Version 8 User Guide

Transcription

Version 8 : User Guide
5 Jenner 100
•
Irvine, CA 92618
•
949.502.8555
•
www.expensable.com
Confidential
The ideas contained in this publication are subject to use and disclosure restrictions as
set forth in the license agreement.
Copyright
Copyright 2007 OneMind Connect, Inc. (dba ExpensAble). All rights reserved. No part of
this publication may be copied or distributed, transmitted, transcribed, stored in a
retrieval system, or translated into any human or computer language, in any form or by
any means, electronic, mechanical, magnetic, manual, optical, chemical or otherwise; or
disclosed to third parties without the express written permission of ExpensAble.
Disclaimer
Information in this document is subject to change without notice and does not represent
a commitment on the part of ExpensAble. The software described in this document is
furnished under a license agreement or nondisclosure agreement. The software may be
used or copied only in accordance with the terms of the agreement. It is against the law
to copy the software on any medium except as specifically allowed in the agreement.
In addition, ExpensAble makes no representation or warranties either express or
implied, with respect to this manual and accompanying software and specifically disclaim
any implied warranties of merchantability or fitness for any particular purpose. This
manual and accompanying software are sold “as is” and ExpensAble will in no event be
liable for direct, indirect, incidental or consequential damages resulting from any defect,
error or failure to perform except as expressly set forth in the license agreement.
Restricted Rights
For all agencies, units and instrumentalities of the United State of America, this program
and manual are provided subject to the restrictions set forth in the Commercial
Computer – Restricted Rights clauses of the FAR, DFAR and NASA FAR Supplement,
and successor laws.
Trademarks
All products are trademarks of their respective companies.
5 Jenner 100 Irvine, CA 92618 949.502.8555 www.expensable.com
Welcome
This chapter provides an introduction to ExpensAble expense management software. It describes the features of
ExpensAble and contains the following sections:
• Welcome to ExpensAble 8
• ExpensAble Program Interface
• Introduction to Envelopes, Files, and Folders
• Getting Help
Welcome to ExpensAble
Expense management is a complex process. When manually managed, expense management is fraught with
extraordinary compliance risks. Automating processes such as, submitting of expense claims, approving, tracking,
and reporting of expenses are just a part of the expense management challenge. When executed in-house, expense
management is often carried out by a hard-pressed administration team that combines expense management tasks
with other duties. Best practices are often difficult to adhere to, resulting in errors, delays, and inefficiencies.
ExpensAble Corporate is our web-based solution designed for companies with 10 to 5000 expense filers.
ExpensAble Corporate supports workflow automation, policy enforcement, corporate card downloads and other
features attractive to company environments.
ExpensAble 8 is our desktop based software designed for a single filer or up to 10 filers in a small business.
ExpensAble 8 is an easy to use software designed for entering and reporting business expenses.
Features of ExpensAble 8
ExpensAble 8 provides you with the following features:
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An easy-to-use, updated interface to enter and track your expenses easily
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Intuitive folder structure that supports better organization of expense reports
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Support for Windows or MAC operating systems
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Automatic program updates
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Automatic data backup
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Remembers and reuses information from previous expense entry
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Hotel and Trip Genies simplify expense entry
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User defined and controlled Smart lists
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Drag and drop attachment/receipts
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Custom themes and color schemes
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Multiple customizable expense report formats
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Storage of expense information from your previous trips
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Import credit card transactions from your personal credit card(s)
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Online currency converter
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Over 15 customizable analysis reports
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Export of expense information to QuickBooks, Quicken or transfer this information to Microsoft Excel
After creating the expense report, you can either print the report or send it to your accounting department or
manager, through an e-mail. ExpensAble requires little or no training, and helps in reducing bottom line business
costs associated with expense reporting.
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ExpensAble Program Interface
ExpensAble provides an easy-to-use interface for managing your expenses. The figure displays the interface you see
when you launch the ExpensAble application.
ExpensAble Program Interface
ExpensAble program interface has the following main components:
• Menu bar
The Menu bar has the following options:
File
The File menu supports commands such as creating new envelopes, folders or files, exporting expense
report data, backups and e-mail generation.
Edit
The Edit menu supports creating, deleting, moving and finding transactions (expense entries), changing
program options and user information as well as reconciling credit card transactions.
Genies
The Genies menu provides quick access to the Hotel, Trip, Currency and Credit Card Genies.
View
The View menu offers choices on how to display and sort envelopes on the screen.
Lists
The List menu provides direct access to all of the smart lists for easy editing.
Online
The Online menu accesses credit and debit card transactions downloads, product registration and updates,
custom URLs and other online utilities.
History
The History menu displays the last 10 items selected by the user.
Help
The Help menu offers access to several help functions.
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Each menu further has sub-menus. You can use the menus to create new files or folders. Folders in your file
can be sorted and organized using the View menu.
Note: The Menu bar options change according to the left navigation panel option selected.
• Left navigational panel
Left navigational panel of ExpensAble has the following navigation options. You can click on either the arrow or
text in each container to show or hide detailed information about its contents.
Overview
Overview displays status of expense reports. The screen can be filtered by status or folder. Double-click on
the filtered text to display the individually expense envelopes matching the filter.
My Expenses
My Expenses displays all folders and expense envelopes contained within My Expenses.
My Accounts
My Accounts displays all accounts setup by the user. Accounts are typically personal credit and debit cards.
Analysis Reports
Analysis Reports contains many pre-built reports the user can select to display detailed information about
their expense spending. All reports can be customized and saved as memorized reports.
Administration
Administration contains all program and user configuration and setup options. From Administration you can
setup program options, personal credit cards, manage your lists and user info. From the Online tab you can
download credit card transactions and access other online options.
• Tool bar
Tool bar has the following buttons:
Navigate to the previous or next screen
Create a new expense report envelope
Display information about the selected envelope
Show Attachments for the selected envelope
Hotel genie helps you manage your hotel bills through a simple interview
Print the selected expense report
Submit the selected expense report through e-mail
Online web site to help plan and arrange for travel
Online exchange rate service to help you convert different currencies
Opens the Help manual for ExpensAble
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• Tabs
Tabs in ExpensAble change according to the left navigational panel option selected.
• Folder
Folders store envelopes. You can create, rename, and delete folders to organize them according to your needs.
• Envelope
Each envelope contains one expense report. Create a new envelope for a new expense report. You can create,
rename, delete, submit, copy and move envelopes to organize them according to your needs.
Introduction to Files, Folders, and Envelopes
Files
When you first install ExpensAble a data file is created. This file will store all expense report envelopes, folders, credit
card accounts, downloaded transactions and all customize lists. The default data file for ExpensAble is
expenses.qex. As a user you can create a new data file at any time. You can also backup that data file and rename it
during backup. Typically one data file is fine for most users.
Folders
Just as people like to organize their documents or digital photographs by categories or dates using folders on the
computer, the same can be done with expenses. Folders provide organization and structure. Folders can contain
multiple expense envelopes but cannot contain other folders. This is a single level storage organization only. Typical
folder structures are based on locations (cities or states), purpose (sales, trade show, etc.), dates (weeks, months,
years) or clients/projects/customers.
Envelopes
An ExpensAble envelope contains all the expense line item entries, details and attachments you require for a single
expense report. Each time you have to create a new expense report, you create a new envelope and enter the
expense information.
Getting Help
The Help option present in ExpensAble provides all the details you require to use the product.
To access Help, perform any one of the following options:
• Press F1 while using the program.
• Click the
icon.
• Click Help in the Menu bar.
Contacting ExpensAble Support
Explore the User’s Guide or Help for answers to your questions before contacting ExpensAble Support. For more
information on contacting support, see Appendix A- Contacting Support.
IRS Expense Reporting Guidelines
The IRS Help of ExpensAble provides you with details about the current IRS tax policies regarding travel and
entertainment expenses. This Help contains overviews, procedures, tips, and answers to commonly asked questions.
To access IRS Help:
• Select IRS Help from the ExpensAble Help menu, or enter http://www.expensable.com/services/irshelp.shtml. in
your browser.
Note: Ensure that you are connected to the Internet before clicking the IRS Help or Internet link.
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Setting Up ExpensAble
The setup of ExpensAble 8 consists of the following:
• Launching ExpensAble 8
• Completing Account Guided Setup
• Entering License Key Codes After Purchasing ExpensAble From Trial Version
Launching ExpensAble 8
When you launch ExpensAble 8 for the first time, the following screen is displayed, offering you to create a new data
file or locate an existing file.
To launch ExpensAble:
1. If you are a new user, select Create a new file and click the New button.
Creating a New ExpensAble File
2. In the Save As screen that appears, enter a name and location for your file. Click Save.
Saving the New ExpensAble File
Note: ExpensAble files are automatically saved with the .qex extension. You need not add the extension to the file
name.
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If you are an existing customer upgrading to ExpensAble 8, and you see the following screen, you have either
moved or renamed your default data file.
Locating the ExpensAble File
Note: The original data file was named expenses.qex and was located in the My Documents directory.
3. Select Locate your ExpensAble file, and click the Open button, to browse for your file.
Opening the Existing File
4. Once the file is created, you are prompted to accept the License Agreement. Accept and click Continue.
Accepting the License Agreement
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Configuring Guided Setup
To configure ExpensAble using the Guided Setup, perform the following steps:
to continue.
1. Click
The Customer Information screen is displayed.
Providing Customer Information
2. Enter your name, company name, and the registration code that is provided to you, and click
.
A screen requesting confirmation of internet connectivity is displayed.
3. Select Yes, if you have access to the internet, and continue with the Guided Setup.
Select No, if you do not have access to the internet, exit the Guided Setup.
Note: You can access the Guided Setup at any time to register your software from Administration>Guided
Setup.
4. Click
to continue.
A customer Information confirmation screen is displayed that is pre-populated with your name. All printed expense
reports display this name.
Confirming Customer Information
5. Click
on all the subsequent screens to provide the following details:
• Department name
• Phone number
• Employee number
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• Employee identification number
• E-mail address
• Company mail stop
Note: E-mail address is the only required input in these sections of the Guided Setup
You have now completed filling the customer information, and a screen prompting to enter your country currency
is displayed.
Selecting Country/Currency
6. Select your home currency from the drop-down menu, and click
.
Assigning Company's Mileage Reimbursement Rate
7. Enter your company's reimbursement rate, and click
Note: You can use the
to continue.
icon to calculate the reimbursement rate.
A screen requesting confirmation of location of expense appears. ExpensAble uses this information to display
entry fields for special taxes when entering expenses.
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Selecting the Location - Yes Option
Note: If most of your expenses occur outside the United States, you most likely need to report different valueadded taxes, such as GST, VAT, and HST and you should select Yes to select which of those taxes to include
with your expenses. If most of your expenses are within the United States, select No.
• Select Yes and click
to select which special tax to display in the expense entry form. Click
enter the Profile Summary screen.
Selecting a Tax to be Tracked
• Or select No and click
to enter the Profile Summary screen.
Selecting the Location - No Option
Your profile summary is displayed.
Displaying Profile Summary
8. Check the information for accuracy, and click
to enter the Data Encryption screen.
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to
Confirming Data Encryption for ExpensAble
9. A screen prompting whether you wish to encrypt your ExpensAble data, is displayed.
• Select No and click
to complete the guided setup.
• Or select Yes and click
to enter a password to access encrypted data.
The Setup an Access Manager password screen is displayed.
Setting up an Access Manager Password
To enable password encryption perform the following:
1. Enter a password of your choice in the New Password field.
2. Retype the same password in Confirm New Password field.
3. Click
.
A screen confirming the completion of the Guided Setup is displayed.
10. Select the Account Guided Setup checkbox, to begin the setting up of your account details. Accounts
entered appear in the Payment Method list
Typical accounts to setup would be your personal credit cards and debit cards. .
Note: The original data file was named expenses.qex and was located in the My Documents directory. If you desire
the ability to download transactions from your financial institution into ExpensAble, it is strongly recommended that
you already have online access to these accounts setup before setting them up in ExpensAble, as you are required
to supply web site address.
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Completing the Guided Setup
11. Click Finish.
The Administration home page is displayed, if you have not selected the Account Guided Setup option. Else,
the Account Guided Setup screen is displayed.
Note: You can always access the Account Guided Setup from Administration>Account Guided Setup.
Viewing the Administration Home Page
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Completing Account Guided Setup
The Account Guided Setup helps you to setup different accounts in ExpensAble. Currently, the only account types
supported are credit cards and/or debit cards.
Setting up an Account
To set up your account details, select one of the listed accounts or enter a new account in the text field.
Example 1: Setting Up American Express for Automatic Download
To set up an American Express account:
1. Click
on the Account Guided Setup screen.
American Express account setup screen is displayed, inquiring if you have already setup online access to your
American Express account. If you have not setup online access and you want to download expense
transactions paid for with your American Express card directly into ExpensAble, you should exit the guided
setup and complete that first. If you have no desire to do this, you can continue to setup the card so that you
can select it as the payment method when entering expenses.
Confirming Online Access to Account Statement
2. Select Yes if you have an online access or select No if you do not have online access and click
ExpensAble sends an OFX request and the Payment Method screen is displayed.
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.
Note: ExpensAble supports a fast, direct-connection to American Express. ExpensAble supplies the connection so
that the only setup required is your user name and password. After the information is entered, transactions will be
automatically downloaded with one click of the mouse.
Selecting an Online Service Provider
3. Select American Express from the Online Service Provider list, and click
.
Providing Account Login Information
4. Enter your user identification and password, and click
.
5. The American Express direct connection validates your login information. If incorrect, an error message
appears. Close the error message and edit the invalid user ID or password. The validation continues until the
user ID and password are verified as correct.
The Account payment method screen is displayed.
Note: If there are multiple accounts found, a screen appears prompting you to select which account to set up. Later in
the Account Guided Setup, you are prompted to set up the other accounts(optional).
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Viewing Account Payment Method Details
6. The following information can be edited for ease of use:
• Account Payment Method
Note: This is what you see in the drop-down menu, when you select the Payment Method for an expense.
