Version 8 Installation Guide: Windows or Mac versions

Installing ExpensAble Office Version 8 This document contains the following sections: System Requirements ExpensAble Desktop Users Migrating to ExpensAble Office 8 Installing ExpensAble Office (Windows) Installing ExpensAble Office (Mac) Launching ExpensAble Office for the First Time (New User or New Data File) Launching ExpensAble Office for the First Time (Existing User with Existing Data File) System Requirements Your computer must meet the following system requirements in order to successfully install and use ExpensAble Office version 8. Windows Mac Intel Pentium III/AMD Athlon or better Minimum 512MB RAM 100 MB available disk space 1024 x 640 or higher resolution monitor Microsoft Windows 2000, XP or Vista OS Internet Explorer 6 or better Internet connection to access online features PowerPC G4, Intel Core Duo processor, or better Minimum 512MB RAM 100MB available Disk Space 1024 x 640 or higher resolution monitor Mac OS Tiger (10.4.11) or Leopard (10.5) Safari 2 or better Internet connection to access online features ExpensAble Desktop Users Migrating to ExpensAble Office 8 Older versions of ExpensAble Desktop must be uninstalled via Control Panel > Add/Remove Programs (Windows 2000, XP) or Control Panel > Programs and Features (Windows Vista) prior to installing ExpensAble Office 8. Note: Uninstalling ExpensAble Desktop will not remove your existing data file. When you install and launch ExpensAble Office 8, your old data file should be found and loaded automatically. If not, a screen will appear allowing you to locate the file. Page 2

Installing ExpensAble Office (Windows) This section assumes you have already downloaded the ExpensAble installation program (ExpensAbleOffice8.msi) to your computer from the ExpensAble Store web site. To install ExpensAble Office 8 on Windows, perform the following steps: Note: Close all other applications during installation 1. Locate the downloaded file ExpensAbleOffice8.msi on your computer and double click it to launch the installer. Click Next. ExpensAble Office Setup Wizard 2. Click Next to install ExpensAble Office in the directory specified in the Select Installation Folder screen. The default directory is: C:\Program Files\ExpensAble. Note: This is also the directory that will contain the User Guide and the End User License Agreement. Select Installation Folder Page 3

3. The Ready to Install screen is displayed. Click Install. 4. Click Next to complete the installation. Ready to Install Installation in Progress Page 4

Installation Completed 5. Click Finish. ExpensAble Office has been installed and a shortcut will be displayed on your desktop. Desktop Shortcut Page 5

Installing ExpensAble Office (Mac) This section assumes you have already downloaded the ExpensAble installation program (ExpensAbleOffice8.dmg) to your computer from the ExpensAble Store web site. To install ExpensAble Office 8 on Mac, perform the following steps: 1. Double click the downloaded file ExpensAbleOffice8.dmg to create and open the ExpensAble Office mount. Open ExpensAble Office Mount 2. Drag the ExpensAble envelope icon onto the Applications folder icon. Drag ExpensAble icon to Application icon Once the icon is dragged to the Applications folder, the copy process occurs completing the installation process: Installing ExpensAble Office Page 6

3. For your convenience the other icons represent the User Guide, End User License Agreement, Readme and Copyright documents and can be dragged into another folder or the desktop for easy access. Drag icon to new location 4. ExpensAble Office has been installed and an icon will be displayed in the Applications area of the Finder. ExpensAble icon in Applications area of Finder Optional Cleanup: 1. To remove the ExpensAble Office mount, right click on it and select Eject ExpensAble Office 8. 2. To remove the file ExpensAbleOffice8.dmg, right click on it and select Move to Trash Page 7

Launching ExpensAble Office for the First Time (New User or New Data File) ExpensAble Office saves all expense report envelopes, smart lists and other configuration data in a data file. When ExpensAble is run for the first time you are prompted to either create the data file or locate an existing data file. All new users will need to create a new data file. Existing users have the choice to either use their existing data file or create a new data file. Anyone that chooses to create a new data file will follow the steps shown here. Windows Double click the ExpensAble Office desktop icon: Mac Open the Finder, go to Applications and double click the ExpensAble Office icon: 1. If the Welcome to ExpensAble screen appears and Create a new file is selected: Welcome to ExpensAble a. You are a new user and a new data file needs to be created. Click b. Enter a name for the data file. Click Save. Note: Only enter a name for the file (e.g. expenses). ExpensAble Office will automatically add the file extension (e.g. expenses.qex) 2. The ExpensAble End User License Agreement is displayed. Select I accept the terms in the license agreement. Click Note: Read the terms included in the License Agreement before accepting. Page 8

