Credit Card or Bank Account for Manual Download This example shows how to set up a typical credit and/or bank card for manual download. The example sets up a card for which the user has already set up online access. The example is a setup for a Visa debit card issued from the financial institution, Bank of America. Setting up credit cards is similar, assuming you have already set up online access to the cards account. To set up a card for manual download: 1. Enter a name for the card being added. This is the name that you will see when you select the Payment Method drop down field. Click the button. Setting up an Account 2. Select Yes (assuming you have already set up online access with your financial institution) and click the button. Confirming Online Access to Account 140

142 3. Enter a name for the financial institution (service provider) of your credit card or bank account. Entering a new Financial Institution 4. Click the button to enter information about the financial institution (service provider). Providing information about Financial Institution 5. Enter the URL address of the financial institution of your account. It may be easier to open a browser, go to the login page for your financial institution s website to copy and paste the address into this screen. Click the button. 141

143 Providing URL of Financial Institution 6. If your card is a personal card, select Personal Account. If you are responsible for paying the charges placed on the card, select Myself. Enter a description, memo, and/or account number (optional). Providing information about Card or Bank account 7. Click the button to enter the summary screen. 142

144 Viewing the Account Summary Screen 8. If you have more cards to set up select Yes to repeat this process. If you have no more cards to set up, click the button. 9. When finished you can test the connection by right-clicking on the new credit card account envelope and selecting Download Credit Card Expenses. You will be directed to the financial institution web site you entered during setup. Log into your bank account using your bank s login credentials. Once logged in, use the method for downloading card transactions outlined by your bank. Note: You must have a working Internet connection for this to function correctly. Downloading Card Expenses 143

145 Note: For more information on downloading credit card transactions and importing into ExpensAble see Manually Downloading Card transactions. Automatically downloading American Express Card Transactions Perform the following steps if you have set up ExpensAble to download your American Express card transactions using the American Express OFX Direct Connect provider in Access Manager: 1. Click the My Accounts section on the left panel of ExpensAble. The section will expand and display a Credit Card folder. Viewing the Credit Card Folder 2. Expand the Credit Card folder. The folder will display all the credit cards that you have registered in ExpensAble. 3. Right-click on your American Express envelope and select Download Credit Card Expenses. ExpensAble will download your American Express card transactions into the American Express envelope. Viewing the Downloaded Amex card transactions Note: Ensure that your computer is connected to the Internet before attempting the download. 144

146 Manually Downloading Card Transactions The Download Card Transactions feature in ExpensAble enables you to receive credit card information from the website of your financial institutions. To use this feature, it is essential that you have an account with a financial institution that supports downloading credit card information in QIF or OFX (Web Connect) format. Below are steps to download credit card expenses: 1. Click Online > Download Credit Card Expenses menu. 2. Select a credit card account from the list. Note: Follow the instructions provided by your bank on how to download credit card information from their web site. 3. When prompted to save or open the downloaded card transactions file, select Save and specify a location to save the file. 4. Click File > Import and specify the file type of the downloaded card transactions: OFX, QFX Credit Card Import or QIF Credit Card Import 5. Browse to the location where the downloaded card transactions file was saved. 6. Click Open after locating and selecting the downloaded file. The Import To Credit Card Envelope dialog box will appear. 7. Select the appropriate Credit Card Transactions Envelope to receive the credit card transactions. 8. Click Import. Importing to Credit Card Envelope The transactions will display in the selected credit card folder under My Accounts. You can then drag and drop credit card transactions into any expense envelope that is in progress, from the My Accounts section of the left panel. 145

147 Dragging card transactions into expense envelope 146

148 Using ExpensAble With QuickBooks ExpensAble with QuickBooks integration is the only expense reporting solution specifically designed to meet business requirements. The intuitive user interface of ExpensAble simplifies and automates the expense report creation process for employees. QuickBooks integration simplifies the accounting and payment processes. This guide will walk you through the steps of: Exporting Transactions to QuickBooks Using the QuickBooks Guided Setup Displaying the QuickBooks Toolbar Icon and Menu Exporting and Importing ExpensAble Configuration Sending Transactions to QuickBooks Online Edition Creating QuickBooks Vendor Bills and Credits from Expense Reports Exporting Transactions to QuickBooks If you use QuickBooks Pro, Enterprise or Accountant Editions, you can seamlessly send your expense reports to QuickBooks by creating a Vendor Bill or Credit. For more information about creating vendor bills and credits from expense reports see Creating QuickBooks Vendor Bills and Credits from Expense Reports. If you use QuickBooks version 2002 Basic or earlier, you can export ExpensAble transactions in the IIF file format to track your business expenses using QuickBooks. You can create business transactions, save them as an IIF file and export this file to QuickBooks. Using the QuickBooks Guided Setup The QuickBooks Guided Setup provides everything ExpensAble needs to know to seamlessly send expense reports to QuickBooks Pro, Premier or Enterprise Editions. This step-by-step wizard enables you to configure the QuickBooks settings of your company by importing or adding QuickBooks information into ExpensAble. Once this is complete you can export the configuration file and send to other ExpensAble users through . Note: Unless the QuickBooks administrator allows ExpensAble to login automatically into QuickBooks (set within QuickBooks Integrated Applications preferences), the QuickBooks application needs to be currently running on your computer to perform this operation. 147