• Description
• Memo
• Account type
• Payer
7. Click
.
The account guided setup is complete, and a summary screen is displayed.
Completing the Account Guided Setup
8. Select Yes, under the Do you have another account you wish to setup? question to repeat the account set
up process for another account, and click
9. Click Finish
.
.
Example 2: Setting Up Credit Card for Manual Download
This example shows how to set up a typical credit and/or debit card. The example sets up a card for which the user
has already setup online access. The example sets up a MasterCard issued from the financial institution, Washington
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Mutual (now JP Morgan). Setting up your debit or credit cards is similar, assuming you have already set up online
access to that card’s account.
Setting Up an Account
To set up credit card for manual download:
1. Enter a name for the card being added. This is the name that you will see when you select the Payment Method
option. Click
.
Confirming Online Access to Account Statements
2. Select Yes (assuming you have already set up online access), and click
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.
Selecting an Online Service Provider
3. Enter a name for the financial institution preferably relating to the actual financial institution itself.
4. Click
to enter the information about the Web site.
Providing Account Website Information
5. Enter the URL (Web site address) to the Web site of your account. It may be easier to open a browser, go to the
login page for your account’s web site, and copy and paste the address into this screen. Click
.
Setting Account Type and Responsible Party
6. If your card is a personal card, select Personal Account. If you are responsible for paying the charges placed
on the card, select Myself. Enter a description, memo, and/or account number (optional).
7. Click
to enter the summary screen.
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Viewing the Account Summary Screen
8. If you have more cards to set up, select Yes to repeat this process. If you have no more cards to setup, click
.
When finished, you can test the connection by right-clicking on the new credit card account and selecting
Download Credit Card Expenses . You will be directed to the Web site address entered during setup. Once
logged in, use your bank account method for downloading your transactions.
Note: You must have a working Internet connection for this to function correctly.
Downloading the Credit Card Expenses
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Note: For more information on downloading credit card transactions and importing them into ExpensAble, see
Downloading Credit Card Expenses.
Entering License Key Codes
If you purchased ExpensAble without using the trial version, your license key code should have been automatically
entered for you during registration. If you purchased ExpensAble after using the trial version, you receive a License
Key Code through e-mail. This License Key Code enables you to unlock ExpensAble 8 for continued use.
To unlock ExpensAble, perform the following steps:
1. Select About ExpensAble from the Help menu.
2. Click the Set License button located in the About ExpensAble window.
Setting the License Key Code
3. Enter your valid License Key Code in the License Key Code field.
Entering the License Key Code
4. Click Save.
You have now completed the registration of ExpensAble.
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Entering Expenses
This chapter provides information on entering expenses in ExpensAble 8. It contains the following sections:
• Introduction to ExpensAble Files and Folders
• Understanding an Expense Report
• Creating a New Expense Report
• Adding Expense Details
• Entering Expenses in an Expense Report
• Managing Transactions
• Moving Downloaded Credit Card Transactions
• Collating Expenses
• Using Genies to Enter Transactions
• Reconciling Your Credit Card Statement
• Attaching Receipts
• Producing a Finished Expense Report
Introduction to ExpensAble Files and Folders
A majority of ExpensAble users keep all their expense report envelopes in one or two files. Within a file, you can
create folders to organize envelopes into meaningful groups and thus eliminate clutter from your screen. All expense
report envelopes in the same file use the same expense report template or form; even if the envelopes are in different
folders.
The first time you start ExpensAble, you must spend a few moments setting up your file. After that, you are ready to
create your first expense report envelope. An ExpensAble envelope contains all the expense information you need
for a single expense report. Every time you have a new expense report to do, create a new envelope in your file.
Viewing the Expense Reports Window
Understanding an Expense Report
An Expense Report contains spend information of travel and other business-related expenditures paid for by an
individual. Expense Reports typically are generated and submitted by time periods, individual trips, or as directed by
management. The format of a report information is divided into the following sections:
• The Envelope Information Header which includes information on the report name, reason for expense report,
reporting period, and other optional information.
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• The Report Detail or Log section which collects the individual expense lines. The information on each line
includes expense type (airfare, car rental, office supplies, and so on), expense date, amount, merchant, and
other information related to the specific expense.
• Receipt imaging attachments. Receipts can be scanned and attached to the Report.
Creating a New Expense Report
Creating an expense report involves the following tasks:
1. Creating a new envelope.
2. Editing the envelope information (Expense Report Header).
3. Entering expense items with all related information.
4. Attaching scanned receipts to the expense report (optional).
Creating a New Envelope
ExpensAble uses envelopes to “collect” receipts and other expense information, just like how people stuff receipts
into a wallet or envelope until they are ready to fill out an expense report. Each ExpensAble envelope represents one
expense report, so every time you start a new expense report, you create a new envelope.
To create an envelope, perform the following steps:
1. Click
, or click File > New > New Envelope.
The Envelope Information (Expense Report Header) screen is displayed.
Entering Envelope Information
2. Enter the relevant details in the corresponding fields.
• Name: This is the name that is displayed in the folder as the name for this envelope, and does not appear in the
printed expense report. You cannot save an expense report without giving a name to the envelope.
• Reason: Enter the reason for the expenses being reported. This appears on the printed expense report and is
optional. For example, Sales Trip to Chicago, or Oct 1 to 15 Expenses.
• Department: The Department can be entered in three ways and is an optional field. First, if a department was
assigned in Administration > User Info, it will pre-populate the field with that Department. Second, you can
simply type in the field and third, you can use the drop-down menu to select a department, if the Department List
has been populated.
• Bill To: The Bill To can be entered in two ways and is an optional field. First, if a Bill To list was populated; you
can select the Bill To from the drop-down menu. Second, you can simply type in the field. If you type an entry, a
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screen appears allowing you to set the hierarchy of the Bill To (a sub-billable under another Bill To). Once the
entry is saved, it is added to the Bill To list automatically. The Bill To field is typically used for Customer Names,
Projects or Events.
• Item: The Item can be entered in two ways and is an optional field. First, if an Item list was populated; you can
select the Item from the drop-down menu. Second, you can type in the field. If you type an entry, a screen will
appear allowing you to set the hierarchy of the Item (e.g. a sub-item under another Item). Once the entry is
saved, it will be added to the Item list automatically. The Item field is typically used if you need multiple standard
lists that contain information you are required to include on an Expense Report.
• Authorization #: This field is optional and can be used for any information. It typically would be used for an
expense authorization # (pre-approval of expected expenses), or a Customer’s PO # if they are billed for your
expenses.
3. In the Expense Report Period section, specify the date range format.
You can either enable ExpensAble to calculate the date based on the earliest and latest expense dates, or you can
enter a specific date range using the .
4. In the Expense Screen section, select the appropriate options that you want to display or hide from the user.
• Show Item: This defaults from Administration > User Info. If selected, the Item field shows for each
expense entry. If it is not selected, the Item field does not show.
• Show Bill To: This defaults from Administration > User Info. If selected, the Bill to field shows for each
expense entry. If it is not selected, the Bill field does not show.
• Show Currency: Displays the currency and exchange rate fields for each expense entry. Select this if you
traveled outside your country and paid for expenses using foreign currency.
• Show VAT, Show GST, Show HST, Show None: If you travel to countries that impose value-added taxes,
select the appropriate tax to display entry fields for each expense entry. If not applicable, select Show None.
• When printing, separate each billable: Select this check box to print a separate expense report for each
unique entry in the Bill To.
5. Click the Percent Allocation option to specify a percentage allocation for the entities you entered under Bill To's,
Department, or Item for this report. For more information, see Allocating Percentage to Bill To's, Departments,
and/or Items.
6. Click Save.
This completes the creation of a new envelope and the expense entry screen is displayed automatically.
Editing Envelope Information
You can edit the information of an envelope using the Envelope Info window. The changes are effective immediately.
To edit the envelope information, perform the following steps:
1. With the desired envelope selected, click
in the tool bar, or click the Envelope tab on the open report.
2. Edit the relevant fields.
3. Click Save.
Editing Envelope User Info
ExpensAble uses the information from Administration > User Info in the header of your printed expense report.
Each envelope can have its own user information, so you can have different headers for different expense reports in
the same file.
To enter or change the information in the User Info window, perform the following steps:
1. Select Edit > Envelope User Info menu item.
ExpensAble pre-populates this window with information from the default settings.
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Editing User Information
2. Edit the desired fields to change the user information that prints in the report header area of the selected
expense report.
Note: To save these changes as the default settings found in Administration > User Info, select the Set as Default
checkbox. To change the edits back to the defaults, click the Set to Default button.
3. Click Save.
Allocating Percentage to Bill To's, Departments, and/or Items
The Percent Allocation option enables you to specify the division of your expenses among different Bill To’s, Items,
and/or Departments.
To allocate different percentages, perform the following steps:
1. Click the Percent Allocation option to open the Percent Allocation section.
Allocating Percentage
2. Select the appropriate Bill To, Item, and/or Department from the available options.
3. Enter a number you want to allocate for % Allocation, and click
to add a new allocation line.
4. Repeat steps 2 and 3 until the Total Allocation = 100%.
Note: The percentages assigned to different allocations must add up to 100.
5. Click Save.
Adding Expense Details
Entering Data About Your Guests
ExpensAble displays the Guests and Purposes fields when you select Entertainment or any meal as an Expense
Type, for recording the names of your guests and the purpose of the entertainment or business meal. Select Multiple
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Guests from the Guests drop-down menu if you host more than one guest at a time, so that you can record the
names of your guests.
Selecting Guest Names
The key buttons of the Select Names screen are:
• New: Adds a new name to the Multiple Guests list and to the Guests drop-down menu.
• Select All: Selects all the guests from the list.
• Clear All: Clears all the guests from the list.
®
• Add from Outlook: Imports guests from Microsoft Outlook .
Entering Mileage Expenses
When you select Mileage as an Expense Type, ensure that all related information required for tax purposes are
entered.
To enter mileage expense, perform the following steps:
1. Select Mileage from the drop-down menu in the Expense Type field.
Entering Mileage Expenses
2. Enter the number of miles traveled, or the start and end readings from car odometer of your car in the Odometer
Start and End fields respectively.
ExpensAble calculates your reimbursable mileage amount based on the mileage rate permitted by your
company or client.
3. Enter the vehicle ID in the Vehicle ID field, if the car is Company Car.
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4. Enter the Origin and Destination locations for the trip.
The Origin and Destination information is required for tax purposes. This information is also added to the
Mileage List so that they are displayed in the Origin and Destination drop-down menus for faster data entry the
next time you report this trip.
5. Enter the city in the City field (optional).
6. Enter the percentage of the amount of Reimbursable, Non-Reimbursable, and Personal miles in the Mileage
Allocation sub-section (optional).
This enables the Mileage Tracking Report of ExpensAble to calculate the total mileage with the personal and
business amounts totaled separately. For more information, see Creating a Mileage Tracking Report.
7. You can also optionally enter a new mileage rate.
8. Click Enter to save and enter more expenses, or click Done, if finished with the expense report.
Optional Tools to Assist
The Currency Genie is a helpful tool that prompts you through screens and calculates the exchange rate at the end.
To invoke the Currency Genie, you can create a new expense entry and select Currency Exch for the Expense
Type. The Genie appears automatically. You can also select the blank, new expense entry line in the Expense Log
and click Genie > Currency Converter Genie in the menu.
You can also use located next to the Amount field to manually calculate the exchange rate.
Calculating the Exchange Rate Manually
To manually calculate the exchange rate, perform the following steps:
1. Enter the amount paid in the selected foreign currency
2. Choose what you want ExpensAble to calculate:
• If you know the exchange rate and the amount spent in foreign currency, have ExpensAble calculate the
amount in your home currency. This is typically a cash transaction.
• If you know the amount spent in foreign currency and the amount in your home currency, have ExpensAble
calculate the exchange rate. This is typically a credit card transaction.
3. Choose whether the exchange rate is for exchanges made from U.S. dollars to foreign currency or from foreign
currency to US dollars.
4. Click Ok.
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Entering Full or Partial Reimbursements
ExpensAble automatically updates the status of your expense report after you record the reimbursement. When you
receive full or partial payment for an expense report, ensure that you record the reimbursement and update the status
of your expense report envelope.
To enter reimbursement details perform the following steps:
1. Select the envelope being reimbursed.
2. Select Expense Type>Reimbursement, enter the reimbursed amount, and click Enter.
A message appears that shows the new status of the report. Click the History tab to see the status and add any
comments to the report.
Report statuses include the following:
• Partially reimbursed: If some amount of your reimbursable expenses has been paid to you by your company
or client.
• Fully reimbursed: If the entire amount of your reimbursable expenses has been paid to you by your company
or client.
• Approved/Rejected: To enter the name of the person who approves/rejects your claims.
• In Progress: If you are waiting to know the status of your claims.
• Submitted: To send an e-mail.
Spreading a Transaction Across Multiple Days
ExpensAble splits the daily charges for you when you report a transaction that spans two or more days. You can
either divide an expense over any number of days (up to one month) or you can enter the transaction once. For
example, car rental is typically charged by the day, but billed only once. To reflect your daily expenses accurately,
you require ExpensAble to divide the total amount so that a portion of the bill is charged each day.
To spread transactions across several days, perform the following steps:
1. Select the transaction you want to divide in the Expense Log window.
2. Select Divide Expense Across Days from the Edit menu.
The Divide Expense Across Days window is displayed.
Dividing Expenses Across Days
3. Enter the beginning and ending dates for the transaction.
Note: You can use
to enter dates.
4. Click Divide.
5. Click Enter to enter the divided transaction in the Expense Log.
Tip: Use the + and - keys to enter the date for the next or previous day.
6. An ellipsis (...) in the Date column of the Expense Log indicates that the transaction has been divided. When you
preview the report, the total expenses spread over several days is displayed.
Splitting Transactions
You may want to enter split or itemized transactions if you want to perform the following:
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• Divide a single expense between more than one client or department.
