Accounting Review Role Final Approval of Expense Reports If you are an Accountant who is using ExpensAble Corporate to make final approval of employees expense reports, this information is for you. This QuickStart Training Guide will walk you through an overview on how to use ExpensAble Corporate to approve or reject employees expenses. This QuickStart Training Guide discusses the following topics: Contents Accounting Review Role Final Approval of Expense Reports... 1 User Support... 2 Useful Login Tips... 2 Logging into ExpensAble Corporate... 2 The Overview Home page... 4 Accessing the Accounting Functions... 4 Reviewing an Expense Report... 6 Viewing Report and Receipts Attached to Report... 11 Viewing Report and Line Item Receipts... 13 Issues to Consider When Approving or Rejecting Expense Reports... 14 Accounting Spot Audit Feature... 15 Accounting Batch and Export... 23 Creating a Batch... 24 To Create a Batch of Expense Reports... 24 Exporting the Batch File... 25 Editing a Batch... 25 Removing Report(s) from the Batch... 25 Exporting a Batch... 26 Notes on Batch File Formats... 27 Notes on Saving Export Files... 27 Accounting Analysis Reports... 27 Accounting Show Me Reports... 30 This QuickStart Training Guide is an overview, not a detailed training document. If you need more assistance, contact your ExpensAble Corporate Administrator to obtain additional training and documentation. This QuickStart Training Guide assumes familiarity with using a personal computer and accessing our website via the Internet. Copyright ExpensAble 2013 1
If you are not comfortable with any of these skills, please talk with your manager about receiving training before using ExpensAble Corporate. Your company may have produced its own instructions of how they want you to use ExpensAble Corporate. Please read those instructions in addition to this QuickStart Training Guide. User Support For Accounting Roles, if you need assistance please contact our support team at Insperity. Insperity Expense Management toll-free number: (888)386-0002 Insperity Expense Management support email: expensable.support@insperity.com Useful Login Tips ExpensAble Enterprise is designed to be intuitive and easy to use. Here are some useful tips to get you started. Internet Explorer is the recommended browser for Windows users Safari is the recommended browser for Mac users Server.expensable.com must be enabled to allow pop-ups in all pop-up blocker programs on your computer. Add the Login Page to your Favorites or Bookmarks, and copy it to your Desktop for immediate access. Click the Remember Me checkbox to save and pre-populate your Company Id and User Id next time you visit the site. Logging into ExpensAble Corporate To log into ExpensAble Corporate, you will need your Company ID, your User ID and your Password. Your company s ExpensAble Corporate administrator will provide this information. Copyright ExpensAble 2013 2
1. Open a browser and go to www.insperity.com/si gnin (1) Click on ExpensAble (2) Note: Add this URL to your Favorites or Bookmarks for fast access next time. 2. Log into ExpensAble Corporate by entering your: Company ID Username Password Click Sign In Note: Select Remember Me checkbox and the Company and Username will prepopulate for you Copyright ExpensAble 2013 3
3. The Overview page is displayed The Overview Home page The Overview Home page is the launch area for all actions in ExpensAble Corporate. Expense reports can be reviewed, approved, forwarded or rejected from the Overview. Links to other functionality (as determined by the roles you are assigned) are also displayed here. Additional functionality for the Accounting role includes Spot Audit and viewing Show Me and Analysis Reports. The number of expense reports awaiting your review is displayed in line with the Accounting Review action link. Clicking the Accounting menu gives you the option of navigating to the review list, batches or spot audit. Accessing the Accounting Functions In the role of Accounting Reviewer, one of your primary duties is to review employee expense reports and approve them for payment or reject them. As the Accounting Reviewer, you are the last person in the routing process for expense reports. When an employee submits an expense report, ExpensAble Corporate automatically routes the report to that employee s designated manager(s) or approver for the manager s review. The manager can decide to approve the report and send it along for reimbursement (or the next level of manager review) or reject the report and send it back to the employee for modifications. After the last manager in the approval routing approves the report, it comes to the Accounting Reviewer, for the final review. Every time an expense report is sent for your review, you will receive an e-mail notification. Copyright ExpensAble 2013 4
But the role of Accounting doesn t stop there. Accounting also has the ability to batch and export expense report data, run analysis and Show Me reports and use Spot Audit for further expense report diligence. 1. Click the Accounting Review action link located within the Accounting Information section of the Overview screen or click the Accounting menu. You can also navigate directly to batching and spot audit using the action links Create, View and Spot Audit Copyright ExpensAble 2013 5