149 To use the QuickBooks Guided Setup in ExpensAble: 1. Select Administration > QuickBooks > QuickBooks Guided Setup. Administration - QuickBooks Guided Note: Select Administration > Program Options > Send to QuickBooks to see the QuickBooks tab in the Administration screen. The QuickBooks Guided Setup Genie screen will display. Viewing the QuickBooks Guided Setup Genie 2. Choose from one of the following options in the Send to section and select the relevant options from the QuickBooks Preferences section: Send to QuickBooks: Displays the following screen that prompts you to select the path to your QuickBooks company file. Ensure that QuickBooks is running on your computer when performing this action. 148

150 Setting Up the QuickBooks File Integration Send to QuickBooks Online Edition: Displays the following screen that prompts you to enter the login key for ExpensAble to gain access to your QuickBooks company file. Entering the Login Key 149

151 The QuickBooks preferences section has the following options you can include when sending transactions from ExpensAble to QuickBooks. Mark envelopes sent to QuickBooks as Submitted Send Vendor Bill, Credit Card and General Journal transactions all in one send operation Automatically set "Send" checkbox for all Company Paid Credit Card and General Journal transactions Include Time Expense Types when sending to Vendor Bills or Journal Entries Coalesce Expense Types by Expense Type when sending to QuickBooks Group Company Paid by Payment Method Include guest details when sending Meal and Entertainment expenses Don t send merchant name in credit card transactions Select this checkbox to have the envelope status automatically updated to Submitted when successfully sent to QuickBooks. Select this checkbox to send all the transactions in the Send To QuickBooks window (Vendor Bill, Co. paid cards and Co. paid JEs (Journal Entries)) to QuickBooks. Uncheck this box to send Vendor Bill, Co. paid cards and Co. paid JEs transactions independently of each other. Select this checkbox to automatically set all Non-Reimbursable transactions appearing in the Send To QuickBooks window, Credit Card and Journal Entries tabs, as transactions to be sent to QuickBooks. Select this checkbox to include Time expense transactions when sending to QuickBooks. Note: Remember to include time expense rate and GL account information for the appropriate item in the Items tab (Vendor Bill Items). Select this checkbox to combine all transactions of the same Expense Type into one transaction when sending to QuickBooks. When unchecked each transaction is sent individually to QuickBooks. Select this checkbox to group transactions with the same payment method together as one transaction when sending to QuickBooks. When unchecked each transaction is sent individually to QuickBooks. Select this checkbox to send to QuickBooks merchant, guests, and purpose information for meals and entertainment expense types. Select this checkbox if you do not need to send merchant names to QuickBooks for corporate card transactions. 3. Click the button to enter the Payee List screen. Viewing the Payee List Screen 150

152 Select all vendors that will be submitting expenses in Expensable. In general, anyone using ExpensAble should be added to the QuickBooks Vendor List. Any vendor that may use ExpensAble to submit expenses should be added to the ExpensAble Payee List. All added vendors/payees will have a checkmark icon beside them. To add a payee from ExpensAble to the QuickBooks vendor list, select the name of the payee from the ExpensAble Payee List, then click the button to add to the QuickBooks Vendor List. To add a vendor from QuickBooks to ExpensAble Payee list, select the vendor name under the QuickBooks Vendor list and then click the button. If a vendor/payee is not on ExpensAble Payee List or QuickBooks Vendor List you can enter their name in the text field and click the button for the name to be included on both lists. Click the reset button to undo the last action taken with the or buttons. Note: To map ExpensAble to QuickBooks, individuals who create and submit expense reports are captured by the Payee List of ExpensAble and mapped to the QuickBooks Vendor List only. If you already have an expense submitter in QuickBooks under the Employee List, you should re-create this individual in the QuickBooks Vendor List, with a small modification to the name. For example, if you have John Smith in your QuickBooks Employee list, you should create an additional entry for this individual in your QuickBooks Vendor List as J. Smith or John S. 8. Click the button to move to the Bill To Customer: Job screen. Adding Customer:Jobs to Bill To List Screen Bill Tos in ExpensAble are used to capture names of customers, jobs or projects. Bill Tos can be mapped to Customer:Jobs in QuickBooks. To include QuickBooks Customer:Jobs to the ExpensAble Bill To list: Select the name from customers, jobs or projects QuickBooks Customer:Jobs List Click the button to include the customers, jobs or projects on the ExpensAble Bill To list. Click the reset button to undo the last action taken with the button. 8. Click the button to move to the Department Class screen. 151