• Assign a portion of a transaction amount as Non-Reimbursable or Personal.
To split transactions, perform the following steps:
1. Select the transaction you want to split, or click the new transaction line.
2. Click the Split button.
3. Enter information for each part of the split transaction in the Expense Record on the left side of the window.
4. Click Enter to add each item to the Split Expense Log.
Continue adding line items until you finish, and click Done.
5. Continue adding line items until you finish, and click Done.
ExpensAble displays Split as the expense type for a split transaction in the Expense Log. Double-click the
transaction, or click the down arrow to see the details of a split transaction.
Entering Time Expense Transactions
ExpensAble treats time as another expense. To create or edit time expense transactions, perform the following steps:
1. Select Time from the Expense Type drop-down menu, to enter a Time expense transaction.
2. Enter the date of work in the Work Date field.
3. Enter the number of hours in the Hours field.
4. Enter the amount spent in the Rate field.
The amount is automatically calculated.
Entering Time Expenses
Entering Expenses in an Expense Report
Use the Expenses window to enter or edit your expense information. Each expense, or transaction, is displayed in
the Expense Log at the top of the screen. You can enter receipt information in any order. There is no need to group
receipts by date or category. ExpensAble automatically sorts and organizes the expenses for you.
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Exploring the Expense Report
The Expenses screen of an envelope is split into two parts as follows:
• The top part lists all expense lines on the report and includes Expense Date, Expense Type, Amount, Payment
Method, RNP (Reimbursable, Non-reimbursable, or Personal), Merchant, and Description. It is referred to as the
Expense Log. Click on the line item to open the details of the expense.
• The lower part of the screen is the expense line entry area. This screen has the following options:
Date: Enter the date of the expense
Expense Type: Select an expense type from the standard list in Administration.
Payment Method: Enter the payment method. This determines the entry in the Reimbursable field.
Amount: Enter the amount of the expense.
Enter other Expense Details: Details include Merchant, City, and other field information for this expense line.
Percent Allocation: Lists the allocation details below the regular expense details, if the expense is allocated.
Split: Splits the selected transaction.
Enter: Records the selected transaction in the Expense Log.
Restore: Cancels the changes made to the selected transaction.
Delete: Deletes the selected transaction.
Done: Saves the expense entry and closes the report.
To enter expenses in an expense report, perform the following steps:
1. Either create a new envelope or click an existing envelope in the My Expenses panel.
The expense entry window is opened showing a new, blank expense entry item typically with current date prepopulated.
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Viewing the Blank Expense Entry Screen
2. Select the Expense Type and the screen with entry fields for that expense type is displayed.
Viewing the Expense Type Options
3. Enter the relevant information in the expense field.
4. Click Enter to record the transaction in the Expense Log.
A new blank entry screen is displayed.
5. Repeat the entry process as necessary.
6. Click Done to save the entry and close the report. Remember, you can always re-open the expense report
envelope to add, delete, or edit expense entries while it is "In Progress" status.
Entering Data in the Expense Entry Screen
The fields that appear in the expense entry screen vary according to the following:
• The expense type selected
• The expense report form you are currently using
• The envelope info selections made for Currency, Item, and Bill To fields
The following table provides information on each field in the expense record.
Field
Description
Date
Enters either the date you made this transaction on or the date on which you paid it (you
can use either format, but you should be consistent).
Use the drop-down
keys:
calendar in the menu bar to enter the date, or use the shortcut
• +: next day
• -:previous day
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• t: today
• m: beginning of the month
• h: end of the month
• y: beginning of the year
• r: end of the year
Note: To use the shortcut keys, place the cursor in the date field and press the relevant
key on the keyboard.
Expense Type
Payment Method
(Optional)
Select an expense type that best describes your transaction from the drop-down menu.
ExpensAble uses a preset list of commonly-used expense types. The standard list is
found in Administration > Lists. You may also enter a type that is not on the list and it is
added to the standard list. If pre-populate expense items is selected in Administration >
Program Options > Expense Entry tab, ExpensAble tries to complete some of the
transaction for you, using previously entered transactions (with the same expense type)
as a guide.
Indicates the mode of payment. Select a payment method from the drop-down menu.
Entering data in the Payment Method field enables you to reconcile the credit card
expenses.
Amount
Enter the transaction amount. Use the drop-down
calculate the transaction amount.
Show Tax
If None is selected for Show Tax in the Envelope tab, you can select a value-added tax
from the drop-down menu to display for the expense item and enter taxes paid. If a
specific value-added tax was selected in the Envelope tab those entry fields of tax is
displayed automatically for every expense item. You can override the pre-set by
selecting a different tax or none from the drop-down menu.
(Optional)
Reimbursable
icon in the menu bar to enter or
This field is automatically filled out based on the payment method you select. Payment
methods are coded as Paid by “Myself” or Paid by “My Company”.
• Yes indicates that you paid for the expense with personal funds, and your company or
client repays you the amount.
• No indicates that the expense was paid with company funds or it is a tax-deductible
business expense, and you are not directly reimbursed by the company or client.
• Personal indicates that the expense was not a business expense and that you are
responsible for its payment. These might be expenses such as extended hotel stay or
car rental (for personal purposes) that you paid for or that you owe to your company.
Merchant
(Optional)
City
(Optional)
Currency
(Optional)
Enter the name of the party who received payment for this transaction. The name of this
field varies depending on the expense type selected. For example, if you select Airfare,
the Merchant field is named Airline/Agency. If you select Dinner as the expense type,
the Merchant field is named Restaurant.
Enter the location where you incurred the expense. You can select from the list or enter
a new city, and it is added to the list for future selection.
If selected in the Envelope tab a currency drop-down menu is displayed, allowing you to
select the currency used in the transaction. Below the currency is a field for the
exchange rate.
Note: There is a live currency converter built into ExpensAble 8 represented by the
icon located next to the exchange rate field. If you have a working Internet connection,
enter the date, amount, and currency; then click the icon and the exchange rate is found
and the conversion takes place automatically.
Description
(Optional)
Bill To
(Optional)
Enter a description of the expense. This information appears in the Description Details
section of the printed expense report.
If you select the Show Bill To check box in the Envelope Info window you can select
from the Bill To drop-down menu or enter a new Bill To. If you set up percent allocations
including Bill To's in the envelope info, this field in expense entry shows <Allocation by
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%>.
Item
(Optional)
Charge to
Department
(Optional)
Billable
(Optional)
Memo
(Optional)
If you select the Show Item check box in the Envelope Info window, you can select from
the Item drop-down menu or enter a new Item. If you set up percent allocations
including Items in the envelope info this field in expense entry will show <Allocation by
%>.
You can select from the Charge to Department drop-down menu or enter a new
department. If you set up percent allocations including Departments in the envelope
info, this field in expense entry shows <Allocation by %>.
Mark this box if you use QuickBooks and is billing your customer for this expense. It
updates the Customer Invoice Record in QuickBooks when you send the report data to
QuickBooks. The Customer Name or Job must be selected in the Bill To field for this to
work properly.
Information entered in the Memo field is for personal use only, and is not included in any
printed reports.
Managing Transactions
The following table provides the steps to be performed to complete the listed actions when working with transactions:
Action
Steps
Results
View or Edit a transaction
Select the transaction you want to edit in
the expense log.
Makes changes to the transaction in
the expense record.
Undo changes to a
transaction
Click Restore to undo the changes you
have made to a transaction in the expense
record.
The transaction reverts to the last
entry.
Note: Once you enter the
transaction, the changes are saved
and you can no longer restore the
original transaction.
Duplicate a transaction
Select the transaction you want to duplicate Inserts a copy of the transaction
in the expense log and select Duplicate
below the selected transaction.
Transaction from the Edit menu.
Delete a transaction
Select the transaction you want to delete in Deletes the selected transaction.
the expense log. Click Delete to confirm
Note: You can also right-click the
that you want to delete the transaction from
transaction in the expense log, to
the expense record.
delete it.
Sort transactions by Date,
Expense Type, Amount,
Payment Method, RNP,
Merchant
Click a Column Header in the expense log ExpensAble displays the
to sort by that column.
transactions in descending order
based on the selected column, click
the column again to reverse the sort
order.
Find a transaction
Select Find Transaction from the Edit
menu. Enter information about the
transaction you are looking for in the Find
Transaction window, and select the folders
to be searched.
ExpensAble displays a list of all
transactions that meet your criteria.
Click the Expense Item Detail icon
on the far left of the screen, to
navigate to the specific transaction.
Moving Transactions to Another Envelope
If you decide that some of the expenses you have entered belong to other envelopes, you can move those
transactions to existing envelopes, or create new envelopes as you proceed.
Drag and Drop Transactions
To move transactions to an existing envelope:
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1. Open the folder containing the envelope that receives the transactions being moved. Only envelopes with the
status of “In Progress” can receive transactions.
2. Select one or more transactions from the Expense Log window that is moved. Select multiple transactions by
holding either the Shift key or Ctrl key during selection.
3. Drag and drop the transactions(s) into the receiving envelope. You can only move transactions from an envelope
with the status of “In Progress”.
Dragging and Dropping Transactions
Moving Transactions Using the Edit Menu
1. Click Edit > Move Transactions.
2. Select the transactions you want to move by either Bill To or Date Range.
Moving Transactions
3. Specify the folder and envelope to receive the transactions and click Move.
You receive a confirmation that the transaction has been moved.
Note: Click New Envelope to create a new envelope that receives the transactions.
Confirming Transaction Movement
4. Click OK.
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Moving Downloaded Credit Card Transactions
Downloaded credit card transactions are placed in envelopes in the Credit Cards folder in the My Accounts panel. For
more information about setting up credit card accounts, see Completing Account Guided Setup.
Downloading American Express Credit Card Transactions
To move downloaded credit card transactions:
1. Open the folder containing the envelope you want to receive the credit card transactions so it is visible during
the drag and drop operation.
Note: Envelopes located in the Credit Cards folder are used to hold recently downloaded credit card transactions.
These credit card envelopes are not used for expense report creation. To place downloaded transactions in an
expense report, the downloaded transactions must be moved out of the Credit Card envelope and into an expense
envelope.
2. Click the envelope containing the credit card data.
3. Select the transactions to move and then drag and drop them into the receiving envelope in the Folders List. The
downloaded credit card transactions are moved to an expense envelope.
Using the Credit Card Genie to Move Transactions
Clicking the Credit Card Genie, while in the destination envelope, is an alternative for moving downloaded credit card
data into an envelope that is “In Progress”. The Genie prompts you to select which credit card and which transactions
to move.
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Downloading Credit Card Transactions
Collating Expenses
You have collected expenses for an entire month, but your company may require weekly expense reports. You can
enter all your expenses in a single envelope, and then have ExpensAble create the weekly envelopes for you.
ExpensAble can automatically create weekly, bi-weekly, monthly, or bi-monthly envelopes from the expenses you
entered in one envelope.
To collate expenses, perform the following steps:
1. Select an envelope from the folder list in the navigation panel.
2. Select Edit > Collate Expenses.
Collating Expenses
3. Select the interval for each envelope, and click Collate.
4. Click Yes to confirm that you want to proceed. ExpensAble displays the new envelopes with date-related names.
Using Genies to Enter Transactions
ExpensAble Genies help you enter expense information by asking questions about your business travel. For
example, the Hotel Genie asks you questions about your hotel stay, organizes the answers, and enters them in
ExpensAble. The Hotel, Trip, Credit Card, and Currency Genies are integrated into the Expenses window to enable
quick access while entering transactions. The Genies can also be found in their original locations in the Genies menu
on the menu bar.
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The following table lists the tasks to be performed to complete the listed actions when working with Genies:
ExpensAble Genie
Task
Advantage
Trip Genie
Select Trip Genie from the
Genies menu.
• Remembers the expenses from all areas of your
trip (domestic trips only).
• Itemizes expenses from a multi-city business trip.
• Separates different types of expenses from a
single hotel bill.
Hotel Genie
• Itemizes one hotel bill that includes different
kinds of expenses (room, room tax, meals,
phone, and so on).
Select Hotel Genie from the
Genies menu.
• Divides an expense that spans several days into
daily expenses.
• Separates personal transactions (such as phone
calls and extended stays) from your business
expenses.
Note: The Hotel Genie automatically appears each
time you select a hotel or lodging expense type
from the Expense Type list. You can disable this in
the Program Options window. In the Other
Expenses section, enter all the expenses that were
not prompted earlier.
Credit Card Genie
Select Credit Card Genie from
the Genies menu.
• Imports your Corporate Card, Personal Card,
and/or Debit Card data into an expense
envelope.
• Identifies the financial institution that you require
to import transactions from, downloads the data,
and then itemizes the expenses and organizes
them in your expense report.
• Facilitates the drag and drop of credit card
transactions from the Credit Cards folder in the
My Accounts panel (in the lower-left pane of the
ExpensAble screen) into any expense envelope
with a status of "In Progress".
Note: If you want your credit card to appear in the
credit card genie, ensure that you have set up a
credit card payment method for online access. If
you require information on setting up credit card
accounts, see Completing Account Guided Setup.
Currency Genie
Select Currency Genie from the • Calculates the exchange rate from a currency
Genies menu.
exchange transaction.
• Enters the exchange fee.
• Appears automatically when you select the
currency exchange expense type in the Expense
Record.
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Reconciling Your Credit Card Statement
When you receive your monthly credit or charge card statement, you can reconcile this amount with the transactions
you have entered in ExpensAble, to ensure that you have entered all your reimbursable expenses. For more
information about downloading your credit card or charge card expenses, see Downloading Credit Card Expenses.
To reconcile credit card transactions, perform the following steps:
1. Select Credit Card Reconcile from the Edit menu.
Reconciling Credit Card Transaction
2. Select the account you want to reconcile.
3. Select whether you want to view all transactions or only those that have not been reconciled.
4. Click the Clear (cleared) checkbox beside each transaction, as you reconcile the transaction amount with your
statement.
