SutiExpense Monthly Expense Report User Guide 6.0
Table of Contents Login... 1 Forgot Password... 1 Dashboard... 2 Settings Menu... 3 Change Password... 3 Setting Secondary Email Address... 4 Getting Receipts into SutiExpense... 4 Emailing Receipts to Sutisoft.com... 4 Upload Receipts into My Receipts... 5 Update OCR Data of a Receipt... 6 Monthly Expense Report... 7 Create a Monthly Expense Report... 7 Adding Expenses to Your Expense Report... 7 Adding Mileage Expense... 11 Additional Options for Attaching Receipts to Your Expense Report... 12 Creating Line Items from My Receipts... 13 Receipt Matching... 14 Submit Expense Report for Approval... 15 Resubmit a Rejected Monthly Expense Report... 18 To Recall a Submitted Monthly Expense Report Back to Drafts... 19 Appendix A... 20 Additional Receipt Options... 20 Appendix B... 21 Expense Item Categories... 21
Login 1. To login into SutiExpense application: https://apps15.sutisoft.com 2. Enter your email address and default password when logging in. 3. Click Sign In. Forgot Password If you have forgotten your password, do the following: 1. In the SutiExpense login page, click Forgot Password? 2. Enter your registered email address and click Submit. 3. A password reset link will be sent to your registered email address. 1
Dashboard The SutiExpense application home page or dashboard has six tabs at the top and 4 buttons at the bottom. New user dashboards will be blank. The tabs are: 1. Expenses: Create a new expense report, see what reports have been submitted, reports waiting to be submitted, and track reports. 2. My Receipts: Displays the list of receipts; you can also upload single/multiple receipts from your computer, and attach them to reports. 3. My Transactions: Not used at this time. 4. Approvals: If you are an approver, this tab lists all reports waiting for your approval. 5. Misc: Displays any custom reports, delegates, alternate approver (if you are an approver). 6. Help: Provides access to SutiExpense Release Notes and the generic SutiExpense Guide. The buttons are: 1. My Receipts: Displays the list of receipts; you can also upload single/multiple receipts from your computer, and attach them to reports. 2. My Credit Cards: Not used at this time. 3. Pending Approval: Displays the submitted, approved, and rejected status reports. 4. Require My Approval: Displays the list of reports which you need to verify, provided you are an approver. Tip : You can always view your dashboard from any of the screens by simply clicking on the company logo provided at the top left corner of the page. 2
My Account This option is provided to update your account details, address, and change password and is accessed through the settings menu. Settings Menu The settings menu is provided at the top right corner of the header. Using this menu, you can update your account details and customize settings. Change Password 1. To change your password: Go to > My Account. 2. In My Account page, click the Change Password tab. 3
Setting Secondary Email Address 1. To set secondary email address: Go to > My Account. 2. On the My Account page, under the User Information tab, you can enter your secondary email address. 3. Click Update. Getting Receipts into SutiExpense To take advantage of the enhanced features you should upload or email all receipts before beginning your expense report. Email Receipts to SutiSoft. Upload saved receipts from your computer or network into My Receipts. Receipt Notes: One receipt per expense line. When taking a picture or scanning receipts make sure the receipt is clear and easy to read. Emailing Receipts to Sutisoft.com You can email receipts to receipts@sutisoft.com using your work email address or secondary email address from your computer or your smartphone. Refer to Appendix A Additional Receipt Options on page 20 to find out how to send receipts to receipts@sutisoft.com. These receipts will appear in My Receipts. 4
Upload Receipts into My Receipts This feature is provided to add receipts from your computer into your account, and if necessary add OCR data to a receipt. 1. Click My Receipts menu. 2. My Receipts page appears displaying receipts, if any. If you have emailed receipts to receipts@sutisoft.com those receipts will be displayed. Refer to Appendix A Additional Receipt Options on page 20 to find out how to send receipts to receipts@sutisoft.com. 3. To upload receipts from your computer, on the My Receipts page, Click on the Add Receipts icon. 4. The following window opens. This window contains Single and Multiple tabs which you can use to upload single or multiple receipts respectively. 5. If you are uploading single receipts click on the Single tab and click Browse next to select receipt to upload. If you are uploading multiple receipts click on the Multiple tab and click on to add receipts. 6. Browse out to your computer or network to where you saved your receipts. 7. Select your receipts that you want to attach. 8. Click Open. 5
9. If you are uploading single receipts click Add Receipt. If you are uploading multiple receipts click Upload, once multiple receipts have been uploaded you will receive a confirmation box that says Upload Successful. Click OK and click on the to close the dialog box. 10. My Receipts page displays with the receipt(s) that you have uploaded. Update OCR Data of a Receipt If you had uploaded or emailed a receipt, the application automatically reads the data from the receipt. This is known as OCR technology. If the receipt is not properly readable, you can add the OCR data to it. Missing OCR data appears with a next to the field name. 1. In My Receipts page, choose a receipt to which you want to add OCR data and click on the Edit icon. 2. The following window opens. 3. Enter any missing OCR data and click Update. Note: Expense Type will be filled out when adding expenses. 6