2. The links to the main Accounting functions are on the left of the screen. Review (current screen) expense reports are reviewed, rejected, approved for payment or approved pending receipts. Batches displays a list of expense report batches that are either ready for export (Pending Action), already exported (Exported) or both (All) depending on the viewing filter selected. New Batch displays a list of all expense reports Approved for Payment but not yet batched. All batches are created from this screen. Spot Audit All reports, regardless of status can be searched for and accessed from this screen. Reports Pending Approval may also be moved into Accounting Review for final approval in cases where reimbursement needs to be expedited. Reviewing an Expense Report Click on the Accounting Review action link in the Overview screen to view any expense reports awaiting your approval. Open the report by clicking on the highlighted expense report name. Use the Expenses tab to view detailed information. Select Approve, Forward, or Reject. If you choose to reject a report, a comment is required to alert the submitter of the changes necessary for processing. If you approve the report, ExpensAble Corporate will automatically route the expense report to the New Batches screen. If you reject the report, ExpensAble Corporate will automatically route the expense report back to the employee so the required changes can be made. A comment is required. Copyright ExpensAble 2013 6
If you forward the report, a comment is required to alert the person receiving the report as to why they are receiving the report. An Expense report can only be approved or rejected in total. You cannot approve or reject the employee s travel expenses on an item-by-item basis. 1. Click the Review link. Each manager approved Expense Report will be a single line item on the screen. Click on any column header to sort the report list by the data in the column. Use the alpha-bar at the bottom to display only reports from employees with last names beginning with the letter selected. Note: the icon indicates that a note(s) have been entered onto the expense report. Columns Explained: - Select box. Check the box and all reports in the list will be selected. Note: The checkboxes will only be displayed if the Quick Approve feature is turned on.! Indicates if a travel and expense policy was violated. Click icon to view the policy violation. Date Date the expense report was created Amount Sum total of all expenses on the expense report Employee The person who submitted the report Tracking Number The user s login ID followed by a system generated report number - hover the mouse over the icon to see the status of the expense report. - Indicates if receipts are attached to the expense report. Click the icon to display the attachment. Copyright ExpensAble 2013 7
2. Click the Tracking Number of the report to be reviewed. 3. The Expenses tab provides the list of expenses submitted in the specific report. The List of Expenses can be sorted by Date, Expense Type, Amount, Payment Method, or Merchant, by clicking on the appropriate column heading. Click on the Expense Type link to drill in further. Hint: The Rcpt column checkboxes are used to check off an expense once its receipt is verified. Click Save Receipts State when done. Copyright ExpensAble 2013 8
4. Accounting has the ability to edit some specific fields: Expense Type Billable checkbox Merchant Department Bill-To Item (CCI) Description Remember to click the Update Button if you make any changes. 5. The Status tab displays the current status of the report. It also provides a history of the routing information including the name(s) of those individuals the report was routed to, the date this was done, the actions taken, and any comments they may have entered. Also includes any rejections, forwards or batching action. Copyright ExpensAble 2013 9
6. Click the Summary tab to display totals vs. individual expense items, reimbursable vs. non-reimbursable, the report header information and descriptions for any policy violations. 7. The Review buttons at the bottom of the screen provide the actions described in the table below. Toolbar Icons for Accounting Review: Click to review receipts attached to expense report. Click to see all expense data in a standard report format. Click to see notes made on expense report. Action Description Notes Copyright ExpensAble 2013 10
Comments Approve for Payment Approve Pending Receipts Forward Reject Cancel Any report can contain an optional comment. Report is approved and ready to be batched and then exported. Clicking this action moves the report from Review to the New Batch screen Report will remain in the accounting queue until the receipts are received, then must be final approved. The report cannot be batched in this status Report is forwarded to the selected Approver, for approval. This action requires a comment be entered. Expense Report is returned to Employee, who is notified of the rejection via email. This action requires a comment be entered. Returns user to the Accounting Review screen Only Forward and Reject require a comment be entered. Once the expense report is approved, the employee will receive an email with the subject title, expense report approved. The contents of the e-mail will include: the traveler s name, envelope name, tracking number, submission date, report status and comments. The report status (left most column on the Accounting work list page) will change from In Accounting Review to Pending Receipts. The submitter will receive the same message as above; however, the Report Status will display Pending Receipts. A comment must be entered, preferably explaining why the report is being forwarded to the Approver. A comment must be entered, preferably explaining why the report was rejected, so the submitter knows what to correct. Viewing Report and Receipts Attached to Report Experience has shown that there is a procedure that was found to be helpful when reviewing reports and receipts attached to the report. We have included it here: Copyright ExpensAble 2013 11
1. Open Expense Report to be reviewed by clicking the Tracking Number 2. Once the report opens, click the Attachment icon in the toolbar to verify receipts Copyright ExpensAble 2013 12