153 Including QuickBooks Classes in the ExpensAble Department List To include QuickBooks Classes to the ExpensAble Departments list: Select the name from the QuickBooks Classes: to be included in the ExpensAble Departments: section. Click the button to move QuickBooks Classes to ExpensAble Departments list. Click the reset button to undo the last action taken with the button. 9. Click button to move to the Expense List screen. Mapping ExpensAble Expense Types to QuickBooks Accounts The list on the left contains the Expense Types in ExpensAble. The list on the right is the QuickBooks accounts. To map the selected expense type(s) in ExpensAble to their corresponding QuickBooks accounts: Select one or many expense types in the Expense Type/Export Label list. To select more than one expense hold down the shift key and make a selection. 152

154 Select the corresponding QuickBooks account in the QuickBooks Account list. Click the button to map the selected Expense Type(s) to the corresponding QuickBooks Account. Click the reset button to undo the last action taken with the button. 10. Click the button to move to the Item List screen. Including Vendor Bill Items into the ExpensAble Item List To include QuickBooks Vendor Bill Items to the ExpensAble Items list: Select the name from the QuickBooks Vendor Bill Items. Click the button to move the QuickBooks Vendor Bill Items to ExpensAble Items. Click the reset button to undo the last action taken with the button. 11. Select the Setup ExpensAble Item Mapping Rules checkbox and click button to move to the Items Mapping screen. For more information see section Customizing Lists Options. Note: An Item needs to have an associated Item Code in order for it to appear as an item in the QuickBooks Vendor Bill, otherwise it will appear as an expense. (If an expense associated item has no item code, then the expense is put on the expenses tab and not the items tab in the Send To QuickBooks window.) 153

155 Item Mapping Screen Select the Item mapping options. Only the selections chosen in the Map Items To section will be enabled. 12. Click the button to move to the Items List for mapping screen. Setting Item Mapping Click the button to add a new item mapping. 154

156 Adding New Item Mapping Select the desired mapping option(s). In this example only the Billables: Map to name option was selected in the Item Mapping Options screen so only the Bill To drop-down menu is enabled for item mapping. After a value is selected in the Bill To field, click the Select the edit Select the delete button to change an item mapping. button to remove an item mapping. 13. Click the button to move to the Accounts screen. button to complete the mapping. Viewing the Accounts Screen The GL Account Map allows you to map your Corporate Credit card Payment Methods in ExpensAble to Credit Card accounts in QuickBooks. Personal Credit Cards are not supported. There are two ways to map payment methods to credit card accounts: Note: Both methods give the same results and there is no preferred method. 155

157 One method is to Map from ExpensAble to QuickBooks. To use this method: Select the ExpensAble Corporate Card Payment Method on the left of the screen. Click the Get from QuickBooks button. Mapping Payment Method to Credit Card Mapping Payment Method to Credit Card Select the credit card to map to in QuickBooks and Click the The map to credit card screen will update to show the mapped results. button. 156

158 Mapping Payment Method Another method is to Map from QuickBooks to ExpensAble. To use this method: Select the QuickBooks Credit Card from the right of the screen. Click the Map to Payment Method button. Selecting the QuickBooks Credit Card Mapping to Payment Method 157

159 Select the payment method to map to in ExpensAble. Click the button. The map to credit card screen will update to show the mapped results. Mapping to a Company-paid Payment Method 14. Click the button to move to the Accounts screen. Mapping Other Company Paid Payment Methods to QuickBooks You can map to other Company Paid Payment Methods to QuickBooks Accounts as well. This is an optional step. To do this: Select the payment method in the Payment Method list. Select the corresponding account in the QuickBooks Account list. Click the button to map the selected QuickBooks Account to the company paid payment methods. 158