5. Click Ok to complete the reconciliation of your transactions.
Attaching Receipts
ExpensAble supports the attachment of image files in the following formats: *.bmp, *.gif, *.jpg, *.tif, and
*.pdf. Use your scanning or fax software to save your receipts as one of the four supported image file types and
attach them to your expense reports in ExpensAble. If you are using the list view of the Envelopes window, the
envelopes that have attachments are displayed with a paper clip icon in the Attachments sorting column.
To see the scanned receipts, right-click an envelope and select Attach Receipts or click the Attachments tab. The
Attachment tab opens, where you can either drag and drop supported files from a separate window, or click the Add
button to browse for your scanned receipts.
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Attaching a PDF File
Attaching an Image File
You can view, move to another envelope, or delete the attached receipts. When you print the expense report, both
the report and the attachments are printed. If a *.pdf is attached, is and printed as a separate document.
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Producing a Finished Expense Report
ExpensAble uses expense report forms as a template to determine the layout of your expense report. You can select
your expense report form before or after you enter your transactions. The most convenient sequence to enter a few
transactions is selecting the expense report form, and finishing entering your transactions.
You can select any of the standard expense report forms that are integral to ExpensAble, in either HTML or PDF
format.
Viewing an Expense Report
An expense report has the following sections:
• Report Header: Displays the company and employee header information that is part of all ExpensAble report
forms. This information is taken from the user information you entered when you created the file. To change the
information for the header labels, click Edit > Envelope User Info.
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• Expense: Groups your expenses under broad categories called Report Labels. Some report forms have sections
for both employee-paid expenses and company-paid expenses. In the example above, the section labeled
Expenses (to be reimbursed) is the Employee section and the section labeled Company Paid Expenses is the
Company section.
• Details: Displays additional information about meals and entertainment, mileage, and miscellaneous details.
Some templates include a section that shows how you have allocated expenses to various clients or projects.
• Signatures: Most templates have a place for totals and authorized signatures.
• Attachments: Displays the attachments for the report.
Producing a finished expense report involves the following tasks:
• Understanding a report form
• Selecting a report form
• Editing a report form
Understanding a Report Form
You can determine the look of your expense report. Choose from the various report forms based on the kind of
information you have in your expense report. For example, if you are reporting expenses in a currency other than
dollars, be sure to choose an International Trip report form. Or, if you are reporting only mileage expenses, select a
Mileage Log report form.
Report Forms
ExpensAble offers more than 30 expense report forms to choose from, in either HTML or PDF formats. Select the
report form that most closely matches your work needs. You can use it as is, or modify according to your needs. If
you do not choose a report form, ExpensAble uses the Standard (HTML) domestic or portrait format by default. The
forms all begin at one page in length, then may increase to two pages or more, depending on the quantity of
transactions and/or detail in the expense report.
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Viewing the Report Forms
A report form consists of the following elements:
• Report Name: Displays the name of the report.
• Report Type: Displays the nature of the reports. Reports can be either domestic or international.
• Orientation: Displays the layout in which the reports can be viewed and printed. The reports are displayed either
in landscape or portrait orientation.
• HTML: Displays the report form in HTML format.
• PDF: Displays the report in PDF format.
• Activate Report: Enables you to activate the selected report. You will see a beside the selected report form
that indicates that the report is activated.
• Bill To and/or Department Label: Displays the relevant information for the label. The label names vary
depending on the report form you choose. You can rename these labels as per your requirement.
• Billable Expenses: Enables you to filter your expense reports to include or exclude, or only include expense
transactions that are marked as billable.
• Time Expenses: Enables you to filter the expense reports' time section to include or exclude, or only include
Time expense types.
• Report Starts At: Enables you to choose when you want to start your expense report. This option might not be
available with all expense report forms.
• Language: Enables you to select the language. By default, the language selected is English.
• Edit: Enables you to edit the selected report form.
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You can make any of the following changes to a report form:
• Edit, rename, or delete the text for a label.
• Re-arrange labels in the printed report.
• Change which expense types are associated with a label.
Note: You cannot add lines to an expense report template.
Report Labels
An expense report is a summary of your expense transactions grouped into categories that are meaningful to your
company. In most cases, an expense report does not list every expense type you used in your transactions. Instead,
it groups transactions with similar expense types under a common label.
For example, you have expenses in one report for a cell phone bill, office phone bill, and a hotel fax charge. On the
printed expense report, these three transactions might be under a single label, Telephone, even though you have
three different expense types.
A report labels screen has the following elements:
• Employee: Enables you to configure how your expenses are printed. Expense types correspond to the printed
report labels. For example, in the Employee Section of the selected report template, the "Airfare/Rail" report label
has the Airfare and Rail expense types mapped to it. When you print your report, the reimbursable amounts for
both the airfare and rail expense entries appear under this label. You can rename, add, and delete report labels.
• Company: Enables you to configure how your expenses are printed. Expense types correspond to the printed
report labels. For example, in the Company Section of the selected report template, the "Airfare/Rail" report label
has the Airfare and Rail expense types mapped to it. When you print your report, the reimbursable amounts for
both the airfare and the rail expense entries appear under this. You can rename, add, and delete report labels.
• Time: Enables you to configure how your Time expenses are printed. Expense Types correspond to Report
Labels. For example, in the Time Section of the selected report template, the "Time" report label is mapped to
the Time expense type by default. When you print your report, your Time expense entries appear under this
label. You can rename, add, and delete report labels.
Viewing the Report Labels
• Order: Enables you to reorder labels on the expense report. Select a report label and click
report labels up or down respectively, and then click Apply.
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or
to move the
• Create New: Enables you to create a new report label.
• Set as Default: Enables you to set the selected report label as the default report label. You see a icon beside
the default report label that indicates that the selected report label is default.
• Edit: Enables you to edit a report label.
• Delete: Enables you to delete a report label.
If the report form you selected has both an Employee and Company section, you will see the report labels in all the
three tabs (Employee, Company, and Time). However, if the report form has only an Employee section, the Company
tab is blank. For example, if you have chosen the Consultant report form, the Company tab does not display any
report labels because consultants usually work for themselves and not for a company. So, the report form they use
does not have a company paid section.
Selecting an Expense Report Form
To select a report form, perform the following steps:
1. Click Administration from the left navigation panel, and select Report Forms.
Selecting a Report Form
2. Select a report you want to use or be active.
When you are selecting a report form, please observe the following guidelines.
• Ensure that all the details required are present in the report form. Some report forms have more expense lines
to work with, giving you a more detailed report. (The Standard report form is one of the most detailed expense
report forms.)
Note: You can preview a format by activating it, and then clicking the
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icon.
• Base your selection on the type of expense. Some report forms are tailored to specific occupations. For
example, most Sales report forms have more space for meals and entertainment expenses. Consultant report
forms usually include an expense allocation section. Other report forms are based on specific reporting
requirements. For example, the labels in the Account Codes report forms include a space for account
numbers.
• Ensure that you select an International report form, if you want to display foreign currencies and conversions
on your expense report.
• Ensure that the physical layout of the report form matches your company standards. Some report forms use a
landscape layout, and others use a portrait orientation. In some templates, the expense categories are on the
left side; in others the categories are in the top.
• Select another reporting report form if you find that your reporting requires change, or if the report form you
are using does not match a specific requirement.
• Ensure that the same report form exists in both HTML and PDF formats.
3. Click Activate Report to activate the report form.
Note: After the report is activated, you see a icon beside the report form.
Editing an Expense Report Form
To edit a report form, perform the following steps:
1. Select the report form that you want to edit.
2. Click Edit in the Activate Report section.
A window is displayed, where you can make changes to the report form. These changes appear when the report
is printed.
Editing Report Forms
3. Enter the new label for the following:
Bill To Label
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Department Label
4. Choose to include or exclude Billable Expenses and Time Expenses.
5. Select which date to use when starting the report.
6. Click Save to save your settings, or Cancel to exit without saving.
Creating a Report Label
You can create a new label that will be printed in the report using Create New. The new label and its mapped
expense types will appear in the order placed via the order buttons. To create a new report label, perform the
following steps:
1. Select Report Labels.
2. Click Create New.
The New Report Labels section is displayed.
Adding a New Report Label
3. Enter the Name and Code (optional) in the text fields.
4. Select the expense type from the Expense Types drop-down menu.
Note: The selected expense types have an icon beside them to indicate that they are mapped to the selected report
label. If you do not select any expense type, ExpensAble
5. Click Save to save the settings, or Cancel to exit without saving.
Note: Click Set as Default if you want set the report label as default. You see an icon beside the default report
label.. This means that any amounts found for expense types that are not mapped to a specific label will map to the
default label.
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Editing a Report Label
To change the text of the label that is printed, add or edit a code and edit the expense type mappings, for a report
label, perform the following steps:
1. Select Report Labels.
2. Select the Report Label you want to edit.
3. Click Edit.
Editing the Report Labels
4. Enter the new details in the Name and Code text fields.
5. Select the expense type from the Expense Type drop-down menu.
Note: The Expense Types drop-down menu displays the expense types that are assigned to the selected report
label.
6. Click Save to save the changes, or Cancel to exit without saving.
Deleting a Report Label
To delete a report label, select the report label that you want to delete, and click Delete.
Previewing an Expense Report
You can see how your expense information looks in the report form by previewing your expense report before you
print it.
To preview your expense report:
1. Select the envelope for the report you want to preview, from the Envelopes window.
2. Click
from the tool bar.
3. Click Close to exit the preview.
Printing an Expense Report
To print an expense report, perform the following steps:
1. Select the envelope for the report that you want to print.
2. Click
. The preview of the report is displayed.
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3. Click
again, or click Print... to print the report.
Note: If you have expenses for several clients (or jobs or projects) in the same envelope, you can still print separate
expense reports for each client. Click
from the tool bar in the Envelope Info window and select the When
printing, separate each billable checkbox.
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Running Analysis Reports
This chapter explains the various types of analysis reports, which enable you to analyze the data in the expense
reports you have created. Unless customized, analysis reports are generated using all the data available in all
expense report envelopes residing in the ExpensAble file (*.qex).
It consists of the following sections:
• Creating a General Report
• Creating a Billable Time Report
• Creating a Bill To
• Creating a Budget Report
• Creating a Cash Tracking Report
• Creating an Expense Summary Report
• Creating a Expense Types Report
• Creating a GST Summary Report
• Creating a HST Summary Report
• Creating a Merchants Report
• Creating a Mileage Tracking Report
• Creating a Missing Receipts Report
• Creating a NonReimbursables Report
• Creating a Payment Methods Report
• Creating a Transactions Detail Report
• Creating an Unused Ticket Report
• Creating a VAT/GST/ HST Detail Report
• Creating a VAT Summary Report
• Customizing Analysis Reports
• Customizing Memorized Reports
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Creating a General Report
The General Report provides details of all expense entries, , in all expense report envelopes, grouped by dates.
To create a General Report:
1. Click Analysis Reports in the left navigation panel.
2. Select General Report.
Viewing the General Report
Note: Click on the icon located to the left of the expense item to display the actual expense item within its expense
report envelope.
3. Click
to print the report.
4. Click any object on the screen (a folder, an envelope, button, and so on) in the program to leave the report.
For more information about customizing your reports, see Customizing Analysis Reports.
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Creating a Billable Time Report
A Billable Time report enables you to capture and report your billable time expense type transactions including hours
billed, rate, and amount.
To create a Billable Time report, perform the following steps:
2. Select Billable Time Report.
Viewing the Billable Time Report
3. Click
4. Click any object on the screen (a folder, an envelope, button, and so on) in the program to leave the report.
5. Click Customize to customize your report.
Note: If you have expenses for several clients in the same expense report, you can print out a separate expense
report for each client by selecting the “When printing, separate each billable” option at the Envelope Info window.
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Creating a Bill To
A Bill To report provides all expenses entered that were assigned a Bill To.
To create a Bill To report:
2. Select Bill To.
Viewing the Bill To Report
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Creating a Budget Report
A Budget report displays the allocated budget versus actual expenditure incurred. This report enables you to track
your actual expenses against your budget by providing the basic budget details.
The budget amount is assigned either on a quarterly or an annual basis. The budget report enables you to track your
expenses by displaying the following data:
• Amount spent to date
• Amount that has exceeded the budget
• Balance amount left in the budget
The numbers for the budget report are not separated by expense type. Instead, the budget and actual amount is a
sum of all the expenses during the specified time.
You can also select which envelopes to include in the budget report.
To create a Budget report, perform the following steps:
2. Select Budget.
The Budget Analysis report is displayed.
Viewing the Budget Report
3. To set up your budget, click Customize in the Budget Analysis window.
In the Budget Plan tab, specify the amount that you want to spend during a given period of time.
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Customizing the Budget report - Budget Plan tab
Note: You can set your fiscal year at the Budget Plan tab.
The fields in the Budget plan tab are:
• Start Year of Report: Enter the year you want to investigate.
• Fiscal Year starts on: Many companies choose a month other than January to match their business cycle.
• Specify Budget by: Budget one lump sum for the entire year or individual values for each quarter.
• Budget Amount for: Enter how much money you intend to spend.
4. In the Envelope tab, select the envelopes to be included when creating your Budget Report.
Customizing the Budget report - Envelope tab
The following are the fields in the Envelopes tab:
• Envelopes to Search: List the envelopes you want to compare to your budgeted amounts.
• Envelopes to Choose From: Select the folders and envelopes you want to compare to your budgeted
amounts.
• Add: Click to put the selected envelopes from the left list into the right list.
• Remove: Click to delete the selected envelopes from the list on the right.
5. In the Report Format tab, type a title for your report and choose the time period from Show year to date totals.
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Customizing the Budget report - Report Format tab
• Title: Enter descriptions that emphasize the priorities of your budget.
• Show year to date totals by: Show weekly or monthly comparisons of budgeted versus actual spending. For
monthly totals, you have the option of seeing quarterly summaries.