3. Re-size and position both windows so you can easily click on other attachments (1), visibly compare the details of the expense item and the receipt (2) and when verified, check the checkmark in the Receipt column (3). Repeat as necessary for all receipts. When done, click Save Receipts Status button (4). Viewing Report and Line Item Receipts Experience has shown that there is a procedure that was found to be helpful when reviewing reports and receipts attached to the expense. We have included it here: 1. Open Expense Report to be reviewed by clicking the Tracking Number Copyright ExpensAble 2013 13
2. Once the report opens, Resize the screen so it is larger (1). Hover the mouse pointer over each of the red paperclip icons to view the receipt attached to the expense (2). Click and drag the top of the receipt down so you can view the expense and receipt at the same time (3). Repeat hover and move of receipt for each expense in the report. Note: You can zoom, pan, move, detach and resize the receipt image viewer. Hint: You can click on the red icon to display the receipt in a separate browser window. Issues to Consider When Approving or Rejecting Expense Reports An expense report may be marked with one or more policy warning flags, displayed as an exclamation point on the Approval screen. This indicates that one or more items in the report do not conform to the travel expense policy standards established by your company in ExpensAble Corporate. These warning flags are there to alert you of discrepancies with the travel expense policy standards. To view the policy violations, click on the expense report from the approval screen. When the report is displayed, click the Summary tab. The violation information is located at the bottom of the Summary screen. An expense report can be approved with warning flags. If you have concerns about travel expense policies, you may want to discuss them with your company s travel expense administrator. If your company decides to change their travel expense policies, ExpensAble Corporate can easily be updated to match the new policies. Copyright ExpensAble 2013 14
Accounting Spot Audit Feature Spot Audit allows you to search for and view any and all expense reports whether in process or batched and exported. Search by a multitude of parameters such as Employee, Status, Tracking Number, Date Range, Amount, and Batch ID, Approver, Department, Bill To or All parameters. The sort order can be changed by clicking the column headers in the results list. Spot Audit is also where you mark reports as paid, if you did not do so during batch export. Remember to click the Update Status button afterwards. You can also drill down to the details of a report, make changes and re-export. 1. Click the Spot Audit action link located within the Accounting Information section of the Overview screen Copyright ExpensAble 2013 15
2. The Spot Audit screen is displayed. Select the Search By and the other options will update dynamically based on the Search By selection. Select Search By - 3. Select Search By includes: Select All Tracking Number Batch ID Department Bill To Employee Date Range Amount Approver Note: The select drop-downs and entry fields are dynamic and change based on what is selected in the Select Search By drop-down. Copyright ExpensAble 2013 16
4. Select Search By: Select All Once selected, choose a status from the list and the year to search within. Click Display List when ready. In Progress: Report has not been submitted Pending Approval: Report is in an approver s approval list. Accounting Review: Report is in Accounting Review Apvd Pending Receipts: Accounting has approved the report for payment, but will not process it until all receipts have been attached or received Approved For Payment: Report is in the Accounting New Batch list waiting to batched Batched: Report has been batched Exported : Report batch has been exported Paid Reports: Payment has been processed Rejected: Report has been returned to the submitter for corrections Copyright ExpensAble 2013 17
5. Select Search By: Tracking Number Once selected, type a few letters, numbers or more than a few of each to limit the search results. Click Display List when ready. 6. Select Search By: Batch ID Once selected, choose a status from the list; enter a search string if desired and the year to search within. Click Display List when ready. Copyright ExpensAble 2013 18
7. Select Search By: Department Once selected, choose a status from the list, then select the Department to search within and the year. Click Display List when ready. Click the white up/down arrows to scroll the SmartList. 8. Select Search By: Bill To Once selected, choose a status from the list, and then select the Bill To to search for and the year. Click Display List when ready. Copyright ExpensAble 2013 19
9. Select Search By: Employee Once selected, choose a status from the list, and then select the Employee to search for and the year. Click Display List when ready. 10. Select Search By: Date Range Once selected, choose a status from the list, then select the Date Range for the search and the year. Click Display List when ready. Copyright ExpensAble 2013 20
11. Select Search By: Amount Once selected, choose a report status from the list, then enter the minimum and maximum amounts as the range for the search and select the year. Click Display List when ready. 12. Select Search By: Approver Once selected, choose a report status from the list, then select the Approver being searched for in the Approved By list and select the year. Click Display List when ready. Only users assigned to the Approver role will appear in the Approved By list. Copyright ExpensAble 2013 21