160 Mapping Other Company-paid Payment Methods to QuickBooks Click the Add from QuickBooks button to add the selected QuickBooks Account to ExpensAble as a Payment Method. 19. Click the button to enter the Finish screen. Viewing the Finish Screen 20. Click Finish button to complete the QuickBooks Guided Setup. You now have everything ExpensAble needs to seamlessly send expense reports to QuickBooks Pro, Enterprise or Accountant Editions. This step-by-step wizard enables you to configure your company s QuickBooks settings by quickly importing or adding QuickBooks information into ExpensAble. 21. If you want to export the configuration file via to be imported by other ExpensAble users, select the Launch ExpensAble Configuration Export checkbox. See section Exporting ExpensAble Configuration for more details. 159

161 If you want to save your configuration and export it later deselect the Launch ExpensAble Configuration Export checkbox. In the resulting window you will be able to export the ExpensAble configuration (.TEX) file to other employees in your company by selecting the Export ExpensAble Configuration link in the Administration > QuickBooks tab. Displaying the QuickBooks Toolbar Icon and Menu If you use ExpensAble with QuickBooks Pro, Premier or Enterprise Editions, the QuickBooks toolbar icon will need to be activated via the Program Options window. To do this: 1. Select Program Options from the Edit menu. 2. In the General section select the Send to QuickBooks checkbox. 3. Click OK. and menu Program option to display QuickBooks Icon and Menu The QuickBooks icon and the QuickBooks menu will now appear in the toolbar and menu. Displaying the QuickBooks Icon and Menu Note: ExpensAble s Guided Setup will preset this for you if you installed ExpensAble after you install QuickBooks. 160

162 Exporting and Importing ExpensAble Configuration Once you have configured your company s QuickBooks settings by importing or adding QuickBooks information into ExpensAble (as explained in QuickBooks Guided Setup) you can then export the configuration to other ExpensAble users via . The other users can then easily import the QuickBooks configuration into their copy of ExpensAble. To Export the ExpensAble Configuration 1. From the QuickBooks menu select Export ExpensAble Configuration. Selecting the Export ExpensAble Configuration Option 2. In the Payees tab select the ExpensAble payees (recipients) who will receive the ExpensAble configuration file. Selecting the Payees for Export ExpensAble Configuration 161

163 Select one of the options: Export all payees Select this option to specify all payees to receive the configuration file. Export selected payees only Select this option to specify only selected payees to receive the configuration file. Payees If you chose the Export Selected Payees Only option select the desired payee(s) and click the arrow button to add the payee(s) to the Selected Payees list. Selected Payees These are the payees who will receive the configuration file. 3. In the Options tab specify the options for sending the ExpensAble configuration file to the ExpensAble payees. The options for are: Selecting How the Export Configuration Will Be Sent Create a unique configuration file for each exported payee and each payee their own file Select this option to create a unique ExpensAble configuration file for each selected payee and send his or her own file in a separate . Each file will be ed as <Employee Name>.TEX. Create one file with all exported payees and to the specified recipients Select this option to create one ExpensAble configuration file for all selected payees and send the file in one . Export filename Click the Browse button. Select a destination to save the file. In the name field enter a file name for the configuration file and click Save. Do not add an extension for the file, it will automatically be done. The screen will refresh to display the path and file name with a.tex extension in the window. Creating a TEX File Your Address Specify your (the Accountant s) address to receive the payees expense reports via

164 4. If the option Create one file with all exported payees and to the specified recipients was selected in the Options tab the Recipients tab will display. These are the recipients who will receive the one ExpensAble configuration file via . Selecting Recipients to Receive Export Configuration 5. Type the recipient s address in the text field or select the payees from the list box. Click To or Cc to move the recipients to the Message Recipients section. 6. In the Formats tab select the edited expense entry report forms you want recipients to use. The list on the left will display activated report forms. Activation does not mean it was changed. If you did make changes to labels in a report form and you want people to use that form for expense entry, select it and add it to the list on the right. Selecting Report Forms to Export 163

165 7. In the Lists tab select the different Lists in ExpensAble to export to the recipients. These are the Smart Lists that appear when you use the drop-down lists in the expense entry. Selecting ExpensAble Lists to Export 8. Click button. Your registered program will create a new with the configuration file attached and addressed to the individual or group of recipients (depending on how you configured the Options and Recipients tab). The will contain instructions on how the recipient can import the configuration file. Viewing a Sample with Configuration File Attached 164