6. Click Memorize as... after entering the information about your budget in the Budget Report Setup window.
7. Click Done to complete the creation of a budget report.
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Creating a Cash Tracking Report
A Cash Tracking report provides details of all the expenses paid for with cash. The Cash Tracking report tracks your
cash transactions and reconciles them with the initial cash amount. The initial amount is set by clicking Customize,
then opening the Headings tab.
To create a Cash Tracking report:
2. Select Cash Tracking.
Viewing the Cash Tracking Report
3. To enter the initial amount, click Customize then click the Headings tab and enter an amount in the Beginning
Balance field.
For more information about customizing the Cash Tracking Report, see Customizing Analysis Reports.
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Creating an Expense Summary Report
An Expense Summary report provides an overview of all expense report transactions. This report focuses on the
highlights of the expenses rather than the details. The Expense Summary report groups the information by
Reimbursable and Pre-paid (or Non-Reimbursable) expenses
To create an Expense Summary report:
2. Select Expense Summary.
Viewing the Expense Summary Report
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Creating a Expense Types Report
The Expense Types report provides an overview of the expenses based on the expense types. This report focuses on
the details of the transactions in each expense type. This report groups the information by expense type.
To create a Billable Time report, perform the following steps:
2. Select Expense Types Report.
Viewing the Expense Types Report
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Note: Click the icon to navigate to the specific entry in the expense report envelope.
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Creating a GST Summary Report
A GST (Goods and Service Tax) Summary report provides details of all GST entries made.
To create a GST Summary report:
2. Select GST Summary.
Viewing the GST Summary Report
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Creating a HST Summary Report
A HST (Harmonized Sales Tax) Summary report provides details of all HST entries made.
To create a HST Summary report:
2. Select HST Summary.
Viewing the HST Summary Report
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Creating a Merchants Report
A Merchants Report provides you with an overview of all the transactions, sorted by merchant.
To create a Merchants report, perform the following steps:
2. Select Merchants.
Viewing the Merchants Report
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Creating a Mileage Tracking Report
The Mileage Tracking report enables you to capture and report all your mileage expenses, in any of the following
cases:
• You use a personal car for business trips
• You use a company car in combination with personal trips
This report is useful to companies with multiple company cars so they can track the mileage of each car by user.
This report calculates the total mileage with the Non-Reimbursable (personal, other non-business mileage) and
Reimbursable (business mileage) amounts totaled separately.
To specify the percentage of the amount of personal (Non-Reimbursable) and business (Reimbursable) miles during
expense entry, see Entering Mileage Expenses.
To create a Mileage Tracking report:
2. Select Mileage Tracking.
Viewing the Mileage Tracking Report
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Creating a Missing Receipts Report
A Missing Receipts Report provides you with a summary of all the transactions where the Receipts Missing checkbox
was selected in the expense entry screen.
To create a Missing Receipts report, perform the following steps:
2. Select Missing Receipts.
Viewing the Missing Receipts Report
For more information about customizing you reports, see Customizing Analysis Reports.
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Creating a NonReimbursables Report
A Non-Reimbursables Report provides you a summary of all the non-reimbursable transactions like company paid
expenses or tax deductible business expenses.
To create a Non-Reimbursables report, perform the following steps:
2. Select NonReimbursables.
.
Viewing the NonReimbursables Report
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Creating a Payment Methods Report
A Payment Methods Report provides an overview of the transactions sorted by payment method. This report gives
you a sum total of all the transactions for each payment method.
To create a Payment Methods report, perform the following steps:
2. Select Payment Methods.
Viewing the Payment Methods Report
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Creating a Transaction Details Report
A Transaction Details report provides details of all the transactions in the current envelope. The Transaction Detail
report facilitates users who need to maintain records of their business expenses for tax purposes.
To create a Transaction Detail report:
2. Select Transaction Details.
Viewing the Transaction Details Report
3. Click
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Creating an Unused Ticket Report
The Unused Ticket Report provides you with a summary of all travel ticket (Airfare and Rail) transactions where the
Ticket Used checkbox was selected in the expense entry screen.
Note:
• By default the report displays only the unused tickets. However, you can customize the report to display both
used and unused tickets.
• You can focus on the airline and/or rail transactions you are really interested in and delete the rest to create a
highly tailored report.
To create an Unused Ticket report:
2. Select Unused Tickets.
Viewing the Unused Tickets Report
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Creating a VAT/GST/ HST Detail Report
A VAT (Value Added Tax), GST/PST (Goods and Services Tax or Provincial Sales Tax), and HST (Harmonized
Sales Tax) report displays expenses from all envelopes in the file that have incurred taxes. This report enables you to
calculate the amount of VAT, GST/PST, or HST tax that you have been charged on business expenses during the
trip, and get reimbursed for the often-reclaimable taxes by the countries that levy them.
To create a VAT/GST/HST Detail Report:
2. Select VAT/GST/ HST Detail Report.
Viewing the VAT/GST/HST report
3. Click Customize to make necessary changes, if there are any, to the template.
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Creating a VAT Summary Report
A VAT Summary report provides a summary of all the VAT expenses for the selected envelope.
To create a VAT Summary report:
2. Select VAT Summary.
Viewing the VAT Summary Report
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Customizing Analysis Reports
Analysis Reports can be customized and memorized with new names for fast access to pre-defined reports.
Customizing your reports allows you to filter the information that you want to include and exclude from your reports.
Warning: When you make changes in the tabs described below, you could change the original behavior of the
report. For example, the Cash Payment report only has Cash selected under the Payment tab. Selecting other
Payment Methods will change the original intent of the report, which is to show expenses paid for with cash alone.
To customize analysis reports:
1. Click on the report to be customized.
2. Click Customize on the report window. The Customize screen containing several tabs is displayed.
3. The Amount tab supports filtering the report by Transaction Date vs. Posting Date, by specific and custom
dates and by expense amount filters such as greater than, less than, and in between.
Customizing the Report – Amount Tab
Note: Click on the individual items to select or deselect them. You can also use the Mark All and Clear All buttons
to select or deselect the entire list.
4. The Expenses tab gives you the ability to select which expense types, export labels and billables are included in
the report. Other options include missing receipts, included receipts, billable expenses, and not billable
expenses.
Customizing the Report – Expenses Tab
5. The Merchants tab gives you the ability to filter which Merchants, Cities and Guests to include or exclude from
the report.
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Customizing the Report – Merchants Tab
6. The Payment tab supports the ability to select specific currencies, payment methods to include or exclude in the
report. The RNP option represents reimbursable (R), non-reimbursable (N) or personal (P) expenses.
Customizing the Report – Payment Tab
7. The Envelope tab allows you to select specific expense report envelopes to include in the report. You have
choices such as including only envelopes with a specific status (e.g. In Progress, Submitted, etc.), or envelopes
that reside within specific folders. If the custom selection is made, you can choose the folder and individual
envelopes from the Envelopes to Choose From: drop-down list. If this option is used, simply select the
envelopes to add to the report and click the Add button.
Customizing the Report – Envelope Tab
8. The Headings tab gives you the ability to change the title displayed at the top of the report and decide which
fields (columns) to display. You can also include a pie or bar chart with the table data for some but not all
reports.
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Customizing the Report – Headings Tab
Note: If the chart option is selected and the SVG Plugin from Adobe is not installed, you will receive the an alert,
asking you to get the SVG Plugin. Once the Web site is displayed, click the link labeled SVG Viewer. Choose your
operating system (Microsoft Vista works with the “Win98-XP” selection). Click Run and run again. Accept the license
agreement.
9. Once all your edits are complete, click
10. In the Memorize as... window, enter a name for the newly customized report.
11. Click Memorize to save the report and create the report.
Note: Memorized reports are stored in the Memorized Reports tab displayed when Analysis Reports are opened
from the left navigation panel.
Customizing Memorized Reports
Memorized reports can be customized using the same techniques described above. More button options are
displayed during this process:
•
: Saves the report with the original name it was given. The report is refreshed on the screen.
•
: Allows you to create a new memorized report while keeping the original. The report is
refreshed on the screen.
•
: Implements the changes and creates the updated report but does not save it. The report is
refreshed on the screen.
•
: Dismisses the changes and hides the customization screen. The report is not refreshed on the
screen.
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Administering ExpensAble
This chapter discusses the different functions that can be customized and configured to suit your requirements. The
administration section aids in the set up and maintenance of the ExpensAble system.
This section enables you to perform the following:
• Configuring Program Options
• Configuring Access Manager
• Customizing User Info
• Customizing Lists Options
• Using Guided Setup
• Using Account Guided Setup
Configuring Program Options
In ExpensAble 8, the Administration section includes all the functions required to setup, configure, and administer
ExpensAble. This screen replaces the various menu options that supported administration in earlier versions of
ExpensAble.
Accessing the Administration Section of ExpensAble
Program Options enables you to configure the settings of the ExpensAble application. These settings include
configuring the auto-fill options to automatically pre-populate subsequent expense reports, providing alerts when
errors occur, and configuring Internet access options. Program Options has the following tabs:
• General
• Enter Expenses
• Alerts
• Updates
• Internet
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General
The General Tab is used to set options to set up debug logging, date formats, management of expense envelopes,
®
and integration with Intuit QuickBooks.
To configure the program options, perform the following steps:
1. Click Administration in the left navigational panel.
2. Click Program Options.
3. Click the General tab.
Program Options - General Tab
Choose from the following options:
• QIF files use international date format
QIF files were once the common format used when transmitting credit card data from financial institutions. The
more common format used now are OFX files. But if your financial institution still supports QIF file formats and
your transactions are international, selecting this option will convert the date to an international format
(ddmmyyyy).
Note: The QIF files use international date format, which helps you when you are traveling internationally.
• Save merged QEM files to an employee's folder
This option is designed for approvers within an environments where several submitters send their expense
reports to an approver. When you turn this option on, when an expense report envelope (*.qem) is received and
imported into your instance of ExpensAble, a new folder is created using the submitters name and the expense
report is stored in that folder. QEM files are the entire expense report envelope.
For example: An Approver imports envelope from Tony Traveller via File > Import > Envelope menu item.
Once imported, a new folder is created called Tony Traveller and the expense report envelope is placed in that
folder by ExpensAble.
• Enable debug logging for this session
This option should be left on as it logs important program information that could help the technical support team
in case you have a problem with the application.
• Send to QuickBooks
This option enables you to export expense report information directly into QuickBooks. Select the option and
then select which version of QuickBooks you use. For more information, see Exporting Transactions to
QuickBooks.
4. Select the relevant options.
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5. Click Save to save your settings, or click Cancel to exit without saving.
Enter Expenses
The Enter Expenses tab provides options to assist in expense entry such as auto-population, auto-fill from envelope
and automatic use of genies.
3. Click Enter Expenses tab.
Program Options - Enter Expenses Tab
The options in the Enter Expenses tab are:
• Pre-populate similar expense types
This option pre-populates the Payment Method and Merchant using the values entered previously for the same
Expense Type. The Auto Fill option does not work unless you already have a few transactions in the database.
For example, when you select the Airfare expense type, ExpensAble automatically fills in the payment method
and the airline from your last airfare expense entry.
• Fill expense Bill Tos from Envelope
This option pre-populates the Bill To information that was selected in the report envelope header into all the Bill
To fields for all expenses entered within the report. Customers would be a common use of Bill Tos.
• Fill expense Items from Envelope
This option pre-populates the Item information that was selected in the report envelope header into all the Item
fields for all expenses entered within the report. Items are rarely used without Bill Tos. A common use of the pair
would be Customers for Bill Tos and Projects for Item.
• Automatic use of Hotel Genie
When this option is selected, the Hotel Genie is displayed automatically when the selected Expense Type is
either Hotel or Lodging.
• Automatic use of Currency Exchange Genie
This option is enabled when the selected Expense Type is Currency Exchange.
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Alerts
The Alerts tab provides options for audible alerts, backup prompts and confirmations.
3. Click Alerts tab.
Program Options - Alerts Tab
• Beep when entering or deleting items
This option alerts you with a beep when you either enter or delete any information in ExpensAble.
• Prompt for backup
Selecting this checkbox prompts you to backup the data after a specified number of sessions.
• Confirm when entering changes to a transaction:
This option requests for a confirmation of the changes made to a previous transaction.
• Confirm when deleting items
This option requests for a confirmation when you want to delete any item.
4. Select the appropriate check box, depending on the alerts you want to receive.
Updates
The Updates tab provides options for you to determine when the program should automatically look for updates and
also supports the ability to force a check for updates. Both options require a live connection to the Internet.
3. Click Updates tab.
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Program Options - Updates Tab
The Updates tab has the following options:
• Automatic Program Updates
Select the checkbox and specify the number of days. ExpensAble will check if an update is available and an
Internet connection is found.
• Check for Program Updates Now
This button enables you to immediately check for the available updates if a working Internet connection is found.
Internet
The Internet tab helps you configure your Internet connection. These settings may vary based on where you use
ExpensAble. If you use ExpensAble within a small company environment, you may require more configuration and
setup than if you connect from home.
3. Click Internet tab.
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Customizing the Internet Settings
• System defaults
Choose this setting, if you want ExpensAble to use the default settings of your operating system.
• Directly connected to the Internet
If you are directly connected to the Internet, choose this setting. This option enables you to connect to the
Internet directly.
• Connected to the Internet using a proxy server
If you are using a proxy server, choose this setting and provide the proxy URL.
To authenticate the proxy server, provide the user name and password in the fields provided in the Proxy
Authentication section.
• Automatic configuration script
If you use an automatic configuration script, choose this setting and enter the URL for the script.
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Configuring Access Manager
The Access Manager lists the name and description of supported credit card service providers. You can also add your
credit card service provider, if it is not present in the list.
Viewing the Access Manager
To add a new credit card service provider:
The following window is displayed.
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Creating a New Credit Card Service Provider
2. Enter the following information related to the service provider:
• Provider
• Description
• URL
• Company ID
• User ID
• Password
Note: The User ID and Password are not passed on to the URL provided for login. You must enter that information
manually. Only the American Express Direct Connect currently supports auto-login.