13. Once the search returns results, you can click on the tracking number to review details of the report and/or use the checkboxes to mark report(s) as Paid. Copyright ExpensAble 2013 22
14. Note: if you click on the tracking number for a report that is in Pending Approval status, the report will also show a Send to Accounting Review button. The Send to Accounting Review button will move the report out of the normal approval process and directly into Accounting Review for final approval. This may be helpful when expediting an employee s reimbursement. Normal batching and exporting can continue and include this report. Accounting Batch and Export Once expense reports have been approved for payment it is important to put all the expense reports and their data together into one file (batch file) and then export and convert that batch file Copyright ExpensAble 2013 23
data so that is can be imported into your 3 rd party systems (e.g. Accounting, ACH, Payroll). Each desired import will require a custom translator file created by ExpensAble Implementation. So if you have 2 systems that you need to import expense data into, two custom translator files would have been created for you and you would export the expense report data (batch file) two separate times; one export using one translator file and the second using a different translator file. ExpensAble makes this easy by presenting the different translator files during export. Just select the translator and export. Creating a Batch The Batch process merges expense data from multiple expense reports into a single file. The batch allows the Accountant to move larger amounts of data from ExpensAble Corporate into another system without having to work with each individual expense report separately. Once a batch file is created, it can then be further processed to generate multiple Export files. Export files are re-formatted into files of expense data that can be successfully imported into 3 rd party Accounting and Payroll systems, etc. By creating batches, Accounting Reviewers are able to combine multiple expense reports into a single file of expense data which can later be exported to a file for use with an outside system. To Create a Batch of Expense Reports 1. Log into ExpensAble Corporate. 2. Click the Create a new Batch link from the Overview screen. 3. A screen appears with all the expense reports you can add to a batch file. 4. Select the reports you want to add to the batch file by clicking the checkboxes in the Select column. Hint: click the word Select to select all reports. 5. Click on the Create Batch button. 6. Click OK when asked if you are sure you want to batch selected expense reports. 7. Write down the New Batch ID Number displayed then click Ok. Notes: The more reports you select for inclusion in a batch, the longer the batch process will take to run. Some customers choose to batch their reports via the Reimbursement Method drop-down at the top of the list. Only expense reports which have been approved for payment can be grouped into a batch file and any expense report already contained in a batch cannot be added to another batch. The batch ID will always contain the date in which the batch was created. Additionally, there will be a sequential number following the date and finally it will contain the Reimbursement Method. For example, if today is April 5, 2010 and the first batch of the day Copyright ExpensAble 2013 24
was created based on the Direct Deposit reimbursement method, it will be named 0405101-Direct Deposit Batch ID Name Description Example Date (first 6 digits) Batch Sequence Number (7 th digit) Reimbursement Method (added to end of numeric ID) Entire name given to the created batch. Includes Date, Sequence and Reimbursement Method Date the batch was created. The batch in example was created April 5, 2010. A number that increments each time a batch is created on the same day. The batch in example is the 2 nd batch created that day. If a method was selected to filter the list before creating the batch, that method will be displayed at the end of the Batch ID. If the list was not filtered and contains multiple reimbursement methods the text will display Several. 0405102-Several 0405102-Several 0405102-Several 0405102-Several Exporting the Batch File By exporting the batch files, Accounting Reviewers may save data generated within ExpensAble Corporate to files which can then be imported into your company s Accounting Suite for further processing and payment distribution. Exporting is discussed later in this guide. Editing a Batch On occasion it may be necessary to remove an expense report(s) from an existing batch so further processing can be completed (e.g. missing receipts were sent, pre-mature approval, etc.). Expense Reports can be removed from a created Batch as long as the batch was not sent to one of ExpensAble s partners for actual processing (e.g. ACH Reimbursement or American Express Corporate Card Payment Service). Currently the only edit that can be accomplished with a batch is the removal of expense report(s). Removing Report(s) from the Batch To remove one or more expense reports from a batch follow these instructions: 1. Log into ExpensAble Corporate. 2. Click the View all Batches link from the Overview screen. 3. A screen displays all batches previously created. By default they are filtered by Exported, use the Select drop-down to change the filter if desired. 4. Select the batch to be edited and click on the Batch ID to drill in. Copyright ExpensAble 2013 25