Monthly Expense Report Submit one expense report per month. Expenses are due the 5 th of the month for the previous month s expenses. Expenses submitted more than 30 days late may not be reimbursed. Create a Monthly Expense Report 1. Go to Expenses > New Expense Report. An Add New Expense Report window opens. a. Expense Report Name: Last Name, Month, and Year of your expenses. b. Description: Month and Year of your expenses. All required fields are outlined in red. Last Name, Month, and Year of your expenses. Month and Year of your expenses. 2. Click Save. 3. The Expense Report screen opens up where you can add your expenses. Adding Expenses to Your Expense Report 1. On the Expense Report screen, click on the appropriate expense icons at the bottom of the page to add an expense to the report. Refer to Appendix B Expense Item Categories on page 21 for a listing of all expense categories and descriptions. Expense Icons 7
2. An Add [Item] Expense Details window opens. Note: Item refers to the name of the line item. 3. Enter the required fields and click Save. You can continue adding additional items to your expense report by clicking on the appropriate icons. The example below shows how to enter a Parking expense. 4. Some expenses you will need to select a subcategory before you can enter the details of the expense. Parking expense does not require a subcategory. 5. Enter the required details for Parking. All required fields are outlined in red. 6. If the expense requires a receipt you can now attach a receipt for the expense item. 8
7. Click on either My Receipts to view receipts that you emailed to receipts@sutisoft.com or Click Browse to view receipts that you scanned to your computer or network. Scanned Receipts To view receipts that you scanned. Follow the steps below under Scanned Receipts. Emailed Receipts To view receipts that you emailed to receipts@sutisoft.com. Follow the steps below under Emailed Receipts. Scanned Receipts 1. Click Browse next to Upload Receipts from your computer. 2. Browse out to your computer or network to where you saved your receipts. 3. Select your receipt that you want to attach. 4. Click Open. 5. Click Attach Receipt. Emailed Receipts Refer to Appendix A Additional Receipt Options on page 20 to find out how to send receipts to receipts@sutisoft.com. 1. Click on Browse from My Receipts link. 2. Place a checkmark next to the receipt that you want to attach to the expense report. 3. Click Move to Expense. 4. A dialog box will appear where you can add optional receipt comments or place a checkmark next to to keep this receipt for other expense items. 5. Click Ok. 6. Click Update to save the receipt to the expense report. Note: When taking a picture or scanning receipts make sure the receipt is clear and easy to read. Blurry receipts will not be accepted and your report will be rejected. All receipts must be kept until you get receive an email notification that your expense report has been approved. 9
8. You will now see the receipt on the Expense Details screen. 9. Click Save. 10. Parking has now been added to the Expense Report. The summary screen is displayed and shows the added expense. 11. Your receipt is now attached to your expense. Under the Receipts column the icon is now in color indicating an attached receipt. 10
Adding Mileage Expense If you have multiple trips in one day you will only need to create one entry for mileage. You can enter round trips and travel segments (multiple stops) on the mileage screen. 1. On the Expense Report screen, click on the Mileage icon at the bottom of the page to add a mileage expense to the report. 2. An entry screen will be displayed. Enter the required details for Mileage. All required fields are outlined in red. You will only need to answer the valid driver s license and insurance question once on each expense report. We recommend answering this question the first time you enter mileage for the month. 3. When you enter From Address and To Address the software will automatically calculate number of miles and amount for you. The software will produce a receipt from Google Maps. Note: Once an address has been entered for the first time the software will store the address and will auto populate the address when you type it in the next time. 4. To add round trip click round trip icon next to the mileage entry. The software will insert another line with the From Address, To Address, and Number of Miles. 11
5. If you are traveling to another location (multiple stops) click on add more icon next to the mileage entry. The software will create a line from your last location with From Address filled out. Enter To Address and Number of Miles will be calculated for you. 6. Continue to click on add more icon to enter more travel locations. 7. Click Save. 8. Continue to add your monthly expenses using the different expense categories. Note: The Monthly Expense Report will be listed under Drafts until you have submitted your report. Once you have added all your expenses you can submit your monthly expense report. Additional Options for Attaching Receipts to Your Expense Report There are several ways to attach receipts in SutiExpense via email, scanning, and etc. 1. Attach receipts as you are entering details about your expense (for instructions go to Adding Expenses to Your Expense Report on pages 9 10 and follow Steps 7 9). 2. Creating Line Items from Receipts (pages 13 14) 3. Receipt Matching (pages 14 15) 12
Creating Line Items from My Receipts 1. Select an expense report to which you want to add receipt(s) as line item(s) to. Note: If you do not have an expense report created you will need to create the expense report first. For instructions go to page 7 under Create a Monthly Expense Report and follow Steps 1 3. 2. Select receipts(s) by placing a checkmark next to the receipt you want to attach to your expense report. 3. If needed update OCR information. For instructions on how to do this go to page 6 under Update OCR Data of a Receipt and follow Steps 1 3. 4. In the drop down for Expense Type select the type of expense for this receipt. 5. Click on the actions bar to add receipts to an expense report. 6. In the confirmation message box, click Yes to confirm. 13