3. Click Save to save your settings or click Cancel to exit without saving.
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Customizing User Info
The User Info option of Administration displays information about the user. This screen can also be accessed through
the Edit menu.
Accessing User Information
The User Info screen enables you to select:
• Currency
• Item
• Tax
To customize the user information:
1. Enter the identity-related information such as name, company, department, and so on.
2. Select the Show Currency and Show Item check boxes, to display these fields for data entry.
3. Select the tax applicable in your country.
4. Select the Set as Default checkbox to declare your configuration as the default settings.
5. Click the Set to Default button if you wish to revert to the initial settings.
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Customizing Lists Options
The Lists option enables you to customize information related to your expenses, such as expense types, payment
methods, and mileage. ExpensAble groups details for each information type under individual tabs. You can create
new entries or delete existing entries for each of the available tabs. When a new entry is added, it is added to the
existing list under the corresponding tab.This screen can also be accessed through the Lists menu.
Viewing the Lists screen
You can customize the drop-down menus by adding items you use frequently. You can also rename items to suit your
needs, and change information associated with a list item.
• Cities
• City Classes
• Departments
• Billables
• Currencies
• Guests
• Payee
• Vehicles
• Reasons
• Items
• Merchants
• Mileage
• Expense Types
• Payment Methods
• Purposes
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Cities
The Cities list contains a pre-loaded list of major U.S. and international cities. You can add, edit and delete cities as
desired. If you enter a city that is not on the list when entering expenses, that city will automatically be added to the
Cities list.
Adding a New City
1. Select Cities tab from the Lists window.
Adding a New City
3. Enter the name of the City and the City Class (optional).
Note: The City Class can be used to group and organize cities, if desired.
4. Click one of the following:
• Save to save the city and close the screen.
• Save/New to save the city and add another city.
• Cancel to exit without saving.
Editing a City
1. Select the city you want to edit and click Edit.
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Editing city's information
2. Edit the city name and/or city class.
3. Click Save.
Deleting a City
Select the city you want to delete and click Delete.
City Classes
The City Classes list allows you to add a new city class in order to apply your employer’s per-diem policy to different
cities.
Creating a New City Class
1. Select the City Class tab.
Creating a New City Class
3. Enter the name of the City Class.
• Save to save the city class and close the screen.
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• Save/New to save the city class and add another city class.
Editing a City Class
1. Select the city class you want to edit, and click Edit.
2. Edit the city class.
3. Click Save.
Deleting a City Class
Select the city class you want to delete, and click Delete.
Departments
The Department list is used to complete the department/location field when creating a new expense report. When you
select a department/location, it appears in the Department or Location header in many expense reports. You may
also assign a Cost Code to a Department.
Creating a New Department
1. Select the Department tab.
Creating a New Department
3. Enter relevant information in the following fields:
• Department Name: Enter a name for the department.
• Cost Code: Enter the code for the cost allocated to the department.
• Parent Department: Select the parent department from the drop-down menu.
4. Click on one of the following:
• Save to save the department and close the screen.
• Save/New to save the department and add another department.
Editing a Department
1. Select the department you want to edit, and click Edit.
3. Click Save.
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Deleting a Department
Select the department you want to delete, and click Delete.
Billables
The Billables list is used to allocate or charge expenses to specific clients, jobs, or accounts used by your company.
You may choose to have the billable accounts displayed by name or by the code representing the account. This
allows you to view the Billables in a meaningful form and still maintain correct accounting information so that your
accounting department will be better able to automate expenses into their systems.
Creating a New Billable Item
1. Select the Billables tab.
Creating a New Billable Item
3. Enter relevant information in the following fields:
• Name: Enter a name for the billable item.
• Code: Enter the code allocated to the item.
• Sub-Billable Of: From the drop-down menu, choose the billable type to which the entered billable item
belongs.
• Show billables by: Select an option from the drop-down menu.
• Save to save the billable item and close the screen.
• Save/New to save the billable item and add another billable item.
Editing the Billable
1. Select the billable item you want to edit, and click Edit.
3. Click Save.
Deleting the Billable
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Select the billable item you want to delete, and click Delete.
Expense Types
The Expense Types List displays the expense types you can choose from when you enter transactions. The list
includes some fixed expense types that are always present in the list. Some of the fixed expense types are Airfare,
Mileage, and Breakfast. Some fixed expense types cannot be deleted. Every ExpensAble report template uses a
different list of expense types. Each expense type appears under a report label in the printed report.
Creating a New Expense Type
1. Select the Expense Types tab.
Creating a New Expense Type
3. Enter the information in the following fields:
• Name: Enter a name for the new expense type
• Merchant Type: Select a name from the drop-down menu to assign the correct Merchant drop-down menu to
the new expense type.
• Export Label: Select a label from the drop-down menu under which this expense type will be grouped in the
printed expense report.
• Employee section: Select a name from the drop-down menu.
• Company section: Select a name from the drop-down menu.
• Save to save the expense type and close the screen.
• Save/New to save the expense type and add a new expense type.
Editing an Expense Type
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1. Select the expense type you want to edit, and click Edit.
3. Click Save.
Deleting the Expense Type
Select the expense type you want to delete, and click Delete.
Items
An Item is a project, person, or entity that you can bill to, or assign to your business expenses. The Items list is used
to add more granularity to expense tracking. This field can be used independently, or can be mapped to Departments,
Bill To's, or Expense Types. This field also supports dependent lists based on the mappings to the item field.
ExpensAble enables you to add, modify, or delete items. You can view and use these items in the on-line service and
with the desktop client to define a greater level of granularity with Expense submissions. It is classified as a Cost
Center Item field.
1. Select the Items tab.
Items List - Options Tab
2. In the Options tab:
i. In the Show Items section, select one of the following:
• By Name: Select this option if you want the Items to be displayed by their Name
• By Item Code: Select this option if you want the Items to be displayed by their Code.
ii. In the Map Items To section set the mapping rules to determine the Cost Center Item information that is
available when entering expenses. If a mapping rule is not created for a given Item, then the Item will be
automatically selectable when entering expenses. This Mapping window enables you to map Cost Center
Items to the following:
• Departments
• Billables
• Expense Types
Creating a New Item
1. Select the Items Tab.
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2. Click New.
Creating a New Item
3. Enter the relevant information.
• Item Name: Enter a relevant name in this field.
• Item Type: Select the Item Type from the Item Type drop-down list.
• Item Code: Enter a code associated with this Item.
• Parent Item: Select the parent from the drop-down menu, if this is a sub-item.
• Save to save the item and close the screen.
• Save/New to save the item and add another item.
Editing an Item
1. Select the item you want to edit, and click Edit.
3. Click Save.
Deleting an Item
Select the item you want to delete, and click Delete.
Creating New Item Mappings
1. Select the Item Mappings tab.
2. Create New.
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Creating a New Item Mapping
3. Enter the relevant information in the following fields:
• Item: You cannot make any change in this field.
• Department: You cannot select from the drop-down menu if No Mapping was selected in the Department
option in the Options Tab.
• Bill To: Select the name of the account/ client/ project from the drop-down menu.
• Expense Type: You cannot select from the drop-down menu if no mapping was selected in the Expense
Type option in the Options Tab.
Note: The fields in the Department, Bill To, and Expense Type are editable depending on the Mapping rules set in
the Option tab.
Editing a Item Mapping
1. Select the item mapping you want to edit, and click Edit.
3. Click Save.
Deleting a Item Mapping
Select the item mapping you want to delete, and click Delete.
Payee
ExpensAble Payees are the names of employees who submit expense reports. When an expense report is sent to
QuickBooks, the payees name appear as the Vendor of the vendor bill or credit.
Creating New Payee
1. Select Payee tab.
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Creating a New Payee
3. Enter the relevant information in the Name and E-mail fields.
• Save to save the payee and close the screen.
• Save/New to save the payee and add another payee.
Editing Payee
1. Select the payee you want to edit and click Edit.
2. Edit the relevant details.
3. Click Save.
Deleting Payee
Select the payee you want to delete and click Delete.
Currencies
The Currencies list contains a list of international currencies. This list is used when selecting the currency in the
Expense Report. You can create, modify, or delete Currency items.
You have an option to define the country, the name, and the symbol of the currency.
Creating a New Currency Item
1. Select Currencies tab.
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Creating a New Currency
3. Enter the currency and symbol in the respective fields.
• Save to save the currency and close the screen.
• Save/New to save the currency and add another currency.
Editing a Currency Item
1. Select the currency you want to edit and click Edit.
3. Click Save.
Deleting a Currency Item
Select the currency you want to delete and click Delete.
Merchants
The Merchants list contains a list of merchants who received payment for your business expense. This list is used
when entering the merchant/vendor-related details in the Expense Report.
Note: The name of the Merchants, like Cities, can be created during expense entry and are added to this list automatically.
Creating a New Merchant Item
1. Select the Merchants tab.
2. Click New.
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Creating a New Merchant
3. Enter the name of the merchant in the Merchant field.
4. Select the Merchant Type to which this merchant/vendor belongs to, from the Merchant Type drop-down menu.
• Save to save the merchant type and close the screen.
• Save/New to save the merchant type and add another merchant type.
Editing a Merchant Item
1. Select the merchant type item you want to edit and click Edit.
3. Click Save.
Deleting a Merchant Item
Select the merchant type you want to delete and click Delete.
Mileage
The Mileage list contains Origins, Destinations and total mileage between them. Total cost of the expense is
automatically calculated using the default mileage rate entered or it can be edited during expense entry. Any new
Origins and Destinations with mileage entered will automatically be added to this list.
Creating a New Mileage Item
1. Select Mileage.
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Creating a New Mileage Item
3. Enter the place where you started your journey in the Origin field (e.g. Home, Office), and the place where you
ended your journey in the Destination field (e.g. Acme Corporation, Airport).
4. Enter the distance cover in the Miles/Kms field.
• Save to save the mileage item and close the screen.
• Save/New to save the mileage item and add another.
Editing a Mileage Item
1. Select the mileage item you want to edit and click Edit.
3. Click Save.
Deleting a Mileage Item
Select the mileage item you want to delete and click Delete.
Note: When you select Mileage as an expense type, ensure that you enter the related information required for tax
purposes.
Payment Methods
Payment methods refer to the accounts or funds you use to pay for your expenses. The Payment Methods list is the
drop-down men you use to indicate how you paid for an expense. Payment Methods can be cash, check, and credit
card, for example. You can add, edit, or delete a payment method on the list.
Creating a New Payment Method
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1. Select Payment Methods.
Creating New Payment Method
3. Enter the details in the following fields:
• Payment Method: Enter the name of the payment method.
• Description: Enter the description of the payment method (optional).
• Memo field: Enter the value for the memo for this payment method (optional).
• Account Type: Select the account type associated with this payment method from the drop-down menu.
• Paid By: Select the relevant option from the drop-down menu.
• Service Provider: Select the name from the drop-down menu.
• Card Number: Enter the card number in the field.
• Save to save the payment method and close the screen.
• Save/New to save the payment method and add another payment method.
Editing a Payment Method
1. Select the payment method you want to edit and click Edit.
3. Click Save.
Deleting a Payment Method
Select the payment method you want to delete and click Delete.
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Purposes
The Purposes list contains a list of purposes for the expense. This list is used when entering the meals, mileage, and
entertainment expenses in the Expense Report.
Creating a Purpose Item
1. Select Purposes tab.
Creating a New Purpose
3. Enter the purpose name, in the Purpose field.
• Save to save the purpose and close the screen.
• Save/New to save the purpose and add another purpose.
• Cancel to exit without saving
Editing a Purpose Item
1. Select the Purpose that you want to edit and click Edit.
3. Click Save.
Deleting a Purpose Item
Select the purpose you want to delete and click Delete.
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Reasons
The Reason field contains a list of trip reasons. This list is used when selecting the reason for your trip, in the
Expense Report Envelope prior to entering expenses.
Creating a New Reason Item
1. Select the Reasons tab.
Creating a New Trip Reason
3. Enter the reason for the trip in the Trip Reason field.
• Save to save the reason and close the screen.
• Save/New to save the reason and add another reason.
Editing a Reason Item
1. Select the trip reason you want to edit and click Edit.
3. Click Save.
Deleting a Reason Item
Select the trip reason you want to delete and click Delete.
Vehicles
The Vehicles list contains a list of vehicles you use for traveling. This list is used when completing the Vehicle ID field
for mileage expenses. You can create, modify, or delete Vehicle items. If a vehicle is entered during expense entry, it
is automatically added to this list.
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Creating a New Vehicle Item
1. Select Vehicles.
Creating a New Vehicle Item
3. Enter the vehicle ID in the Vehicle field.
• Save to save the vehicle and close the screen.
• Save/New to save the vehicle and add another vehicle.
Editing the Vehicle Information
1. Select the vehicle you want to edit and click Edit.
3. Click Save.
Deleting the Vehicle Information
To delete a vehicle from the list, select the vehicle you want to delete and click Delete.
Guests
The Guests list contains a list of persons for whom you have provided business meals or entertainment. You can add,
modify, and delete guests within your personal guest list and you can import guests from your Outlook contacts list.
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Viewing the Guests list
Creating a New Guest
1. Select the Guests tab
Creating New Guest
3. Enter the relevant details in the following fields:
• Guest: Enter the name of the new guest.
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• Company: Enter the name of the company that the guest belongs to.
• Title: Enter the name of the job title of the guest.
• Save to save the guest and close the screen.
• Save/New to save the guest and add another guest.
Editing the Guest Item
1. Select the guest item you want to edit and click Edit.
3. Click Save.
Deleting the Guest Item
Select the guest item you want to delete and click Delete.