166 To Import the ExpensAble Configuration There are three options to import the ExpensAble Configuration: In the with the ExpensAble TEX configuration file double-click on the attachment. ExpensAble will automatically display a merge window and merge the ExpensAble configuration. Merge prompt Opening saved configuration file From the with the ExpensAble TEX configuration file select the attachment and save it to your computer. From the QuickBooks menu select Import ExpensAble Configuration. Importing Configuration File from QuickBooks menu From the File menu choose Import and select ExpensAble Configuration. Then browse to and select the saved TEX file. Importing Configuration File from File menu ExpensAble will display a merge window and merge the ExpensAble configuration. 165

167 Merge prompt Using QuickBooks or File menu to merge configuration file Sending Transactions to QuickBooks Online Edition The Send To QuickBooks Online feature enables you to create a QuickBooks Vendor Bill or Credit from the current ExpensAble expense envelope. After you get a Connection Key from the QuickBooks Online Web site and map your Expense Type Export Labels to the QuickBooks Online expense accounts, ExpensAble sends the expenses in the current envelope to QuickBooks Online to create a Vendor Bill or Credit. Perform the following steps to send transactions to QuickBooks Online Edition: 1. Select Send to QuickBooks from the QuickBooks menu or click the Send to QuickBooks icon on the toolbar. The Send to QuickBooks window will display. Before sending expense reports for the first time get a Connection Key from the QuickBooks Online Web site to connect to your QuickBooks Online company account. For more information about a connection key see section Get a Connection Key. 2. Click Send to send the expense transactions to QuickBooks Online. Get a Connection Key Before sending expense reports for the first time to your QuickBooks Online company account you must get a Connection Key from the QuickBooks Online Web site. ExpensAble launches the Get Connection Key window when you attempt to submit or retrieve data from QuickBooks Online for the first time. You can either get a connection key from the QuickBooks Web site or from ExpensAble. From ExpensAble Perform the following steps to get a connection key from the ExpensAble web site: 1. Select QuickBooks guided setup from the QuickBooks menu. The QuickBooks Genie Guided setup will appear. Selecting QuickBooks Guided Setup 166

168 2. Select Send to QuickBooks Online Edition option. Selecting Send to QuickBooks Online Edition 3. Click button to enter the Authorization window. Viewing the Authorization Window 4. Click the login button to log in to QuickBooks Online Edition connection key. This will launch the QuickBooks Web site. 167

169 From QuickBooks Web site Perform the following steps to get a connection key from the QuickBooks Web site: 1. From ExpensAble, click Login To QuickBooks Online Edition from the Get Connection Key window. 2. Enter login information to sign into your company on QuickBooks Online Edition. QuickBooks Online Logging in 3. QuickBooks Online will explain how a connection to the online product works. QuickBooks Online - How a connection works 168

170 4. Select a Connection Name. 5. Select access rights (for new connection names). QuickBooks Online Selecting a Connection Name 6. Set login security (for new connection names). QuickBooks Online Selecting Access Rights QuickBooks Online Selecting Login Security 169

171 7. Copy the Connection Key. QuickBooks Online Copy Connection Key 8. Click Paste from Clipboard or press Ctrl + V to paste the Connection Key into the Connection Key field in ExpensAble. Pasting Connection Key into ExpensAble 9. Click on the button to get the Session key for connection. 170

172 10. Click the login button to sign into QuickBooks Online to get the Session Key. 11. Copy the Session Key. QuickBooks Online Sign in for Session Key QuickBooks Online Copy Session Key 12. Click Paste from Clipboard or press Ctrl + V to paste the Session Key into the Session Key field in ExpensAble. 171

173 Pasting Connection Key into ExpensAble 13. Click the finish button to complete the connection to QuickBooks Online. Note: ExpensAble remembers your Connection Key for future use. Creating QuickBooks Vendor Bills and Credits from Expense Reports If you are using QuickBooks Pro, Enterprise or Accountant Edition, you can send your expense reports directly into QuickBooks by creating a QuickBooks Vendor Bill (or Credit) from an expense envelope. After you map your Expense Type Export Labels to the QuickBooks Expense Accounts, ExpensAble can send all the expenses in an envelope to QuickBooks which creates a Vendor Bill or Credit. In addition to sending reimbursable expenses to QuickBooks you can also send any company paid (non-reimbursable) expenses, including cash advances. Non-reimbursable expenses in ExpensAble will show up as journal entries and company paid credit card charges in QuickBooks. If you are using ExpensAble with QuickBooks for the first time it is recommended you use the QuickBooks Guided Setup to map your QuickBooks information to ExpensAble. For more information see Using the QuickBooks Guided Setup. Note: The QuickBooks administrator is required to permit ExpensAble to login automatically into QuickBooks (set within QuickBooks Integrated Applications preferences section). The QuickBooks application needs to be running in order to execute this operation. To create QuickBooks Vendor Bills and Credits from expense reports: 1. From the Envelopes window, select the expense envelope you want to send to QuickBooks. 2. From the QuickBooks menu, select Send to QuickBooks. 172