7. Another Confirm Keep Receipt confirmation message box appears. Click No. 8. The Expense Report page appears displaying line item(s) details. 9. Click on the line item to complete any missing information about the expense. 10. Click Update. Receipt Matching This option is provided to display receipt(s) that match with expense line item details; you can attach them to the line item. If you have already uploaded your receipts into My Receipts you can use Receipt Matching. 1. On the Expense Report screen, click on the appropriate expense icons at the bottom of the page to add an expense to the report. 14
2. An Add [Item] Expense Details window appears. 3. Enter the required fields. If you have a receipt in My Receipts that matches the details of the expense that you are entering, a Matching Receipt Found window displays. If this receipt matches the details of your expense Select the receipt and click Attach to attach this receipts to the expense. Submit Expense Report for Approval You can submit an expense report for approval. If your report contains any errors, the software will restrict the submission. 1. To submit expense report, click Submit 2. In the confirmation message box, click Yes. The application will verify your report. Note: You will see a success message when the report was submitted successfully. If the application has restricted the submission process due to an error, you will have to edit the appropriate line details and try again. For example, the following screenshot says an error has occurred due to which the submission process was restricted. 15
3. If you find your report was not submitted, click Exceptions to identify the error(s). 4. An Exceptions window opens displaying the error(s). For example, the below screenshot says the Parking line item needs a receipt to be attached. 5. Update the line item details and then submit again. Note: The report you have submitted will be listed in the Submitted page. Otherwise, the report remains in draft status and will be listed in the Draft page. 16
6. You will receive an email notifying you that you successfully submitted your expense report for approval. 7. Your Monthly Expense Report will be sent to your Supervisor for approval. Once your supervisor approves the expense report it will be sent to an Administrator for final approval. 8. Once approved or rejected, you will receive an email notification informing you of the status. 9. If approved, your Expense Report can be found on your dashboard with an Approved status. 17
10. If rejected, your Expense Report can be found on the Dashboard under Expense Reports with a Rejected status. 11. Choose a rejected report you want to move to draft and click on the corresponding report name. The report opens. 12. Click Approval Comments icon on the actions bar to see why the expense report was rejected. 13. Approval Comments dialog box with details on the rejection. 14. Click the red X to close the dialog box. 15. Click Move to draft. 16. A confirmation message box opens. Click Yes to confirm. Resubmit a Rejected Monthly Expense Report 1. Your rejected Monthly Expense Report is now available for you to edit. The report is located on the Dashboard with a Draft status. 2. From the Dashboard click on the hyperlink of the Expense Report to edit the report and resubmit. 3. Make the appropriate changes to the report by clicking on the expense hyperlink. 4. Click Submit to resubmit your changes. 18
To Recall a Submitted Monthly Expense Report Back to Drafts After you submit a report for approval you can still recall it back to drafts, provided your approver has not verified it yet. The purpose to recall a report is that, the report will be moved to Drafts page where you can edit the details and submit again. 1. To recall a report: Go to Dashboard and choose the submitted expense report that you want to recall and click on the report name. The Report opens. 2. Click Recall. In the confirmation message box, click Yes to confirm. Note: This report will be listed in the Drafts page and on the Dashboard 19
Appendix A Additional Receipt Options Taking Pictures of Receipts When taking a picture of a receipt make sure the receipt is clear and easy to read. Blurry receipts will not be accepted and your report will be rejected. All receipts must be kept until you get receive an email notification that your expense report has been approved. Using a Smartphone to send receipts to receipts@sutisoft.com After you take a picture of your receipt with your Smartphone, you can email the receipt to receipts@sutisoft.com. If you do not use your work email address on your smartphone, you will need to add the email address that you use on your phone as a secondary email address in My Account in SutiExpense. This has to be done so that SutiExpense will know what account to deliver the receipt to. 20
Appendix B Expense Item Categories In SutiExpense some expense categories have subcategories that you will need to select to add an expense. The chart below lists all expense categories and subcategories associated to the expense. Icon Category Description Subcategories Gas/Tolls Gas Expenses for Gas and Tolls. Gas expenses can only be submitted when using a Rental Car. Tolls Car Rental Car Rental Expense Staff/Client Development Meals Hotel Refreshment for meetings; approved business lunches. Breakfast, Lunch, and Dinner expenses. Hotel Expense Breakfast Lunch Dinner Party Mileage Business Mileage Miscellaneous Ground Transportation Parking Expenses for Membership Fees, Registration Fees, Supplies, and other Misc. expenses. Transportation Expense does not include mileage expense. Parking Expense Contract Specific Supplies Event Expenses Membership Fees Miscellaneous Other Postage Registration Fee Supplies Shuttle Taxi Bus Train Other Air Travel Air Travel Expense Only 21