Adding a Guest from Outlook
1. Click Add from Outlook.
2. Select a Profile Name from the drop-down menu in the Choose Profile window.
Selecting a Profile Name
3. Click OK.
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Selecting Names of Guests
4. Select the name / names of the guests that you wish to add from the Select Guest window.
5. Click OK.
Using Guided Setup
The Guided Setup option of Administration is used to complete the guided setup. For more information on Guided
Setup, see Launching ExpensAble
Using Account Guided Setup
The Account Guided Setup option of Administration enables you to configure different credit card details. For more
information on Account Guided Setup, see Completing Account Guided Setup.
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Managing Envelopes, Folders, and Files
This chapter provides information on managing envelopes, folders, and files that you have created.
• Organizing Envelopes in Folders and Files
• Merging Files
• Changing the Status of an Envelope
• Submitting Expense Reports
• Setting Up a New File
• Using the Access Manager
• Assigning a Password to an ExpensAble File
• Backing Up and Restoring Files
Organizing Envelopes in Folders and Files
Envelopes contain the expense information that you have entered for your expense reports. Envelopes are organized
in folders. These envelopes and folders are contained in an ExpensAble file. All the envelopes in a file share the
same template and configuration.
The following table contains a list of tasks and actions that can be performed on Envelopes:
Note: Many of the tasks in the following table are on the shortcut menu in the Envelopes window. Right-click in the
Envelopes window to view the Shortcuts menu.
Task
Action
Creating an envelope
Click the
icon and enter the information in the Header tab of the new envelope. For
more information, see Starting a New Expense Report.
Selecting envelopes
Click the Envelope icon, or use the arrow keys to highlight the envelope.
To select a series of envelopes, press and hold down the Shift key while you click the
envelopes of your preference. If the envelopes of your preference are not beside each
other, then press and hold down the Ctrl key while you click the envelopes.
Renaming an envelope
Right-click on the envelope to be renamed and select Rename. Type a new name for the
envelope.
Sorting envelopes in a
folder
Select the folder to be sorted and click View > Sort Envelopes, and select the sort
method. Envelopes can be sorted by Date, Name, Status, Amount, Paid, and Attached
Receipts.
Deleting an envelope
Right-click on the envelope to be deleted and select Delete. Confirm that you want to
delete the envelope by clicking Yes.
Note: Deleting an envelope from the Envelope window is permanent and cannot be
undone.
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Moving or copying
envelopes into a folder
To move an envelope, select the folder containing the envelopes to move so that they
appear in the window on the right (be sure you have the View filter selected with the
correct status, such as All). Click and drag the envelope to the desired folder.
You can select multiple envelopes to move by holding the Ctrl key when you select each
envelope. Once selected, simply drag them to the desire folder.
To copy an envelope, press and hold down the Ctrl key while you drag the envelope.
Exporting envelopes
Select the envelope(s) to be exported. Click File > Export > Expenses.
Enter a name and location for the export file and click Save.
Note: To select multiple envelopes, click on the folder that contains them (they must
reside in the same folder) so they are visible on the right side of the screen (folder
overview). Hold the Ctrl key as you select the envelopes.
Creating a folder
Right-click on an existing folder and select New or click File > New > New Folder.
Type a name for the folder and click Create.
Renaming a folder
Click Folders from the Edit menu, and then click Rename.
Enter a name for the New folder, and then click Rename.
Deleting a folder
Right-click on the folder to be deleted, and select Delete.
Confirm that you want to delete the folder and all the envelopes it contains by clicking Yes.
Warning: Deleting a folder permanently deletes the folder and the envelopes in the folder.
Opening a file
Click File > Open… Browse and select the name of the file you want to open(*.qex), and
click OK. ExpensAble automatically saves and closes the current file before opening
another file.
Note: You can also open a file by selecting its name from the list of most recently used
files from the File menu.
Attaching a receipt image Right click an envelope from the Envelope View, and then click Attach Receipts or click
on the envelope and click the Attachments tab. Click Add, and then browse to the
scanned receipt image and click Open.
Switching between icon
and list views
Select a folder and click By Icons or By List from the View menu.
This enables you to view the envelopes and folders in the Envelopes window as icons or
as lists. Both these views display the folder name, envelope name, status, and
reimbursable total. The list view displays the scanned items (if any) attached to the
envelope and the creation date of the envelopes and folders.
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Merging Files or Envelopes
You have an option to merge the data saved in various locations to consolidate them into a single file.
The Merge functionality is used to consolidate data in files from different locations into a single .qex data file. Files in
both the QEM and QEX formats can be merged. The QEM file type contains the data stored in one or more expense
report only. The QEX file contains the complete database of all folders and expense reports along with all the
expense report data contained in ExpensAble, including Smart List content.
For example, you started an expense report on your laptop or while traveling, and now you want to move that
expense report envelope from your laptop to your desktop computer. Export the envelope on your laptop to a storage
device and then import that QEM file with the file on your desktop computer. The same process can be accomplished
with QEX files. The merge option enables you to merge from several sources including e-mail, floppy disks, or shared
network directories into a single file. The merge option enables you to merge from several sources including e-mail,
floppy disks, or shared network directories into a single file.
Open the file into which you want to merge data. This is usually a file on your computer.
To merge files, perform the following steps:
1. Click File > Import from the File menu.
Note: When you merge files, the file you are merging uses the Expense Report template and the User Info from the
file you are merging into.
2. Select the file to merge, and click OK.
This is usually the file on a floppy disk from e-mail, on the network, and so on. The file you merge must be either a
QEX or QEM file. For more information about the QEM format, see Exporting Data from ExpensAble.
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Changing the Status of an Envelope
Updating an envelope's status makes it possible for ExpensAble to track your expense reports so you know the
amount that must be credited to you. You must change the status of individual envelopes each time you:
• Submit a printed expense report for approval and reimbursement
• Receive any amount of payment for reported expenses
• Remit payment to your company for personal expense amounts that you owe
• Approve or reject an expense report that you are viewing
In ExpensAble, the status of your envelopes in the Envelope window is updated manually.
To change the status of an envelope, perform the following steps:
1. Select the envelope you want to update.
2. Click the History tab in the Envelope window.
Changing the Status of an Envelope
3. Select the status for the current envelope from the drop-down list.
You will see a note describing the status of the envelope as follows:
Submitted: Enables you to enter the date you submitted the expense report.
Partially Reimbursed: Navigates you to the Expenses tab and a new entry appears. The Expense Type for
the new entry will be “Reimbursement” and the amount is $0. Enter the amount of the partial reimbursement
and click Save.
If you remit payment to your company for personal expenses you have paid for with a company credit card, enter
the payment amount using a negative sign. For example, if you owe your company $50.00, type -50.00 in the
Amount field.
If you choose Approved or Rejected, you can enter the approver name and a comment. ExpensAble stores the
information in the Approval Log.
4. Enter the date in the Date field.
5. Click Update.
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Submitting Expense Reports
ExpensAble enables you to submit your expense reports through e-mail. Reports can also be printed for manual
submission or documentation.
To submit expense reports, perform the following steps:
1. Select the expense report envelope to be submitted.
2. Click
Note: You can also submit using the menu items; File > Send E-Mail or Online > Submit Envelope…
Your registered e-mail program opens a new Compose window with the selected envelope attached.
3. Send the e-mail as required by your e-mail program.
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Setting Up a New File
Each ExpensAble file is a collection of envelopes in one or more folders. All the envelopes in a single file share the
same report template, Smart Lists and report header information.
Create a new file when:
• The format of your expense reports changes
• You want a substantially different set of choices in your Automatic Completion lists
• You want different header information in your expense reports
• Simple housekeeping. For example, if you want to keep a separate file for the expense reports of each year,
you can assign a new file at the beginning of each year.
Creating a New ExpensAble File
To create a new ExpensAble file, perform the following steps:
1. Click File > New > New File.
Creating a File
2. Enter a name for the new file, and click Save.
Note: Do not add an extension to the file name.
You will be asked if you want to use the User Information from the last file created. Click Yes to use that
information. Click No if you want to use the Guided Setup to enter new User Information.
Confirming the default user information
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Locating and Opening an ExpensAble File
To locate and open a file, perform the following steps:
1. Click File > Open....
2. Browse to locate the file you want to open.
3. Click Open.
Note: You can also open a file by selecting its name from the list of most recently used files from the File menu.
Entering Company and User Information
You can use the Guided Setup to edit the Company and User Information used for all expense report envelopes.
To change Company and User Information (to be used in all envelopes), click Administration from the left navigation
panel and click the Guided Setup. For more information on Guided setup, see Completing Account Guided Setup.
Note: To change User Information for an individual expense envelope, select the envelope to edit, and click Edit >
Envelope User Information.
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Using the Access Manager
The Access Manager is used to store the different combinations of your User ID and password in a central repository.
The Access Manager centralizes all User IDs and passwords that are used to manage your local ExpensAble file
password protection, and connect ExpensAble to other applications and services.
To use the Access Manager, perform the following steps:
1. Click Administration from the left navigation panel.
2. Click Access Manager.
Viewing the Access Manager
Select a Provider and review the following information at the bottom of the screen:
Provider: The name of the financial institution that you frequently connect to.
Description: A description of your financial institution.
Company ID: Used for logging into ExpensAble Corporate.
User ID: Used for logging into ExpensAble Corporate.
Password: Used for logging into ExpensAble Corporate, accessing your ExpensAble desktop file, and/or
financial institutions.
URL: The website address for ExpensAble Enterprise and/or your financial institution(s).
Note: ExpensAble applies no password to your Access Manager files.
3. From the Provider list, select the provider settings that you wish to verify or modify, and click Edit.
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Editing the Details
4. Click Save when complete.
5. Click Create New if you want to add a provider.
The New or Edit Access Manager Entry section of the Access Manager tab is displayed.
Creating a New Provider
6. Enter all the relevant details in the fields.
7. Click Save.
Note: The Access Manager serves only as a quick reference to your financial institution login information, and does
not enable automatic login functionality.
Setting up the Access Manager Password
ExpensAble applies no password to your Access Manager files unless you chose to use encryption during the
Guided Setup. If you did select encryption, you entered a password and you cannot open the Access Manager unless
you enter the password correctly.
To set up the Access Manager password, perform the following steps:
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1. Click File > Access Manager Password.
Setting up the Access Manager Password
2. Enter the password in the Password field.
You can enter up to 15 characters including spaces.
Note: The Access Manager password is case-sensitive.
3. Enter the password again to confirm in the Confirm Password field.
You can optionally select the Use encryption when storing sensitive data checkbox.
The data file of ExpensAble (For example, Expenses.qex) can be encrypted. When the Access Manager
Password is set and the checkbox Use encryption when storing sensitive data is selected, the data files of
ExpensAble cannot be opened or merged without first entering the correct password. Additionally, without
entering the correct Access Manager password, the Account Guided Setup cannot be launched, nor can a user
browse the Access Manager from the Online menu
4. Click Confirm.
Changing or Removing the Access Manager Password
You may want to change or remove the Access Manager password. To change or remove the Access Manager
password:
1. Click File > Access Manager Password.
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Changing the Access Manager Password
2. Enter the current password in the Old Password field.
3. Enter the new password in the Password field.
You can enter up to 15 characters including spaces.
Note: The Access Manager password is case-sensitive.
4. Enter the new password again in the Confirm Password field.
If you want to remove the Access Manager password, leave the New Password and Confirm New Password
fields blank.
5. Click Confirm.
Assigning a Password to an ExpensAble File
You can prevent unauthorized access to an ExpensAble file by assigning a password to the file. The first time you
use ExpensAble, the application does not apply any password. After you assign a password, you cannot open the file
unless you enter the password correctly. A password does not protect a file from being copied, deleted, or renamed.
However, when the file is renamed or copied, the password remains in effect.
To assign a password, perform the following steps:
1. Open the file you want to protect.
4. Select ExpensAble File Password.
5. Click Edit, and enter a password in the Password field.
You can enter up to 15 characters, including spaces.
Note: The ExpensAble File password is case-sensitive.
6. Click Save.
7. You are prompted to re-enter the password in the Re-enter Password window.
8. Click Save.
The next time you try to open this file, ExpensAble prompts you for the password.
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Changing or Removing a Password Assigned to a File
To change or remove a password assigned to an ExpensAble file, perform the following steps:
1. Open the file for which you want to change or remove the password.
You have to enter the password of the file to open the file.
4. Select ExpensAble File Password.
5. Click Edit.
6. To remove the password for the file, leave this field blank.
7. Leave the Re-enter Password field blank and click Save.
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Backing Up and Restoring Files
It is a good practice to back up your work each time you use ExpensAble. If you accidentally lose data, you can use
the backup file to restore your file.
To back up a file, perform the following steps:
1. Click Backup from the File menu.
2. Connect your backup medium to the computer (for example, flash drive, blank CD, network drive).
3. Browse to the drive where you want to back up, and enter a file name.
Backing Up a File
4. Click Save.
Note: ExpensAble will automatically prompt you to backup your file based on the number entered in the Prompt for
backup every X sessions option in the Alerts tab in Program Options
Restoring an ExpensAble File
If your hard disk ever loses data, you can restore files from your backup disk. You can also use Restore to move an
ExpensAble file from one computer to another (for example from your home computer to your business computer).
Caution: Restoring data from a backup file can replace your current data. When you restore data from a backup
file, ExpensAble overwrites any file with the same name in the same directory. Another option is to rename the file
that is already present in the directory before you start restoring your files.
To restore a file, perform the following steps:
1. Connect the backup medium containing the file you want to restore.
2. Click File > Open
3. Browse to locate the file and select it so that the file name is displayed in the File Name field.
4. Click Open.
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Using ExpensAble with American Express Business Cards
This chapter provides information on using ExpensAble with American Express Business Cards and downloading
card transaction data directly into ExpensAble with one mouse click through direct connect.
• New American Express Open Network Users
• Setting Up your American Express Business Card
• Downloading American Express Business Card Transactions
New American Express Open Network Users
The ability of ExpensAble to pre-populate expense reports with card data greatly reduces the time and errors
associated with expense report preparation.