174 Selecting the Send to Quick Books Option 3. The Send To QuickBooks window will display. The report name will display in the frame of the new window as well as in the Memo field. The following tabs will display: Vendor Bill Allows you to create a QuickBooks Vendor Bill (or Credit) for reimbursable expenses on the selected expense envelope in ExpensAble. Reimbursable expenses to be sent to QuickBooks as Vendor Bill 173

175 Co. Paid Cards Allows you to submit Company Paid Credit Card expenses from the selected expense envelope in ExpensAble. Company paid card expenses to be sent to QuickBooks as credit card charges Co. Paid JEs Allows you to submit expenses that were company paid, but not paid using a company paid card. These expenses when sent from ExpensAble would show up as Journal Entries in QuickBooks. Company paid expenses to be sent to QuickBooks as Journal Entries 174

176 4. Review the vendor, date, expense and item fields to make sure each transaction is set correctly before sending to QuickBooks. Click the Send button to send the expense transactions to QuickBooks. 5. This completes the creation of QuickBooks Vendor Bills and Credits from ExpensAble. Note: ExpensAble is compatible for use with QuickBooks Pro, Premier or Enterprise Editions only. Note: Select Check For Paid Bills from the QuickBooks menu in ExpensAble to see if any Vendor Bills have been paid in QuickBooks. 175

177 Using ExpensAble Online Options This chapter explains the expense management solution provided by ExpensAble, which enables you to administer expense management for both online and offline expense entries. It consists of the following sections: About the Online Menu About ExpensAble Corporate Accessing ExpensAble Corporate for Subscribers Downloading Credit Card Expenses Downloading Corporate Credit Card Expenses Submitting an Envelope Viewing Policy Exceptions for Subscribers Changing ExpensAble Corporate Password About the Online Menu The Online menu changes depending on the type of subscription used. ExpensAble offers the following types of subscriptions: ExpensAble Corporate web-based service ExpensAble as a stand-alone program Expensable in a small workgroup Some of the Online menu items are common to both ExpensAble Corporate-enabled and non-enabled systems. The other Online menu items apply only to ExpensAble Corporate-enabled systems. ExpensAble Corporate offers a complete solution that includes: Account setup Automatic and secure expense routing workflow Rules-based engine for distributed policy management Exception handling Robust reporting capabilities Online and offline expense entry Note: You must subscribe to the ExpensAble Corporate service for ExpensAble to have access to these features. If you are not subscribed to the service, you cannot see these features on your menu. 176

178 About ExpensAble Corporate ExpensAble Corporate is an expense management solution that enables you to effortlessly control costs and ensure compliance with the expense policies of your company, while providing a user-friendly experience for employees who report and process expenses. The subscription service of ExpensAble Corporate provides offline and online business expense management to small and mid-size businesses, regardless of location and time. An increasing number of companies use ExpensAble Corporate to support expense reporting, reimbursement, management of employee travel, and other expenses. You can use ExpensAble Corporate to: Approve and forward expense reports View the status information about your submitted expense report Analyze the expenses of the company with robust reporting Comply with the travel and entertainment policy of your company Integrate your travel and entertainment expenses with your accounting system Accessing ExpensAble Corporate for Subscribers If you are a subscriber of ExpensAble Corporate, your ExpensAble Corporate Company ID, User ID, and Password are required when you start up ExpensAble. The ExpensAble Corporate administrator provides this password to you. Once you have entered this information in ExpensAble, the application logs in to the ExpensAble Corporate system each time you launch the ExpensAble offline client. During the login, ExpensAble Corporate checks to see if you have the latest Policy and Configuration files for your company. If this is not present, ExpensAble Corporate downloads them for you. ExpensAble also checks the status of your submitted reports. After the login is successful, ExpensAble Corporate displays a Summary window. This window indicates the status of: Your policy Submitted envelopes Downloading Credit Card Expenses The Download Credit Card Expenses feature in ExpensAble enables you to receive credit card information from the Web site of your financial institutions. To use this feature, it is essential that you have an account with a bank that supports downloading credit card information in QIF or OFX (Web Connect) format. To download credit card expenses, perform the following steps: 1. Click Online > Download Credit Card Expenses menu. 2. Select a credit card account from the list. If you have set up your credit card accounts using the Account Guided Setup, ExpensAble will download your credit card expenses. For more information on credit card setup, see Completing Account Guided Setup. Note: Follow the instructions provided by your bank to download your credit card information. 3. Select Save and specify a location to save the file, when prompted to save or open the file. 4. Click File > Import, when the QIF or Web Connect OFX file has been downloaded. 5. Specify the file type, OFX, QFX Credit Card Import, or QIF Credit Card Import depending on the type of the downloaded file. 6. Click Open after locating and selecting the downloaded file. The Import To Credit Card Envelope dialog box appears. 177

