Administrator Features Guide for ExpensAble Corporate

Transcription

Administrator Features Guide for
ExpensAble Corporate
Table of Contents
Administrator Support .......................................................................................................................................................................... 2
Administration of ExpensAble Corporate ..................................................................................................................................... 2
Administration Home ............................................................................................................................................................................ 2
Company Info ............................................................................................................................................................................................ 3
General Info ........................................................................................................................................................................................... 3
Program Features ............................................................................................................................................................................... 5
Security Settings................................................................................................................................................................................ 12
Routing/Reconcile Rules ............................................................................................................................................................... 14
Employees ................................................................................................................................................................................................ 15
Active vs. Suspended Employees ............................................................................................................................................... 16
Edit Employee .................................................................................................................................................................................... 16
Delete Employee ............................................................................................................................................................................... 16
New Employee ................................................................................................................................................................................... 16
Employee Screen: Field Descriptions .................................................................................................................................. 17
Additional Employee Features .................................................................................................................................................... 22
Proxy Settings ......................................................................................................................................................................................... 27
Configuration .......................................................................................................................................................................................... 30
Unlock Reports ....................................................................................................................................................................................... 30
Pagination Settings ............................................................................................................................................................................... 31
QuickBooks Guided Setup .................................................................................................................................................................. 36
Using Installed Version of QuickBooks .................................................................................................................................... 36
Supported Browser: Microsoft Internet Explorer .......................................................................................................... 36
Windows Vista, Windows 7 and Windows 8 Operating Systems ............................................................................ 37
Using Online Version of QuickBooks ........................................................................................................................................ 50
Supported Browser: Microsoft Internet Explorer .......................................................................................................... 50
Enabling Connection Settings ................................................................................................................................................. 56
QuickBooks Guided Setup - Mapping ....................................................................................................................................... 59
Clearing a Mapping .......................................................................................................................................................................... 73
Adding Employees ............................................................................................................................................................................ 75
Removing/Suspending Employees ........................................................................................................................................... 78
Adding an Expense Type, Department, Bill To, Item or Company Paid Accounts ................................................. 79
Fax Queue ................................................................................................................................................................................................. 82
Administrator Features Guide
Administrator Support
Insperity Expense Management toll-free number:
888.386.0002
Insperity Expense Management support email:
[email protected]
Administration of ExpensAble Corporate
The Administrator role within ExpensAble Corporate provides the ability to make changes to the setup that
was delivered during implementation. Changes made do impact your entire company setup and should be
seriously considered prior to making the changes permanent. Only users with the Administrator role can
make changes. There are no limits to the number of Administrators that can be enabled within each
company.
There are 2 documents to support Administration of ExpensAble Corporate:
 Administrator Features Guide for ExpensAble Corporate (this guide)
 Administrator Configuration Guide for ExpensAble Corporate
Administration Home
Clicking the Administration menu item displays the Administration Home screen. This screen displays
administrator links down the left side of the screen (1) as well as matching quick links in the
administration home screen (2).
Copyright ExpensAble 2014
2
Company Info
The company info link is used to select the features being used, setup security and view general company
information.
General Info
The general info tab is used to make some minor edits such as change the company id users enter to login,
change the print form being used and select if notes are to be allowed by user role.
Hands-on
Screens/prompts
3
Hands-on
Screens/prompts
1. Log in to ExpensAble as
an Administrator.
Click on
Administration (1) >
Company Info (2).
2. In the general info tab
(1), you can click Edit
(2) and make changes
such as change the
Company Code* your
users enter to log in, you
can change which print
form is used and whether
notes are allowed by
user role (3).
Note: All changes made
here take place
immediately upon clicking
Save.
*changes to the
Company ID need to be
communicated to all
users as it is required
during sign in.
4
Program Features
ExpensAble Corporate contains features that are controllable by the Administrator. Features can be edited
and saved without creating a new configuration. These changes take place as soon as they are saved. Each
feature is described here.
Hands-on
1.
Log in to ExpensAble as
an Administrator.
Click on
Company Info (2).
2.
Click the features tab.
Click Edit button.
Screens/prompts
5
Hands-on
3.
Screens/prompts
Select and de-select the
appropriate checkboxes
for the features desired.
Each feature is described
below.
Click Save when
finished.
Proxy Approver
Supports the ability to assign someone to be an approver for someone else.
Both the original and proxy approver receive reports they are responsible
for approving. Only one of them needs to approve the report.
Proxy Submitter
Supports the ability to assign someone to generate expense reports for
someone else. Reports submitted by the proxy are automatically routed to
the assigned approver as if submitted by the original user.
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Hands-on
Screens/prompts
Reconciliation
Turns on the ability to select Reconciliation as a role for an employee. At
least one employee must be assigned the Reconciliation role if the feature is
turned on. Expense reports that are sent to Accounting for final review are
also sent to Reconciliation. The reconciler verifies that attached receipts
match with the submitted expense items by marking checkboxes for each
receipt and expense.
A new tab will appear here at Company Info if Reconciler is enabled. See
details below.
Time Capture
Turns on the ability to use Time as an expense type. Expense entry
supports entry of hours and hourly rate then auto-calculates total.
QuickBooks 2003 or
above Integration
Turns on the Quickbooks Guided Setup link in Administration for setup of
Quickbooks seamless integration.
The following program
feature: Lock Charge to
Dept is only visible if the
Enable use of Exp.
Details Charge to
Department options is
set to Yes by the
ExpensAble
Implementation
Specialist.
Lock Charge to Dept
Disables the Charge to Dept drop-down list in expense entry. Selection can
be made when creating a new expense report and selection made will be
carried into each expense item. All expenses in the report will contain the
same Charge to Dept selection.
Lock BillTo
Disables the Bill To drop-down list in expense entry. If a Bill To is selected
when creating a new expense report that Bill To will be automatically
assigned to each expense item, even corporate card transactions imported
into the expense report. All expenses in the report will contain the same
Bill To selection.
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Hands-on
Screens/prompts
Lock Items
Disables Item entry in expense entry. If an Item is selected when creating a
new expense report that Item will be automatically assigned to each
expense, even corporate card transactions imported into the expense
report. All expenses in the report will contain the same Item selection.
Policy Warnings
Override
Allows Accounting Reviewers to approve reports after editing expenses and
triggering Policy Rule Warnings.
Policy Blocks Override
Allows Accounting Reviewers to approve reports after editing expenses and
triggering Policy Rule Blocks.
Import/Export
Departments (XML)
Allows the export of the Department File in XML format. Information can
then be updated outside of ExpensAble, and the file can be imported back
into ExpensAble to update the Department Records.
Multiple Views
Displays icons in the Department screen allowing the viewing of the
Department hierarchy in different ways. Only Administrators see these
icons.
Options include a “Levels View”, “Tree View”, “Full Path Ledger View” and
“Child Ledger View”.
Receipt Images
Allows receipts to be faxed and automatically be attached to an expense
report (Please contact Sales for more information). Must have fax receipt
imaging as part of your solution.