End User License Agreement 3. Once the license agreement is accepted, the Guided Setup appears to collect user information. Enter your name, company name and registration code in the designated fields. Click Guided Setup Customer Information 4. This screen is used to tell the software whether or not to try and connect for registration after Guided Setup is complete. Select Yes if you currently have access to the Internet. Select No if you do not have access. Click Note: You can access the Guided Setup at any time to register your software by clicking Administration > Guided Setup from the left navigation panel. Page 9

Guided Setup Internet Access 5. The next screen allows you to edit your name as it will appear on the printed expense reports. Click Guided Setup Printed Name 6. Edit your company name to match how you want it to appear on the printed expense reports. Click Guided Setup Printed Company Name 7. Enter your department name if you want it printed on the expense reports. Click Page 10

Guided Setup Printed Department Name 8. Enter your phone number if you want it printed on the expense reports. Click Guided Setup Printed Phone Number 9. If you have an employee number and want it printed on the expense reports, enter it here. Click Guided Setup Printed Employee Number 10. Enter your E Mail address. This is a required field. Click Page 11

11. If you have a mail stop, enter it here. Click Guided Setup E Mail Address Guided Setup Company Mail Stop 12. Select your home currency from the drop down list. Click 13. Enter your mileage reimbursement rate. Click Guided Setup Home Currency Page 12

Guided Setup Mileage Rate 14. The next screen relates to value added taxes charged outside of the United States. If most of your expenses occur within the US, select No. If most of your expenses do occur outside of the U.S., select Yes. Click Guided Setup International Taxes a. Clicking Yes will display a screen allowing you to select which value added tax to include in your expense entry screen. Click Page 13

Guided Setup Select Special Tax 15. Your completed profile is displayed. Click to go back and edit entries. Click to continue. 16. Enter your personal address in this screen. Click Guided Setup Completed Profile Guided Setup Personal Address 17. Edit your company address if different from personal address. Click Page 14

Guided Setup Company Address 18. Select the options desired. Click 19. Registration benefits screen is displayed. Click Guided Setup Notification Options Guided Setup Submit Registration Page 15

20. If you selected Yes to the earlier question pertaining to having Internet access, ExpensAble Office will attempt an Internet connection and validate your registration: Validating Registration Once completed, you will be navigated to this encryption screen. If you selected No, you will be navigated directly to this encryption screen. Select No if you want to use the normal level protection of sensitive data. Click Select Yes if you would like to use encryption for a stronger level of security. Guided Setup Encryption a. If you select Yes, the password screen is displayed. Enter a new password, confirm the password. Click Guided Setup Encryption Password 21. The Guided Setup is complete. Select the Start the Account Guided Setup interview checkbox if you are ready to setup your payment methods now. Instructions for the Account Guided Setup can be viewed in the User Guide. Click Note: The User Guide for Windows can be found in the directory in which ExpensAble Office was installed. The default was C:\Program Files\ExpensAble Page 16

Note: The User Guide for Mac will be in the folder you moved it to during the installation process. Guided Setup Complete Page 17

Launching ExpensAble Office for the First Time (Existing User with Existing Data File) ExpensAble Office saves all expense report envelopes, smart lists and other configuration data in a data file. When ExpensAble is run for the first time you are prompted to either create the data file or locate an existing data file. Existing users who used older versions of ExpensAble Desktop have the choice to either locate and use their existing data file or create a new data file (see section above). Note: if the data file (*.qex) was never moved or renamed ExpensAble Office 8 will locate and open the file. The default, system created data file was named expensese.qex and was stored in your Documents folder. Windows Double click the ExpensAble Office desktop icon: Mac Open the Finder, go to Applications and double click the ExpensAble Office icon: 22. If the Welcome to ExpensAble screen does not appear, you are an existing user and ExpensAble Office successfully located your existing data file and loaded it automatically. You will see the End User License Agreement (step 3.) 23. If the Welcome to ExpensAble screen appears and Locate your ExpensAble file is selected: Welcome to ExpensAble a. You are an existing user but your data file was either moved or renamed and cannot be located. b. Click to locate your data file. Note: If you are not sure what your data file was named, look for files ending with the extension.qex. These are ExpensAble data files. 24. The ExpensAble End User License Agreement is displayed. Select I accept the terms in the license agreement. Click Note: Read the terms included in the License Agreement before accepting. Page 18

End User License Agreement 25. The ExpensAble License Details screen is displayed. Enter your Registration Code and Click Note: The improved on line registration support of ExpensAble Office facilitates the registering of your product promptly and securely. Registration Code 26. Once saved, ExpensAble Office will attempt to validate the registration code. If you are connected to the Internet the validation screen will appear: Validating Registration Installation and registration are complete. You are ready to use ExpensAble Office version 8. Please refer to the User s Guide for details on the Guided Setup, entering expenses and other functionality. Note: The User Guide for Windows can be found in the directory in which ExpensAble Office was installed. The default was C:\Program Files\ExpensAble Note: The User Guide for Mac will be in the folder you moved it to during the installation process. Page 19