179 Importing to Credit Card Envelope 7. Select the appropriate Credit Card Transactions Envelope, to receive the credit card transactions. 8. Click Import. The transactions are displayed in the selected credit card folder under My Accounts. You can then drag and drop credit card transactions into any expense envelope that is in progress, from the My Accounts section of the left panel. Downloading Corporate Card Expenses The Download Corporate Card Expenses feature present in ExpensAble enables you to pre-populate expense reports. You can import corporate credit card transactions from participating financial data providers. To use this feature, you must be subscribed to ExpensAble Corporate and the Corporate Card Pre-population service of ExpensAble Corporate. To download corporate card expenses, perform the following steps: 1. Open ExpensAble and login to ExpensAble Corporate. All the downloadable corporate card transactions are listed in the status window. Note: The Online summary screen displays a list of unprocessed downloadable transactions upon each startup of ExpensAble. 2. Click the hyperlink to begin downloading the corporate card transactions. The transactions download to a corresponding envelope in the My Accounts section of the left pane in ExpensAble. You can select the expense envelope into which you want to import the transactions. You can view, select from the list of downloaded transactions, and edit expense types associated with the imported transactions. The Amount and Payment Method of each transaction are locked as read-only fields. For more information about managing credit card transactions once they are downloaded, see Account Guided Setup section of ExpensAble Setup. Submitting an Envelope ExpensAble Corporate can be configured to block submission of envelopes with certain policy violations, while permitting submission of others. If your policy enables exceptions, you can optionally submit the envelope anyway, or view the policy exception and correct your report. ExpensAble Corporate can configured to be used by smaller groups of people, like a workgroup for small businesses. 178

180 For example, a group of three employees and one accountant is using ExpensAble. After creating an expense report, when an employee clicks Online > Submit, an is sent to the accountant with the expense report as an attachment. The accountant then imports it to approve the reimbursement. Viewing Policy Exceptions for Subscribers You can view policy violations only if you are an ExpensAble Corporate subscriber. A policy warning is automatically issued when you submit an envelope with a policy violation. You can view the policy violation, return to the envelope, make corrections, and resubmit this envelope. If the policy rule permits, you can also submit the envelope even with the policy violation. You can also review the policy violation at a time of your preference. You can view them within the ExpensAble off-line client or on the ExpensAble Corporate Web page. Within the ExpensAble Off-line Client If you are a subscriber of ExpensAble Corporate, you can view policy exceptions from within the ExpensAble client. To view policy exceptions from within the ExpensAble client: 1. Click Policy Exceptions from the Online menu. The Policy Report appears. You can determine the policy exceptions you must correct to successfully submit your expense report to ExpensAble Corporate from this report. 2. Click Print to print a copy of the Policy Exceptions Report. 3. Click Copy to make a copy of the Policy Exceptions Report. 4. Click Save after you have viewed the Policy Exceptions Report. Within ExpensAble.com To log into ExpensAble Corporate, you require your company login name (Subscriber ID), your individual user ID, and your individual password. The ExpensAble Corporate administrator of your company provides this information. To view policy exceptions from within the ExpensAble.com, perform the following steps: 1. Select Link to Submitter Functions from the Online menu. 2. Select Expense Reports from the My Expenses drop-down menu, on the Web page. 3. Click the reports with the Exception icon to view the reports with policy violations. Changing ExpensAble Enterprise Password If you are an ExpensAble Corporate subscriber and your ExpensAble password has expired or is close to the expiry date, ExpensAble notifies you. You can change your password from the ExpensAble desktop client. To change your password, perform the following steps: 1. Select Change ExpensAble.com Password from the Online menu. 2. Enter your old ExpensAble.com password. 3. Enter your new ExpensAble.com password. 4. Confirm your new ExpensAble.com password. Note: This action also sets your ExpensAble.com service password in the Online menu Access Manager dialog box. 179