SmartList control for
Merchant, City, Purpose,
and Vehicle fields in
Expense Entry
Turns on SmartList feature for Merchant, City, Purpose and Vehicle fields.
The SmartList works much like Google Search where you start typing and a
list of matches is presented to you. Matches displayed contain any of the
letters entered for the search. For example, type “ex” and the results might
be:
.
This makes searching and selecting much faster in these fields.
Leaving the SmartList off presents the user with only a text box to type in
with no search or re-use of pre-entered merchants, cities, purposes or
vehicles.
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Hands-on
Screens/prompts
Department, Employee,
Bill To fields
Turns on SmartList feature for Department, Employees and Bill To fields.
The SmartList works much like Google Search where you start typing and a
list of matches is presented to you. Matches displayed contain any of the
letters entered for the search. For example, type “ex” and the results might
be:
.
This makes searching and selecting much faster in these fields.
Leaving the SmartList off presents the user with a drop-down list from
which they select from.
Note: New entries are not automatically added to the SmartList for
Employee, Department and Bill to. If the Item is setup as a free-form entry
field (text box), new entries are added to the individual submitters Item List.
Items field
Turns on SmartList feature for Item field. The SmartList works much like
Google Search where you start typing and a list of matches is presented to
you. This makes searching and selecting much faster in these fields.
The item field has its own personal settings so if SmartList feature is off,
Item will either present a button to display the list or a text box to type.
This Setting overrides the user input options offered in the Item setup
screen.
Expense Type field
Turns on SmartList feature for expense type. For most companies, the
standard drop-down for expense types is preferred. If your expense type list
becomes very long and unmanageable using a simple drop-down list, you can
change it to a SmartList and ask users to start typing vs. just selecting.
Allow Employees to
Delete Imported Credit
Card Transactions in CC
Genie
If unchecked, users cannot delete any Corporate card transactions received
through the automated Corporate Card Transaction Feed Program, in both
ExpensAble Corporate and the off-line client.
This can be turned on periodically to allow users to delete old, unused
transactions.
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Hands-on
Screens/prompts
Allow Quick Approve
for Managers
Makes the Quick Approve button visible for Approver role. Allows
approval of expense reports without having to drill into the report and
review individual expenses. This option is not a best practice which is why it
is set to off by default.
Allow Quick Approve
for Accounting Review
Makes the Quick Approve button visible for Accounting role. Allows
approval of expense reports without having to review individual expenses.
Off by default.
Allow Line Item
Rejection
Disabled. Only ExpensAble can turn on this feature.
Warning: Consult with ExpensAble Technical Support and/or
Implementation before using this feature as it requires specific insight,
additional training and a clearing out period.
Allow Dynamic Routing
Disabled. Only ExpensAble can turn on this feature.
Warning: Consult with ExpensAble Technical Support and/or
Implementation before using this feature as it requires specific insight,
additional training and a clearing out period.
ACH Reimbursement
Service
Enables the “ACH Reimbursement Service” option in the export dropdown for Accounting. This is a 3rd party service with a fee associated. This
feature is only turned on if the customer has signed an agreement with our
processor. Off by default.
10
Hands-on
Screens/prompts
Credit Card Bill Pay
Service
Enables the “Credit Card Bill Pay” option in the export drop-down for
Accounting. This export option creates a remittance file used by American
Express to know which card/employee account gets credit and how much
of the pending payment will be applied. This is part of the Amex automation
program to pay bills as expenses are approved. Most customers send one
copy of this file to Amex and the other to their financial institution who
then sends the payment to Amex via ACH. Customer must sign up with
Amex for this program prior to turning this feature on.
Enable Use of Converted
Batch List View
A display that shows all batches that have been exported/converted using
one of the built in or custom export formats.
Accounting can re-export the batch or download the exported file from this
screen.
Enable Use of Personal
Credit Card Download
Enables the Personal Card section in the Overview screen and presents a
setup link so the user can connect to their financial institution and
download transactions to local pc. The financial institution will upload that
file to ExpensAble. It is not a one way, automated feed. The submitter must
login to their FI, download and upload the file each time. The user must
have online banking already setup.
Enable Line Item
Receipts
Enables the ability to attach receipts to the indivdual line/expense item.
Works in addition to the report based receipt attachments. Attaching
receipts directly to the individual expense is a Best Practice.
Enable Currency
Convertor in Expense
Entry
Turns the currency convertor on or off in the gray expense entry screen.
Enable Email Receipts
Turns on the ability for users to setup and verify up to 3 email addresses
with ExpensAble. Users go to Settings to validate emails. Once verified, you
can email receipts into the solution either via photos of receipts taken on
SmartPhones or ask vendors (e.g. hotels, car rentals, etc.) to email receipt
to you and you forward them to [email protected].
Allow Employees to Edit
Bank Account and
Routing Information
Enables submitters to make changes via Settings to their direct deposit
information.
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Hands-on
Screens/prompts
Track Provider Spending
Support for Provider Open Payment or Sunshine Act. Medical device and
drug companies must track expenses and list involved Providers. Provides a
search tool, auto/manual allocation of the expense, analysis report and
export file.
Expense Card Admin
Role can Approve
If using ExpensAble Plus MasterCard, this feature allows the Card
Administrator role to also approve funds requests along with Group
Managers.
Create Expense Reports
from Approved Fund
Requests
Feature that automatically creates a blank expense report for the submitter
when their fund request is approved. The name of the report matches the
name of the fund request.
Reclaim Funds from
Expense Card when
Approved by Accounting
Feature that automatically moves funds from the submitter’s expense card if
the approved report amount is less than the fund’s request. Feature above
must be enabled along with this feature.
Enable Partial Allocation
Allows expenses to be allocated either by amount or percentage. Requires
higher level feature be enabled by Implementation Specialist for this feature
to be enabled.
Security Settings
The security settings tab presents options for setting inactivity timeouts, action to occur after first login
and password requirements.
Hands-on
1.
Screens/prompts
an Administrator.
Click on
Company Info (2).
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Hands-on
2.
Screens/prompts
Click security settings.
Click Edit button.
13
Hands-on
3.
Screens/prompts
In the security settings
tab you can make several
changes.
Most of these fields are
intuitive and self-evident
and do not require
documentation here.
Roles: These time
parameters set the
inactivity timeout by
role. In this example, if
the submitter is
inactive for 2 hours and
20 minutes they will be
logged out.
Hint: If a submitter is
logged into the website
and sends in a receipt or
expense from the mobile
app, they will be logged
off the website. Only one
valid login per user is
allowed at a time.
Routing/Reconcile Rules
If the Reconciliation feature is enabled, a new tab will appear in the Company Info screen. One of the
options for handling final approving (Accounting Review role) of expense reports during reconciliation
process will need to be selected.
Hands-on
Screens/prompts
14
Hands-on
1.
If the Reconciliation
feature was enabled via
the Features tab, a new
tab will appear under
Company Info.
This tab is labeled
routing/reconcile
rules.
2.
Select the rule that will
be used for
reconciliation.
Click Save.