5. Use the Select checkboxes to select the report(s) to be removed from the batch. 6. Click the Remove button. 7. The system will process the request and once complete the screen will refresh and display the same Batch ID but the Batch ID will no longer be a navigation link and the green checkmark will change to a blue arrow (indicating that the batch needs to be re-created). 8. Click the blue arrow icon to re-generate the batch. 9. The removed expense report(s) will be placed back into Accounting Review. Click Report(s) in Accounting Review link on the Overview screen to see the removed report(s). Exporting a Batch The export of a batch really only takes the expense data included in the batch and writes it to a new file using the file format selected prior to export. Each format is unique. Years ago, ASCII and CSV were popular format types. More recently, XML has become a more common format. The format you choose should involve an understanding of what format your 3 rd party accounting or other system supports. In many cases, the export is not the end. Most customers typically require the 3 rd party system to be customized for their use. This means that the exported file needs to be manipulated so that the data contained in the file matches or lines up with the data structure of the 3 rd party system. The export just dumps the data into a common format recognized by the 3 rd party system. It doesn t align the data fields, remove unnecessary data or append data. For example, City is a field in the batch file and if a city was entered during expense entry, it will be found in the batch file. But, let s say that the 3 rd party system doesn t have a field for city. The field city is not required to be included in the export and should be removed. This important step was accomplished during Implementation. Your ExpensAble Implementation team created custom translator files (.XSLT) that further edit the expense data exported making it exactly right for import into the 3 rd party system. When the batch file is exported, it is automatically converted to the right format and mapping required by the 3 rd party system during the export when the Accounting Review role selects the appropriate export file(s) to generate. The end result is the exact format and data that your 3 rd party system requires for import. 1. Log into ExpensAble Corporate. 2. Click the View all Batches link from the Overview screen. 3. Select Pending Action from the Select drop-down filter at the top of the list to find to batch to be exported. 4. Click the Batch ID link of the batch you wish to export to drill into the batch. 5. Verify that the batch displayed is the batch you wish to export then select the appropriate export format (see details below) from the drop-down list. Copyright ExpensAble 2013 26
6. Click the Export button and select the appropriate options for the format chosen. 7. The Save As dialog box displays. You must now determine where you would like to save the file. Select the location on your local or networked drive where you would like this file to reside, then name and save the file. Be sure to note the name and where you are saving the file as you will need to locate it so you can import it into your accounting, ACH and/or payroll solutions. Notes on Batch File Formats During Implementation custom export formats were defined and created for your company. When ready to export, simply select the export format you want and wait for the file transformation to complete. The exported file should map directly into your 3 rd party system. Additionally, there are several other generic options to select from: 1. Standard Export (ASCII) - basic text file format separating data by lines 2. Standard Transactional (CSV) - file format separating data by commas 3. Standard XML - file format using tag based delineation of data 4. QuickBooks IIF - file formatted for specific use with QuickBooks import requirements. 5. QuickBooks 2003 above file formatted for specific use with QuickBooks 2003 and above Notes on Saving Export Files Batches can be exported multiple times. It is important to keep a record of which files have been downloaded to avoid duplicate file exports Exported files are given the same name as the batch id. The batch id is generated based on the date of the batch creation (see table on page 25) Accounting Analysis Reports The Analysis reports are tools you can use to analyze your company s expenses quickly and easily. Copyright ExpensAble 2013 27
1. From the Overview screen, click the Analysis Reports icon at the bottom of the screen. An alternative is to select Analysis Reports from the Analysis menu. 2. Choose the type of report to display from the Select a report format: drop-down list. Select other parameters as determined by the report format selected. Click Back to reset the screen back to default. Copyright ExpensAble 2013 28
3. Click Generate Report to view the report in a browser. 4. Click Generate in Excel to save the file and view it in Excel. Copyright ExpensAble 2013 29
Accounting Show Me Reports The Show Me reports are tools you can use to analyze your company s expenses quickly and easily. The data for Show Me reports is generated once a month at the end of the month. This allows the pre-defined graphic and text based reports to provide good insight as well as performance. 1. From the Overview screen, click the Show Me Departments or Show Me Categories icon at the bottom of the screen. An alternative is to select Show Me Reports from the Analysis menu. Copyright ExpensAble 2013 30
2. Once the browser appears with the chart displayed, click the Hints and Legend link to find out more about using Show Me Reports. The chart is drillable. You can click on a section of the chart and a new window will appear displaying the data related to the section clicked on. Copyright ExpensAble 2013 31
3. The second level of the Show Me Reports provides both the graphical and raw data elements. Once again, click the Hints and Legend link to find out more about level 2 reports. Data can also be exported to Excel for further processing. Copyright ExpensAble 2013 32