181 Using ExpensAble with Other Applications and Devices This chapter explains how to use ExpensAble with other applications (such as Microsoft Excel). It consists of the following sections: Transferring Data from ExpensAble to Microsoft Excel Importing Data into ExpensAble Importing Guest Information Importing Guest Information from Microsoft Outlook Contacts List Exporting Data from ExpensAble Exporting Envelope Data to a File Exporting Billables and Expense Type Export Labels Exporting ExpensAble Configuration Transferring Data from ExpensAble to Microsoft Excel If you are using Microsoft Excel 2002 or later, you can transfer data from ExpensAble to Excel To view and print your expense reports using an Excel 2002 XML-SS report file, perform the following steps: 1. Select the envelope that will be used to transfer data into an Excel format. 2. Click File > Export > Transfer to Excel 2002 or Later. The Transfer to Excel 2002 or Later Window is displayed. Transferring to Excel 3. Click Browse and enter a name and location for the file in the To Excel XML Spreadsheet. Do not add a file extension; the XML extension will be added automatically. 180

182 4. Select a format for the report from the Report Formats list. These new XML/XSL forms facilitate the saving of report label customizations between version updates and upgrades. 5. Edit the title of the fields that appear in the Header Labels section of the expense report. Note: This is an optional step. Perform this step only if you want to change the titles of the fields. 6. Select Portrait for vertical pages or Landscape for horizontal pages in the Orientation section. 7. Modify the settings such that the expense report is activated when your start your expenses, or initiate the report to start at a more regular interval, in the Template Starts At section. Note: Not all templates permit you to start the report on a particular day. 8. Click Export. Importing Data into ExpensAble This topic explains the procedure of importing guest information from the following: Contact Management Application Microsoft Outlook Contacts List Importing Guest Information You can use the Guest List to manage a list of guests that you frequently assign to Expenses. You can import guest information from your contact management application. To import guest information, perform the following steps: 1. Select File > Import > Guest Information Import The Open File window is displayed. Locating the Guest Information File 2. From the Open File window locate the.txt file containing your guest information. 181

183 3. Click Open. The Map Fields window is displayed. Providing the Map Fields 4. Select either the Tab or the Comma option from the Set Delimiter as drop-down menu. 5. In the Guest Name pane; select one of the following radio buttons: Full Name First Name/ Last Name 6. Click Import. This completes the import of guest information. Importing Guests Information from Microsoft Outlook Contacts List ExpensAble facilitates the import of your Outlook contacts into the Guests list of ExpensAble. To add a guest name from Outlook, perform the following steps: 1. Click Administration from the left navigation panel. 2. Click the Lists link and select the Guests tab. 3. Click Add from Outlook button. The Choose Profile window is displayed. 4. Click OK. The Select Guest window is displayed. Viewing the Choose profile window 182

184 Viewing the Select Guest window 5. Select the names you want to import from your Outlook contacts list, and click Select. You can select multiple contacts by holding the Ctrl key as you click each contact. 6. Click OK. The selected contacts will be added to the Guests list. Note: You can also perform this function from the Expense entry screen. If you select an expense type such as Entertainment, click Guests > Add from Outlook to populate the Guests List. This imports the specified Guest information from Microsoft Outlook contacts list. Exporting Data from ExpensAble You can export transactions from ExpensAble in the following ways: Exporting expense report envelopes in Expenses, XML, PDF, and HTML formats Exporting Billables and Expense Type Export Labels Exporting ExpensAble Configuration Exporting Envelope Data to a File You can export expense report envelope data in a variety of formats for use with other programs and tools. To export ExpensAble data, perform the following steps: 1. Select the envelope containing the data to export. 2. Click File > Export. 3. Select the option that you want to export from the Export drop-down menu. 183

185 Exporting Expenses 4. Each selection will display a custom dialog box for further definition of the export. XML and Expenses require a file name PDF and HTML require field mappings 5. Enter a name and location for the destination using the Browse icon. 6. Click Save. Exporting Billables and Expense Type Export Labels You can export selected Billables and Expense Type Export Labels from the ExpensAble data file (*.qex) To export ExpensAble billables and export labels: 1. Click File > Export. 2. Select the list that you want to export. Billables require selection of billables Expense Type Export Labels require selection of labels 3. Enter a name and location for the destination using the Browse icon. 4. Click Save. Exporting ExpensAble Configuration Export ExpensAble Configuration is used to send modified report formats, expense types, or other settings from the Lists menu, from one installation of ExpensAble to another. For more information on exporting ExpensAble configuration, see Exporting and Importing ExpensAble Configuration. 184