Screens/prompts
Reconciliation required for payment: expense reports simultaneously go the
accounting and reconciliation queues. Reports are eligible to be batched once they
have been reconciled and approved for payment.
Reconciliation not required for payment: Expense reports simultaneously go
the accounting and reconciliation queues. Reports can be approved for payment and
batched without receipt reconciliation. The report may be reconciled at any point
in time.
Automatic approval of payment with no policy violations: Expense reports
are automatically approved for payment if they do not contain any policy violations.
If violations exist, the report is sent to the accounting queue. Reports can be
approved for payment and batched without receipt reconciliation. The report may
be reconciled at any point in time.
Automatic approval pending receipts with no policy violations: Reports
are automatically approved pending receipts if they do not contain any policy
violations. If violations exist, the report is sent to the accounting queue. Reports
are eligible to be batched once they have been reconciled and they have approved
pending receipts.
Employees
The employee section of Administration gives you the ability to add, edit and suspend users. Employees are
given usernames and passwords, assigned roles, assigned a reimbursement method along with direct
deposit account and routing information (if applicable) and if using the corporate card feed feature, card
numbers are assigned. Employees may also be assigned to groups from the Employee screen.
For large employee lists we recommend using the Search feature located at the top of the screen. Just type
any letters and any employee name that contains those letters will be displayed. Just type, wait a second
and the search will begin automatically.
15
Active vs. Suspended Employees
When you first enter the Employee screen the list is filtered by Active users. If you need to see Suspended
Users or All users (both active and suspended users), use the filter drop-down at the top-right corner of the
screen:
Edit Employee
To edit an existing employee click Administration > Employees. Click the employee name to select them
(note the red pointer icon should align with their name) and click Edit. Make the desired chances and click
Save.
Delete Employee
Only employees that have not been active in the solution can be deleted. If the employee has logged in to
ExpensAble and taken action, chances are good that they cannot be deleted. If this is the case they must be
suspended. To delete an employee click Administration > Employees. Click the employee name to select
them (note the red pointer icon should align with their name) and click Delete. If an error message
appears, click Edit and select the Suspended option in the top-right corner of the screen.
Note: If the employee being suspended is an approver and still has reports pending their approval, they
must take action on those reports prior to being suspended.
Note: If the employee being suspended is an assigned departmental (Bill To or Item) approver you must
first remove them as the approver before they can be suspended. Depending on your approval workflow,
the employee could be the approver for a Department, Bill To or Item.
New Employee
To add new employees follow these steps:
Hands-on
Screens/prompts
16
Hands-on
1.
an Administrator.
Click on
Administration >
Employees.
A list of all active
employees is listed.
Details can be viewed by
clicking on the employee
name and looking at the
gray area at bottom of
screen or clicking Edit.
Note: Be sure the red
pointer icon is
positioned on the name
you want to view before
clicking Edit.
Click New
2.
A blank new employee
screen appears.
Each field is detailed
below.
Screens/prompts
Employee Screen: Field Descriptions
Field
Description
Notes
17
Field
Description
Notes
General
This section is used to enter general information about the employee as well as specific info pertaining to their
log in credentials, department they belong to and policy group.
First Name
Enter first name of employee
Required field. Field is case sensitive, first letter
must be a capital
Middle Name
Enter middle name of employee
Optional field
Last Name
Enter last name of employee
Required field. Field is case-sensitive, first letter
must be capital.
Status
Active = using the system
Employees must be marked active to log in.
Suspended = no longer using the
Employees cannot be deleted if they have ever
system
logged in and did work. They must be
suspended
Login ID
What the user will type as their login
Most companies use their email naming
name
convention for the login ID
Password
Enter their starting password
Implementation uses “Welcome1” as initial
password. We set the security setting for “user
must change password on first login” so the
user can manage their own password
Confirm Password
Re-type the same starting password
Email
Enter their valid work email here
All email notifications will use this address to
send the user email. Emails are sent when
reports are approved for payment, rejected,
expense card funds approved or rejected, etc.
Employee ID
This field is not specifically used by
Many times during implementation it is
the system so can hold their ID or be
discovered that one or more of these 3 fields
re-purposed to hold any helpful
will be used to hold data specific to the expense
information
data being exported out of ExpensAble. If you
see information in these fields that may not
align with the name of the field you should not
remove that information without checking with
Insperity.
Phone
information
Insperity.
Mailstop
information
Insperity.
Fax Receipts
If the employee was assigned a
It is very rare that an entry will be made here.
Number
specific fax number to use when
Typically one fax number is provided per
faxing in receipts, enter it here
company and is set in a different area by the
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Field
Department
Policy Group
Description
Use the arrow icon to display and
select the employee’s department. You
can also type to search.
To select which policy group the
employee will be a member of use the
drop-down list
Social Security
Number
Date of Birth
Notes
implementation team.
Policy groups are a means to filter policy rules
among users. Policy groups contain policy rules
that are applicable to the employees assigned to
the policy group. For more, see Policy Groups in
Configuration section
SSN and DOB fields are only used if employee is
using the ExpensAble Plus MasterCard (expense
card) and will be accessing funds via ATMs
SSN and DOB fields are only used if employee is
using the ExpensAble Plus MasterCard (expense
card) and will be accessing funds via ATMs
Roles
This section identifies what roles the employee will hold. Roles determine what they will see and be able to do
in ExpensAble. The most common roles are Submitter and Approver. In smaller companies, it is not uncommon
to see one person take both the Administrator and Accounting Review roles.
Expense Roles:
User that creates and submits
The most commonly used role in the system.
Submitter
expenses. Provides user access to
Receives email notifications when a report is
creating and managing expense
approved for payment (final approval) or
reports, creating and managing
rejected.
reimbursable and non-reimbursable
User has access to the following sections in the
expenses via manual creation, mobile
home screen:
application and/or corporate credit
 Expense Reports
card feeds. User can manage receipts
 Corporate Card Transactions (if enabled)
via mobile app, email, scanning
 E-Bin Transactions (once a mobile
and/or faxing (if enabled).
expense or receipt is received or email
receipt received)
Expense Roles:
User that is setup for travel
This role is only used if travel integration with
Traveler
integration with 3rd party partners.
one of our partners has been put in place. The
When a trip is booked, an expense
traveler role allows the booking partner to send
report is created containing the
itinerary data to ExpensAble. The user must
airfare, hotel, car, etc. ready for
also be assigned the Submitter role.
editing.
Expense Roles:
User that will approve expense
Typically a departmental or project manager
Approver
reports.
responsible for approving expenses within their
department or project.
pending their approval or if enabled, if a report
has been sitting in their queue too long.
home screen:
 Approval Information
 Analysis Reports (limited to their
department)
Expense Roles:
User that performs final approval
Typically a role inside Accounting that is
Accounting
function for expense reporting. This
responsible for final approval of expense
role also has full access to all analysis
reports.
19
Field
Description
reports and is responsible for
batching and exporting data out of the
system
Expense Roles:
Analysis
User that is given access to all analysis
reports, company wide
Expense Roles:
Administrator
User that will be managing the
ExpensAble solution
Expense Roles:
Reconciler
User responsible for checking all
receipts and verifying they match the
expenses.
During approval checkboxes are
displayed in a Receipts column. As
receipts are verified, the checkbox is
selected.
Expense Roles:
Fax Administrator
User responsible for re-routing lost
faxes to their appropriate expense
reports
Expense Card:
Cardholder
User that holds an expense card using
it to pay for expenses
Expense Card:
Group Manager
User that will be responsible for a
group of card holders
Notes
has been sitting in an approval queue too long.
home screen:
 Accounting Information
 Analysis Reports
 Show Me Reports
This nature of this role provides access to
potentially sensitive expense data complete
with user names and departments.
home screen:
 Analysis Reports
Administrators provide first line of support for
users in addition to making changes in the
system, resetting passwords and unlocking
reports.
Receives email notifications sent from Insperity
Expense Management and when a report is
has been sitting in an approval queue too long.
home screen:
 Administration menu in toolbar that
launches multiple configuration screens
This role is displayed only when the
Reconciliation feature is turned on via
Administration > Company Info > Features.
pending their approval
home screen:
 Accounting Information (but only to audit
receipts, no approval allowed)
Usually this role can be given to the
Administrator. On rare occasions faxes
containing receipts don’t link to their report.
This role is given a utility to link faxes to
reports
home screen:
 Fax Administration
Only valid if using the ExpensAble Plus
MasterCard (expense card).
home screen:
 Expense Card menu
20
Field
Expense Card:
Administrator
Description
Notes
home screen:
home screen:
User that will administrate the card
program for the company which
includes but not limited to assigning
cards to users, setting up card groups,
budgets, scheduled transfers, approve
transfers, etc.
Reimbursement
This section is all about reimbursing the employee. The reimbursement method is selected here and specific
details about the bank account are also entered.
Reimbursement
Select the method to be used for
This list is the list that was created by the
Method
reimbursing the employee’s expenses
Administrator/Implementation and can be
found at Administration > Configuration >
Accounting Settings, Reimbursement tab
Routing Number
If the reimbursement method is direct
deposit or ACH into the employee’s
personal bank account, enter the
routing number here
Account Number
If the reimbursement method is direct
personal bank account, enter the
account number here
Bank Account Type If the reimbursement method is direct
personal bank account, select the type
of account here
International ACH Reimbursements
The fields listed in this section are required for any ACH reimbursements going outside the US borders. This
applies mostly to Canada. The payee’s address must be included in the ACH file. These fields support that
compliance issue.
Employee Address
Enter the employee’s street address
Only use if reimbursing the employee via ACH
outside of the United States
City
Enter the employee’s city
State/Province
Enter the employee’s State or
Province
Postal Code
Enter the zip or postal code
Country Code
Select the employee’s country from
the list
Expense Type, Bill To and Distance Groups
Groups are a way of filtering lists and only presenting items to users that make sense. For example, you may
have two expense type groups; one for executive and one for service teams. The executives may have an
expense type of “country club dues” and only they should have access to it. That expense type would be added
to the executive expense type group but not to the service team expense type group. As long as the individual
employees are assigned to the appropriate expense type group, only executives will see the country club dues
expense type.
Expense Type
Expense types are created once but
All is the default, built in group that everyone is
21
Field
Group
Bill To Group
Distance Group
3.
Description
can be assigned to multiple groups.
Groups allow for filtering of expense
types by users so they only see what is
applicable to them.
Bill To (projects, customers, etc.) are
created once but can be assigned to
multiple groups. Groups allow for
filtering of Bill To by users so they
only see what is applicable to them.
Distance rates are created once but
can be assigned to multiple groups.
Groups allow for filtering of
mileage/km rates by users so they
only see what is applicable to them.
Notes
assigned to automatically. You must remove
and add groups to change the default settings.
Enter the appropriate
information for the new
employee.
Click Enter.
The employee will be
saved and ready for first
login.
Additional Employee Features
Once an employee is created, there are additional features that can be setup for them using the buttons that
appear in the employee screen. Each of these buttons is described here:
Hands-on
Screens/prompts
22
Hands-on
1.
Click on
Administration >
Employees.
Note the buttons
appearing at the top of
the gray area.
2.
New button will invoke
a blank new employee
screen.
This is a global
operation, not specific to
the employee currently
selected.
Screens/prompts
23
Hands-on
3.
Corp Card button will
only be displayed if your
company elected to use
our Corporate Card
data feed to receive your
corporate card
transactions into
ExpensAble.
Select the Corp Card
Enter the Card
Number
Enter the Name of
Card
Click Enter
Click Finish
4.
Import button displays
an import screen
allowing you to upload
employee records.
This is a global
operation, not specific to
the employee currently
selected.
Warning: We strongly
recommend that you
contact ExpensAble
support prior to using
this utility. There are
three screens involved.
First the upload file is
selected then mapping is
defined followed by
actual import.
Screens/prompts
24
Hands-on
5.
ED License button only
appears if you elected to
use the offline client in
addition to the
ExpensAble website.
This utility identifies valid
registration codes
assigned to the
employee. The
Administrator can email
installation instructions
to the employee and
mark registration codes
as active or inactive.
6.
Proxy button will only
be enabled if the “proxy
submitter” or “proxy
approver” features are
turned on via
Administration >
Company Info >
Features.
Allows Administrator to
individually assign the
employee as a proxy
submitter, approver or
both and whom they will
proxy for.
If setting up a proxy
approver for another
approver, you can also
select if the email
notifications should
continue going to the
original approver.
Screens/prompts
25
Hands-on
7.
Notes button allows the
Administrator to add a
note related to this
employee and tag it to
their name.
Click New and enter the
note.
8.
Once a note is attached,
a note icon will appear
next to the employees
name in the employee
screen.
9.
Travel button only
appears if travel
integration was selected
as part of the sale.
Travel screen provides
ability to setup
integration Single-Sign
On to the booking tool.
Note: Information
entered here is very
specific and you should
contact Support prior to
editing.
Screens/prompts
26
Proxy Settings
Proxy users are those that are authorized to either submit expenses or approve expenses on behalf of
someone else. Proxy Settings lets you select both proxy submitters and proxy approvers and then assign
them as proxies to other users. Proxy submitters are commonly used when executives ask their executive
assistants to enter and submit expenses for them. Proxy approvers are commonly used when an approver
is going out of the office for vacation and needs someone else to approve expenses routed to them.
Proxy users can be setup via the Employee screen on an individual basis. This link supports the ability to
create multiple proxy users in one utility.
Important Note: A proxy can be a proxy for multiple employees but once a proxy, that employee cannot
have a proxy assigned to them. Neither can you assign multiple proxy users to the same employee.
To set up proxy users follow these instructions:
Hands-on
1.
Screens/prompts
an Administrator.
Click on
Administration >
Proxy Settings.
Click New
27
Hands-on
2.
The Assign Proxy Users
screen appears.
Select if the user will be
a proxy submitter or
approver.
Select which employee
will be the proxy
submitter or approver
from the drop-down list.
Select who or whom the
proxy selected in step 2
will proxy for in the
Available Submitters
(Approvers) list and click
Add.
Once done, click Enter.
Repeat for all proxy
users.
3.
In this example, Mike
Manager will be the
proxy approver for both
Brooke Boss and Dave
Director.
Vince Allen will be the
proxy submitter for both
Dave Director and Fred
Mertz.
Screens/prompts
28
Hands-on
4.
Screens/prompts
When the proxy
submitter creates a new
report, they will select
which employee the
report belongs to.
The proxy submitter will
have access to the
original submitter’s
Corporate Card and Ebin (mobile and email
receipts) transactions.
29
Hands-on
5.
Screens/prompts
When the proxy
approver logs in, their
approval queue shows all
reports they approve as
well as those they are a
proxy approver for.
Configuration
Configuration is the heart of your setup and comprehensive enough that it requires its own user guide.
Please refer to the Administration Configuration Guide for all details pertaining to the Configuration link.
Unlock Reports
If a submitter has an expense report open and exits the website by closing the browser vs. logging off, the
open report will be locked. Also if two users access the same report at the same time, it may also be locked.
Once locked no one may have access to the expense report until the locking timer expires. Administrators
can over-ride the lock out and unlock reports for users.
To unlock a report(s) follow these steps:
Hands-on
Screens/prompts
30
Hands-on
1.
an Administrator.
Click on
Administration >
Unlock Reports
2.
All locked reports are
displayed.
Use the Unlock
checkbox to select the
report(s) to unlock.
Click Unlock.
The report is now
accessible to the user.
Screens/prompts
Pagination Settings
Pagination provides for customization of how you view and navigate through large lists in Administration,
Accounting Review and Approval. Pagination settings help you maximize efficiencies when working with
lists.
Field
Ledger Name
Description
List/screen that is impacted by the settings
Default Sort
The column used to sort the list
Notes
Screen within the website that contains a
list and will be impacted by pagination
Informational only as sort cannot be
changed here
31
Field
Threshold
Description
The number of rows, items, records required
to trigger pagination
Rows
The number of rows, items, records that will
be displayed at a time once the threshold has
been reached.
SmartBar
SmartBar gives one-click access to groupings
of records either alphabetically or by dates.
AlphaBar
AlphaBar gives a one-click access to all list
items that begin with the letter clicked on.
Displays a message to the user that
performance could be impacted if they try to
display too many items by clicking Show All
Warning Limit
Notes
When a list is displayed, there is usually a
“Pagination” link at the top that will switch
to pages vs. showing all. The link will not be
enabled until the number of rows is equal
or greater to the threshold value.
The number of rows displayed can have an
impact on performance. The larger the
number the longer it may take to generate
and show the list.
When a word or date is clicked the list is
refreshed to show the word or date at the
top of the list and subsequent items below.
To set Pagination Settings follow these steps:
Hands-on
1.
Screens/prompts
an Administrator.
Click on
Administration >
Pagination Settings
32
Hands-on
2.
Screens/prompts
The pagination settings
screen is displayed.
Click Edit to make
changes.
Click Save when done.
The Ledger Name
represents the list. For
example, Accounting
Review List is the list of
reports pending approval
by the Accounting
Review role.
Administration >
Employees displays the
Employee List in
Administration, etc.
We will use the
Accounting Review List
in our explanation.
3.
The Accounting Review
list was edited to the
following:
Threshold = 5
Rows = 10
SmartBar = True
AlphaBar = True
Warning Limit = 15
The results are shown in
the next steps.
33
Hands-on
4.
Screens/prompts
As there are more rows
in the list than 5,
pagination is enabled via
the threshold value.
Screen is showing all
records. Threshold is 5
so click Paginate to
limit list to pagination
settings.
Clicking Paginate limits
list to 10 records as per
rows setting.
34
Hands-on
5.
SmartBar is on and
provides quick access to
a grouping by clicking on
the entries displayed in
the SmartBar.
If the list is text, not
numbers, text appears
(e.g. employee or
department names)
6.
AlphaBar provides
quick access by first
letter.
Screens/prompts
35
Hands-on
7.
Screens/prompts
Warning displays a
message to the user if
the list is larger than the
warning entry and user
tries to Show All.
QuickBooks Guided Setup
The QuickBooks Guided Setup is a utility that allows Administrators to map their expense data to QuickBooks. When
expenses are approved for payment and batched, the data can be exported to a file that is then imported into
QuickBooks. The QuickBooks Guided Setup ensures the success of this activity by helping to configure QuickBooks.
ExpensAble currently supports two flavors of QuickBooks; the installed version and the online version. Installed
versions supported are QuickBooks 2003 and later. Each requires its own specific set of instructions and are included
here.
Using Installed Version of QuickBooks
If you are using the version of QuickBooks that was actually installed on a computer, there are some very specific
action items that must be completed prior to connecting to QuickBooks. These steps will permit the successful
interface of the installed version of QuickBooks with ExpensAble Corporate. Each is described below.
We currently support QuickBooks version 2003 and newer.
Supported Browser: Microsoft Internet Explorer
Internet Explorer is the only browser supported for interfacing the installed version of QuickBooks with ExpensAble
Corporate. Communication takes place through an Add-On that is installed to Internet Explorer. This Add-On is an
Active X control and you must have Administrator rights on the computer to which it will be installed.
36
Windows Vista, Windows 7 and Windows 8 Operating Systems
Security for Internet Explorer Add-Ons was changed beginning with Windows Vista and carrying forward through the
latest version of their Operating System. The change results are that Add-Ons to Internet Explorer cannot run under
an elevated permission. Elevated permission really means that the Add-On cannot be run if the user was setup in
Control Panel > User Accounts with a role higher than Standard User. By default, Add-Ons inherit the permissions of
the user that is logged in. This means that if an Administrator for the computer is logged in, the Add-On will inherit the
permissions of an Administrator and will not run:
This all simply means that you must be logged in as a Standard User in order to complete communication via the
Internet Explorer Add-On to QuickBooks.
Hint: use the command Start > (Shut Down arrow) Switch user to log in as the Standard QB User to do the
QuickBooks data transfer while staying logged on in your daily user profile. When done, you can either log off the
Standard QB User or Switch user again to go back to your daily user profile while keeping the Standard QB User
logged in also.
If you are using Windows Vista, 7 or 8 operating systems, follow these steps to create the Standard User needed for
the Internet Explorer Add-On to function:
Hands-on
Screens/prompts
37
Hands-on
1.
Log in as an
Administrator authorized
to create new user
accounts.
Open the Control Panel,
click on User Accounts
2.
Click Add.
Screens/prompts
38
Hands-on
3.
Enter the User Name.
Enter the Domain. The
domain entered should
be the name of the
computer.
Click Next.
4.
Select Standard user.
Click Finish.
Screens/prompts
39
Hands-on
5.
The new user is added.
Click Ok.
6.
Log in as the Standard
QB User.
Hint: use the option
Switch user to keep
you logged on also.
7.
Open the Control
Panel and click User
Accounts.
Note: Changes required
here will require an
Administrator to enter
their credentials to make
the changes.
Screens/prompts
40
Hands-on
8.
Verify that the
Standard QB User is
selected (1).
Click Change User
Account Control
Settings (2)
9.
Enter Administrator
credentials here to
authorize edits.
Screens/prompts
41
Hands-on
Screens/prompts
10. Ensure the Notification
slider is above the
bottom tick mark.
Click Ok.
Close the User
Accounts Settings
screen.
11. Open Internet
Explorer.
Click Tools > Internet
Options.
42
Hands-on
Screens/prompts
12. Click Security tab.
Ensure Internet icon is
selected.
Select the checkbox
labeled Enable
Protected Mode.
Click Ok.
13. Click Trusted sites
icon.
Click Sites button.
Note: The Enable
Protected Mode
option should not be
selected under Trusted
sites.
43
Hands-on
Screens/prompts
14. Type
server.expensable.
com in the Add field.
Click Add button.
15. The website is added to
the trusted sites.
Click Close.
44
Hands-on
Screens/prompts
16. Note: The QuickBooks
Guided Setup link will
only appear if the
QuickBooks 2003 or
above Integration has
been enabled via
Administration >
Company Info,
features tab.
17. You are now ready to
run the QuickBooks
Guided Setup.
Click Administration >
QuickBooks Guided
Setup.
45
Hands-on
Screens/prompts
18. In order for ExpensAble
to communicate with
QuickBooks, an add-on
is required and needs to
be installed.
Hint: Note the blank
white area at top of
General tab. If this area
is blank as shown, the
add-on is missing.
Note: Installing the addon only happens once.
19. You must have rights/
authority to install 3rd
party software onto the
computer for this next,
critical step.
A prompt will appear
inviting you to install the
missing add-on.
Click the yellow bar.
46
Hands-on
Screens/prompts
20. Select the option to
install the add-on for All
Users.
21. Click Install when the
prompt appears.
Note: You must have
Administrator rights on
the computer to install
the Add-On.
22. The installation provides
no completion prompt;
we need to verify the
installation.
Once installation is
complete, open a
browser window (the
Sign-In website should
still be up) and click
Tools > Manage Addons to see if the add-on
was successfully installed.
23. Look for the add-on
labeled
ExpensAble.com
QuickBooks
Connector under the
Insperity, Inc. section.
Ensure that it is
enabled.
Click Close.
47
Hands-on
Screens/prompts
24. Switch back to
ExpensAble Corporate.
Select the desired
options, which are
described in the table
below.
Select Add
QuickBooks company
file by selecting the
checkbox.
Browse to the
QuickBooks company
file to be used.
Click Save.
Hint: The path to the
company file if using
QuickBooks 2013 is
\\Users\Public\Document
s\Intuit\QuickBooks\Co
mpany Files\
Setting
Send Time transactions to QuickBooks
Description
Select if time based expenses should be sent to QB.
Note: This option only appears if you have Time Capture enabled
for expense entry under Administration > Company Info, Features
tab.
Coalesce by Expense Types when sending to
QB
Select to group all expense types together into one entry when
sending to QB. For example, all Car Rental expenses will be merged
and summed as one large Car Rental expense. If unselected, then
each Car Rental will be sent individually.
Group Company Paids by Payment Method
Select to group all “Company Paid” expenses by their Payment
Methods. Meaning that if export file contains 15 transactions paid for
with a company paid payment method, all from different users, they
will all be grouped into one grand total.
Select to not send Merchant name with expense data. If
same/duplicate merchants are not typed the same, each different
expense of same merchant may result in a separate entry because
the merchants are not equal/same.
Select to include Guest information when sending meal or
entertainment expenses.
Select the checkbox
Select the checkbox then browse to the QB file being used with
ExpensAble.
Don’t send merchant name in credit card
transactions
Include guest details when sending Meal and
Entertainment expenses
Send to QuickBooks Online Edition
Add QuickBooks company file
48
25. Open QuickBooks with
your Company File.
Assuming connectivity is
established, QuickBooks
will display an
Application Certificate*.
Best Practice is to select
the 3rd option for
updates as you must
have the QB file open
which typically means
you are aware and
anticipate doing this data
exchange.
Click Continue…
*this is a one-time setup
step. If QB was part of
your implementation this
step was completed
during Implementation.
26. Switch back to
ExpensAble (leaving
QuickBooks open) and
click Next.
You are now ready to
continue with mapping of
ExpensAble to
QuickBooks.
Skip down to the section
labeled QuickBooks
Guided Setup –
Mapping.
49
Using Online Version of QuickBooks
If you are using the online version of QuickBooks, you must obtain the connection and session key from
QuickBooks prior to completing mapping in the QuickBooks Guided Setup.
Supported Browser: Microsoft Internet Explorer
Internet Explorer version 9 or later is the browser supported for interfacing the online version of QuickBooks with
Follow these steps to get the connection and session keys:
Hands-on
1.
Screens/prompts
Note: The QuickBooks
Guided Setup link will
only appear if the
QuickBooks 2003 or
above Integration has
been enabled via
Administration >
Company Info,
features tab.
50
Hands-on
Screens/prompts
2.
QuickBooks Guided
Setup.
3.
Select the desired
options, which are
described in the table
below.
Select Send to
QuickBooks Online
Edition checkbox.
Click Save.
Setting
Description
51
Send Time transactions to QuickBooks
Select if time based expenses should be sent to QB.
Note: This option only appears if you have Time Capture enabled
for expense entry under Administration > Company Info, Features
tab.
Coalesce by Expense Types when sending to
QB
Select to group all expense types together into one entry when
sending to QB. For example, all Car Rental expenses will be merged
and summed as one large Car Rental expense. If unselected, then
each Car Rental will be sent individually.
Group Company Paids by Payment Method
Select to group all “Company Paid” expenses by their Payment
Methods. Meaning that if export file contains 15 transactions paid for
with a company paid payment method, all from different users, they
will all be grouped into one grand total.
Select to not send Merchant name with expense data. If
same/duplicate merchants are not typed the same, each different
expense of same merchant may result in a separate entry because
the merchants are not equal/same.
Select to include Guest information when sending meal or
entertainment expenses.
Select the checkbox
Select the checkbox then browse to the QB file being used with
ExpensAble.
Don’t send merchant name in credit card
transactions
Include guest details when sending Meal and
Entertainment expenses
Send to QuickBooks Online Edition
Add QuickBooks company file
4.
The Get Connection
Key dialog appears.
Click Login to
QuickBooks Online
Edition.
5.
The QuickBooks Sign In
webpage appears.
Enter your User ID and
Password.
Click Sign In.
52
6.
The Connection Setup
Interview is displayed.
Your company file should
be presented at the top
of the screen.
Click Continue.
7.
Click Use Selected
Connection.
53
8.
The connection key is
displayed.
Click Copy to
Clipboard button.
9.
Click Finished.
10. Switch back to
and click Paste From
Clipboard button.
The connection key from
QuickBooks online is
entered.
Click OK.
54
11. The Session
Authorization
Required screen is
displayed.
Click Login to
QuickBooks Online
Edition button.
12. The Intuit login screen
appears.
Enter your User ID.
Enter your Password.
Click Sign In.
Note: When screen shot
was taken, there was an
issue with the Intuit site
and its ability to display
graphics.
13. The session key is
displayed.
Click Copy to
Clipboard button.
Note: When screen shot
was taken, there was an
issue with the Intuit site
and its ability to display
graphics.
55
14. Switch back to
Click Paste From
Clipboard.
Click Ok.
15. Connection should be
ready now.
The payees or
ExpensAble employee list
is displayed.
To continue with
mapping skip the section
titled QuickBooks
Guided Setup –
Mapping.
Enabling Connection Settings
If connection to the online version of QuickBooks does not work (e.g. click Map and nothing happens or an
error is displayed), follow these steps to enable the user access.
Hands-on
Screens/prompts
56
Hands-on
1.
Open browser and
navigate to:
http://quickbooks.intuit.
com (1).
Click Sign in (2).
2.
Enter your (QuickBooks
online) User ID.
Enter your Password.
Click Sign In.
3.
Click Company tab (1).
Click More and select
Lists (2).
Screens/prompts
57
Hands-on
4.
Click Connection List.
5.
Select your company and
click Edit.
6.
Ensure that the user
name is selected in the
list.
Click Save.
Close the browser.
Switch back to
and try to map again.
Screens/prompts
58
QuickBooks Guided Setup - Mapping
Once you have determined which flavor of QuickBooks you are running and have completed the steps
above for either the online or installed version, you are ready to continue running the QuickBooks Guided
Setup and setup the mappings.
Note: The only browser supported for both setup and export of expense data into QB is Internet Explorer
version 7 and later for installed version and version 9 and later for online version.
To run the Guided Setup, follow these steps:
Hands-on
1.
2.
Screens/prompts
Along the left side of the
screen are the steps in
the QuickBooks Guided
Setup.
You can always click on
any of the links if you
need to edit a specific
entry, you do not have
to go in screen order
once initially setup.
Hint: The red icon changes slightly to identify which step of setup you are
on. In this example, the Expense Acct step is active.
The Payee list is
displayed. Payees are
employees that will be
reimbursed for expenses.
Payees map to
Vendors in
QuickBooks.
Hint: Note that the first column will always show data that resides in
ExpensAble Corporate. Data elements in QuickBooks that the ExpensAble
data element was mapped to are shown in the second column.
Action Buttons
Description
Purple Buttons at top of tab (represents data coming into ExpensAble)
59
New
Displays the New Employee screen in ExpensAble allowing any missing payees/employees to
be added to ExpensAble Corporate without leaving the screen.
Add to ExpensAble
Displays the QuickBooks list of Payees. Select a Payee to add them to ExpensAble as a new
employee. The ExpensAble employee screen appears allowing for full editing of the employee
prior to saving or canceling the addition.
Gray Buttons at bottom of tab (represents data coming into QuickBooks)
Add to QB
Map
Clear Map
3.
The selected (note the red selector icon) payee in the ExpensAble Employee column will be
added to QuickBooks as a Vendor complete with mapping back to ExpensAble.
QuickBooks will open the Vendor list so the selected payee in the ExpensAble Employee column
can be mapped.
The mapping on the selected payee in the ExpensAble Employee column will be removed.
Click employee name to
select them.
Click Map button.
60
4.
The Vendor list in QB is
displayed.
Select the match and
click Map.
Note: If the correct
Vendor is not displayed,
it needs to be created in
QuickBooks.
5.
The ExpensAble
Employee is mapped to
the QuickBooks Vendor.
Repeat steps above until
all mapping is complete.
Click Next.
61
6.
The next mapping is for
Bill To Cust:Job (Bill
To). The Bill To typically
represents customers,
projects, locations, etc.
Bill To maps to
Customers in
QuickBooks.
Action Buttons
Description
New
Displays the New Bill To screen in ExpensAble allowing any missing Bill Tos to be added to
Add to ExpensAble
Displays the QuickBooks Customer list. Select a customer to add to ExpensAble as a Bill To. The
Bill To screen appears supporting full edit of the new Bill To.
Add to QB
Map
Clear Map
The selected (note the red selector icon) Bill To in the ExpensAble BillTo column will be added
to QuickBooks as a Customer complete with mapping back to ExpensAble.
QuickBooks will open the Customer list so the selected Bill To in the ExpensAble BillTo column
can be mapped.
The mapping on the selected Bill To in the ExpensAble BillTo column will be removed.
62
7.
Select the Bill To and
click Map button.
8.
The Customer list in QB
is displayed.
Select the match and click
Map.
customer is not
displayed, it needs to be
created in QuickBooks.
63
9.
The Bill To is mapped to
the QuickBooks
Customer.
Click Next.
10. The next mapping is for
Depart Class
(Departments).
Departments map to
Class List in
QuickBooks.
Action Buttons
Description
New
Displays the New Department screen in ExpensAble allowing any missing Departments to be
added to ExpensAble Corporate without leaving the screen.
Add to ExpensAble
Displays the QuickBooks Class List. Select a Class to add them to ExpensAble as a new
Department. The ExpensAble Department screen appears allowing for full editing.
64
Add to QB
Map
Clear Map
The selected (note the red selector icon) Department in the ExpensAble Department column
will be added to QuickBooks as a Class List complete with mapping back to ExpensAble.
QuickBooks will open the Class List so the selected Department in the ExpensAble Department
column can be mapped.
The mapping on the selected Department in the ExpensAble Department column will be
removed.
11. Select the Department
and click Map button.
12. The Class List in QB is
displayed.
Map.
Class is not displayed, it
needs to be created in
QuickBooks.
65
13. The Department is
mapped to the
QuickBooks Class.
Click Next.
Expense Acct. Expense
Accts are the same as
expense types.
Expense Acct maps to
Chart of Accounts in
QuickBooks.
Action Buttons
Description
Map Account &
Label
Displays the QuickBooks Account List. Select an Account to add them to ExpensAble as a new
Expense Type. The ExpensAble Export Label screen appears allowing for selection of the Export
Label to assign to the new expense type.
Map Account
QuickBooks will open the Chart of Accounts list so the selected Expense Type in the ExpensAble
66
Clear Map
Expense Type column can be mapped.
The mapping on the selected Expense Acct in the ExpensAble Expense Type column will be
removed.
15. Select the Expense
Acct and click Map
button.
16. The Chart of Accounts
in QB is displayed.
Map.
Chart is not displayed, it
QuickBooks.
67
17. The Expense Accts is
mapped to the
QuickBooks Chart of
Accounts.
Click Next.
Items. Items typically
represent a project,
location, customer or any
data capture required.
Items maps to Items in
QuickBooks.
Action Buttons
Description
New
Displays the New Item screen in ExpensAble allowing any missing Items to be added to
ExpensAble Corporate without leaving the screen.
Add to ExpensAble
Displays the QuickBooks Item List. Select an Item to add them to ExpensAble as a new Item. The
ExpensAble Item screen appears allowing for full editing.
68
Add to QB
Map
Clear Map
The selected (note the red selector icon) Item in the ExpensAble Item column will be added to
QuickBooks as a Class List complete with mapping back to ExpensAble.
QuickBooks will open the Item List so the selected Item in the ExpensAble Item column can be
mapped.
The mapping on the selected Item in the ExpensAble Item column will be removed.
19. Select the Items and
click Map button.
20. The Items in QB is
displayed.
Map.
Note: If the correct Item
is not displayed, it needs
to be created in
QuickBooks.
69
21. The Item is mapped to
the QuickBooks Items.
Click Next.
CoPaid Accounts
(Company Paid
Payment Methods).
CoPaid Accounts maps to
QuickBooks.
Action Buttons
Description
New
Displays the New Payment Method screen in ExpensAble allowing any missing company paid
Payment Method to be added to ExpensAble Corporate without leaving the screen.
Add to ExpensAble
Displays the QuickBooks Payment Method List. Select a Payment Method to add them to
ExpensAble as a new Payment Method. The ExpensAble Payment Method screen appears
allowing for editing of all except the Paid By field, it is locked to Company.
70
Add to QB
Map
Clear Map
The selected (note the red selector icon) Payment Method in the ExpensAble Payment Method
column will be added to QuickBooks as a (company paid) Payment Method complete with
mapping back to ExpensAble.
QuickBooks will open the Chart of Accounts list so the selected Payment Method in the
ExpensAble Payment Method column can be mapped.
The mapping on the selected Payment Method in the ExpensAble Payment Method column will
be removed.
23. Select the Company Paid
Payment Method and
click Map button.
24. The Chart of Accounts
in QB is displayed.
Map.
QuickBooks.
71
25. The Company Paid
Payment Method is
mapped to the
QuickBooks Chart.
Click Next.
26. Note: If the Company
Paid Payment Method
selected is a company
paid credit card, only
“credit card” account
types will be displayed
during mapping.
72
27. The guided setup is
complete.
Click Finish.
Clearing a Mapping
On occasion a field coming into QuickBooks from ExpensAble Corporate may require re-mapping or it may
become obsolete and the mapping is no longer required. Once a mapping is cleared, no data from
ExpensAble will come into the previously mapped date element in QuickBooks.
Map clearing works the same for all data elements. Payee will be used in this example.
To clear mappings follow these steps:
Hands-on
Screens/prompts
73
Hands-on
1.
Click on
Administration >
QuickBooks Guided
Setup
2.
Click the link on the left
containing the mapping to
be cleared.
In this example, click on
Payees.
Click on the Employee to
be edited. Note the red
arrow icon.
Click Clear Map button.
Screens/prompts
74
Hands-on
3.
Screens/prompts
The mapping is cleared.
Adding Employees
When new employees are added in ExpensAble Corporate, they will need to be mapped to QuickBooks.
Additionally a new vendor should be added to QuickBooks that represents the employee. This will make
mapping very easy.
To map a new employee in QuickBooks (assuming they were also added to QuickBooks) follow these steps:
Hands-on
1.
Screens/prompts
Log into ExpensAble
Corporate as an
Administrator.
Employees.
Click New.
Complete the form.
Click Enter.
75
Hands-on
2.
Click on
Administration >
QuickBooks Guided
Setup
Hint: If connecting to
the installed version of
QuickBooks, ensure you
log on as a standard user
(see Using Installed
Version of
QuickBooks section
above)
3.
Click the Payee link.
The Payee list is
displayed. Payees are
employees that will be
reimbursed for expenses.
Payees map to
Vendors in
QuickBooks.
Screens/prompts
Hint: Note that the first column will always show data that resides in
ExpensAble Corporate. Data elements in QuickBooks that the ExpensAble
data element was mapped to are shown in the second column.
76
Hands-on
4.
Screens/prompts
Click employee name to
select them.
Click Map button.
5.
The Vendor list in QB is
displayed.
click Map.
Vendor is not displayed,
it needs to be created in
QuickBooks.
77
Hands-on
6.
The ExpensAble
Employee is mapped to
the QuickBooks Vendor.
7.
Click Finish link on left.
Click Finish button that
appears
Screens/prompts
Removing/Suspending Employees
When new employees are suspended in ExpensAble Corporate, it is a best practice to have their mapping
cleared. However, if the employee will no longer be submitting expenses, it really doesn’t hurt anything if
the mapping remains. There will be no data to transfer.
78
Important Note: Be sure that all the expense reports for the employee being suspended have been
processed through final approval and the data exported to QuickBooks before clearing the mapping.
To remove a mapping follow the steps described in the Clearing a Mapping section above.
Adding an Expense Type, Department, Bill To, Item or Company Paid Accounts
When a new expense type, Bill To, Item, Payment Method (Company Paid) or Department is added to
ExpensAble Corporate, it may require mapping to QuickBooks. All mappings work the same and all were
described in detail earlier in the QuickBooks Guided Setup section.
In this example we have added a new expense type and now need to map it to the Travel Expense account
in QuickBooks. Details on all Configuration steps for ExpensAble Corporate, including how to create a new
expense type, are covered in the Administrator Configuration Guide and are not discussed here.
Hands-on
1.
Screens/prompts
Click on
Administration >
QuickBooks Guided
Setup
79
Hands-on
2.
Click the Expense Acct
link. A list of all expense
types (export label) is
displayed.
Expense Acct maps to
QuickBooks.
3.
Select the Expense
Accts and click Map
button.
Screens/prompts
80
Hands-on
4.
The Chart of
Accounts in QB is
displayed.
click Map.
QuickBooks.
5.
The Expense Accts is
mapped to the
QuickBooks Chart of
Accounts.
Screens/prompts
81
Hands-on
6.
Screens/prompts
Click Finish link on left.
Click Finish button that
appears
Fax Queue
On occasion a fax containing receipts may not synch to its appropriate expense report. If this happens, the fax is not
lost but is placed in the Fax Queue where it can be attached to its expense report.
The Fax Queue link only appears if you have been assigned the Fax Administrator role via Administration >
Employees.
To administrate faxes, follow these steps:
Hands-on
Screens/prompts
82
Hands-on
1.
Screens/prompts
a Fax Administrator.
From the Overview
home screen click Fax
Administration
or
Click on
Administration > Fax
Queue.
All unattached faxes are
displayed.
83
Hands-on
2.
Click on a thumbnail to
display the fax.
Each fax may contain
multiple pages. Click on
each attachment in the
Attachment List (1) to
view, rotate and even
delete the page (2).
The search (3) supports
partial entries for
employee name, report
name, department and
expense report tracking
number.
3.
In this example, search
was by department
which returns all
matches plus any
children department.
Screens/prompts
84
Hands-on
4.
Click on the report
name link. Details are
displayed about the
report.
If the report matches the
fax receipts, click
Attach to attach the
receipts.
5.
To delete a fax, check
the checkbox and click
Delete.
Screens/prompts
85

Administrator Features Guide for ExpensAble Corporate

Transcription

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