If you have purchased ExpensAble through the American Express Open Network, you would have been provided
with a registration code beginning with AMX. To check your registration code, click Help and select About
ExpensAble through the menu. The registration code is displayed towards the bottom of the About ExpensAble
window.
Note: To set up your American Express Business Card within ExpensAble, ensure that you have your American
Express online account login information available and then launch ExpensAble.
If your registration code does begin with AMX, your copy of ExpensAble has been specially designed to expedite the
setup of online access to download your American Express Business Card transactions.
If your registration code does not begin with AMX, see the Setting up your American Express Business Card, for
more information about American Business Card setup.
Setting Up Your American Express Business Card
Use the Guided Setup to register ExpensAble and set up your American Express Business Card.
When you start ExpensAble for the first time, the Guided Setup wizard leads you through a series of questions that
help you setup and register ExpensAble. ExpensAble also helps setup online access to the American Express
Business Card for American Express Open Network customers.
Note: You have to register ExpensAble with American Express Business Card before you can download the credit
card transactions.
You can also set up your American Express Business Card at any time, by clicking Administration in the left
navigation panel and selecting the Account Guided Setup link.
Note: The Account Guided Setup is a wizard that facilitates ExpensAble to automatically access your Card Provider
online account and download your credit card transactions.
Click Account Guided Setup in the Lists menu. The Account Guided Setup wizard is displayed. You can register
ExpensAble with American Express Business Card using this wizard.
Note: For details on setting up your American Express card, see Completing Account Guided Setup.
Downloading American Express Business Card Transactions
®
Downloading American Express Business Card Transactions can be done in two ways:
• Automatic Card Transaction Download
• Manual Transactions Download
Automatic Card Transaction Download
If you have set up ExpensAble to download your American Express® Business Card transactions with the click of a
button (using the American Express OFX Direct Connect provider in Access Manager), perform the following steps:
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1. Click the My Accounts section in the left panel of ExpensAble.
The section expands and displays a Credit Card folder.
Viewing the Credit Card Folder
2. Expand the Credit Card folder.
The folder displays all the credit cards that you have registered in ExpensAble.
3. Right-click American Express (if you have named it American Express) and select Download Credit Card
Expenses.
ExpensAble downloads your American Express Business Card Setup credit transactions into the American
Express Business card folder.
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Using ExpensAble With QuickBooks
ExpensAble, with QuickBooks® integration, is the only expense reporting solution specifically designed to meet
business requirements.
The intuitive user interface simplifies and automates the expense report creation process for employees.
QuickBooks® integration simplifies the accounting and payment processes.
This chapter includes the following sections:
• Exporting Transactions to QuickBooks
• Using the QuickBooks Guided Setup
• Send To QuickBooks Options
• Exporting and Importing ExpensAble Configuration
• Sending Transactions to QuickBooks Online Edition
• Creating QuickBooks Vendor Bills and Credits From Expense Reports
Exporting Transactions to QuickBooks
If you use QuickBooks® Pro, Enterprise and Accountant Editions, you can send your expense reports seamlessly to
QuickBooks, by creating a Vendor Bill or Credit. For more information about creating vendor bills and credits from
expense reports, see Creating QuickBooks Vendor Bills and Credits from Expense Reports.
If you use QuickBooks 2002 Basic or earlier, you can export ExpensAble transactions in the IIF format to track your
business expenses using QuickBooks. You can create business transactions, save them as an IIF file, and export this
file to QuickBooks.
Using the QuickBooks Guided Setup
The QuickBooks Guided Setup provides everything ExpensAble needs to know to seamlessly send expense reports
to QuickBooks® Pro, Premier and Enterprise Editions.
This step-by-step wizard enables you to configure the QuickBooks settings of your company, by importing or adding
QuickBooks information into ExpensAble. Once this is complete, you can export the configuration file to other
ExpensAble users through e-mail.
Note: Unless the QuickBooks administrator allows ExpensAble to login automatically into QuickBooks (set within
QuickBooks Integrated Applications preferences), the QuickBooks application needs to be currently running to
perform this operation.
To use the QuickBooks Guided Setup, in ExpensAble, perform the following steps:
1. Select Administration > QuickBooks > QuickBooks Guided Setup.
Note: Select Administration > Program Options > Send to QuickBooks to see the QuickBooks tab in the
Administration screen.
The QuickBooks Guided Setup Genie screen is displayed.
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Viewing the QuickBooks Guided Setup Genie
2. Choose any one from the following options in the Send to section and select the relevant options from the
QuickBooks Preferences section:
• Send to QuickBooks: Displays the following screen that prompts you to enter the path to your QuickBooks
company file. Ensure that QuickBooks is running when you perform this action.
Setting Up the QuickBooks File Integration With ExpensAble
• Send to QuickBooks Online Edition: Displays the following screen that prompts to enter the login key for
ExpensAble to gain access to your QuickBooks company file.
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Entering the Login Key
The QuickBooks preferences section has the following options to be included while sending transactions from
ExpensAble to QuickBooks.
Mark envelopes sent to
QuickBooks as Submitted
Select this checkbox to have the envelope’s status automatically updated to
Submitted when successfully sent to QuickBooks.
Send Vendor Bill, Credit
Card and General Journal
transactions all in one
send operation
Select this checkbox to send to QuickBooks with one click of the Send
button. All the transactions in the three tabs appearing in the Send To
QuickBooks window will be sent. Uncheck this box to send each tab’s
transactions independently of each other.
Automatically set "Send" Select this checkbox to automatically set all Non-Reimbursable transactions
checkbox for all Company appearing in the Send To QuickBooks window’s Credit Card and Journal
Entries tabs as transactions to be sent to QuickBooks.
Paid Credit Card and
General Journal
transactions
Include Time Expense
Types when sending to
Vendor Bills or Journal
Entries
Select this checkbox to include Time expense transactions when sending to
QuickBooks.
Coalesce Expense Types
by Expense Type when
sending to QuickBooks
Select this checkbox to combine all transactions of the same Expense Type
into one transaction when sending to QuickBooks. When unchecked, each
transaction is sent individually to QuickBooks.
Group Company Paid by
Payment Method
Select this checkbox to group transactions with the same payment method
together as one transaction when sending to QuickBooks. When unchecked,
each transaction is sent individually to QuickBooks.
3. Click
Note: Remember to include time expense rate and GL account information
for the appropriate item in the Items tab (Vendor Bill Items).
to enter the Payee List screen.
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Viewing the Payee List Screen
4. Select the name of the payee from the ExpensAble Payee List.
5. Click
to add them to the QuickBooks Vendor List.
Select all vendors that will be submitting expenses in Expensable and visa-versa (from ExpensAble to
QuickBooks). In general, anyone using ExpensAble should be added to the QuickBooks Vendor List. Any
vendor that may use ExpensAble to submit expenses should be added to the ExpensAble Payee List. All added
vendors/submitters will have a beside them.
6. Enter
a valid payee name in the text field, and click
for the name to be included in both lists.
Now the new name appears in both the lists.
Note: To map ExpensAble to QuickBooks, individuals who create and submit expense reports are captured by the
Payee List of ExpensAble and mapped to the QuickBooks Vendor List. If you already have an expense reporter in
QuickBooks under the Employee List, you are required to re-create this individual as a vendor with a small
modification to the name. For example, if you have John Smith in your QuickBooks Employee list, you are required to
create an additional entry for this individual in your QuickBooks Vendor List as J. Smith or John S.
7. Click
to move to the Bill To Customer: Job screen.
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Adding Customer:Jobs to Bill To List Screen
To include QuickBooks Customer:Jobs to the ExpensAble Bill To list, perform the following steps:
a. Select the name from the QuickBooks Customer: Jobs: to be included as your expense reporters in the
ExpensAble Bill To: section.
b. Click
8. Click
.
to move to the Departments-Classes screen.
Including QuickBooks Classes in the ExpensAble Department List
To include QuickBooks Classes to the ExpensAble Departments list, perform the following steps:
a. Select the name from the QuickBooks Classes: to be included in the ExpensAble Departments: section.
b. Click
9. Click
.
to move to the Expense list screen.
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Mapping ExpensAble Expense Types to QuickBooks Accounts
The list on the left contains the Expense Types in ExpensAble. The list on the right are the QuickBooks
accounts as you set them up.
To map the selected QuickBooks Account to the corresponding expense type(s), perform the following steps:
a. Map the ExpensAble Expense Types to your QuickBooks Accounts by selecting one or many expense types
in the Expense Type /Export Label list
b. Select the corresponding QuickBooks account in the QuickBooks account list.
10.
Click
11.
Click
to map the selected QuickBooks Account to the corresponding Expense Type(s).
to move to the Item List screen.
Including Vendor Bill Items into the ExpensAble Item List
To include QuickBooks Vendor Bill Items to the ExpensAble Items list, perform the following steps:
a. Select the name from the QuickBooks Vendor Bill Items.
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b. Click
.
12. Select the Setup ExpensAble Item Mapping Rules checkbox, and click
Mapping screen.
For more information, see Customizing Lists Options
to move to the Items
Note: An Item needs to have an associated Item Code in order for it to appear as an item in the QuickBooks vendor
bill; otherwise it will appear as an expense. (You will notice this before sending a report to QuickBooks; if an
expense’s associated item has no item code, then the expense is put on the expenses tab, and not the items tab in
the Send To QuickBooks window.)
Setting Item Mapping
13.
Select the Item mapping options. Only the selections chosen in the Map Items To section will be enabled.
14.
Click
.
Setting Item Mapping
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15.
Click
.
Adding New Item Mapping
16. Select the desired mapping option(s). In this example, only the Billables: Map to name option was selected
in the Item Mapping Options screen; so only the Bill To drop-down menu is enabled for Item mapping.
17.
Click
18.
Click
to complete the mapping.
to move to the Accounts screen.
Viewing the Accounts Screen
The GL Account Map allows you to map your Corporate Credit card Payment Methods in ExpensAble to Credit
Card accounts in QuickBooks. Personal Credit Cards are not supported. There are two ways to map payment
methods to credit card accounts:
Note: Both methods give the same results and there is no preferred method.
a. Map from ExpensAble to QuickBooks. To use this method, perform the following steps:
i. Select the ExpensAble Corporate Card Payment Method on the left of the screen.
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Mapping Payment Method to Credit Card
ii. Click the Get from QuickBooks button.
Mapping Payment Method to Credit Card
iii. Select the credit card to map to in QuickBooks.
iv. Click
.
The screen will display the mapping.
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Mapping Payment Method
b. Map from QuickBooks to ExpensAble. To use this method, perform the following steps:
i. Select the QuickBooks Credit Card from the right of the screen.
Selecting the QuickBooks Credit Card
ii. Click the Map to Payment Method button.
Mapping to Payment
iii. Select the payment method to map to in ExpensAble.
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iv. Click
.
The screen displays the mapping.
Mapping to a Company-paid Payment Method
19.
Click
to move to the Accounts screen.
Note: Mapping other payment methods to QuickBooks accounts is optional.
Mapping Other Company-paid Payment Methods to QuickBooks
20.
Select the Payment Method in the Payment Method list.
21.
Select the corresponding account in the QuickBooks Account list.
22.
Click
to map the selected QuickBooks Account to the company paid payment methods.
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Mapping Other Company-paid Payment Methods to QuickBooks
23. Click the Add from QuickBooks button to add the selected QuickBooks Account to ExpensAble as a
payment method.
24.
Click
to enter the Finish screen.
Viewing the Finish Screen
25.
If you need to add a new corporate card payment method to ExpensAble and create a credit card account in
QuickBooks, click
26.
and enter the name.
Click Finish to complete the QuickBooks Guided Setup.
If you select the Launch ExpensAble Configuration Export, the Export ExpensAble Configuration window is displayed.
For more information, see Exporting Data from ExpensAble.
You now have everything ExpensAble needs to know to seamlessly send expense reports to QuickBooks® Pro,
Enterprise and Accountant Editions. This step-by-step wizard has enabled you to configure your company’s
QuickBooks settings by quickly importing or adding QuickBooks information into ExpensAble.
Next, you can export the configuration file to be imported by other ExpensAble users. To do so, select the Launch
ExpensAble Configuration Export checkbox.
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If you want to save your configuration and export it later, deselect the Launch ExpensAble Configuration Export
checkbox. In the resulting window, you will be able to export the ExpensAble configuration (.TEX) file to other
employees in your company by clicking the Export ExpensAble Configuration link in the Administration >
QuickBooks tab.
Displaying the QuickBooks Toolbar Icon and Menu
If you use ExpensAble with QuickBooks® Pro, Premier and Enterprise Editions, the QuickBooks toolbar icon
and menu will need to be activated via the Program Options window.
1. Select Program Options from the Edit menu.
2. Select the Send to QuickBooks checkbox, in the General section.
3. Click OK.
The QuickBooks icon and the QuickBooks menu will now appear in the toolbar.
Note: ExpensAble’s Guided Setup will preset this for you if you installed ExpensAble after you install QuickBooks.
Send To QuickBooks Options
The QuickBooks Options window shows you how each ExpensAble envelope will be exported into a QuickBooks
expense account as a Vendor Bill (or Credit).
In addition to sending Reimbursable expenses to QuickBooks, you also can send any Company Paid (NonReimbursable) expenses, including cash advances. ExpensAble sends Non-Reimbursable expenses as QuickBooks
journal entries and company paid credit card charges.
Once you have configured your company’s QuickBooks settings by importing or adding QuickBooks information into
ExpensAble, you can then export the configuration to other ExpensAble users via e-mail.
1. From the QuickBooks menu, select QuickBooks Options.
Note: Unless the QuickBooks administrator allows ExpensAble to login automatically into QuickBooks, which is set
within QuickBooks’ Integrated Applications preferences, the QuickBooks application needs to be currently running to
perform this operation.
2. In the General Options section, specify the general QuickBooks settings:
• QuickBooks File: Browse for the location of the desired QuickBooks file.
• Connection Key (for QuickBooks Online Edition only): Before sending expenses to QuickBooks Online for
the first time, you must have a Connection Key from the QuickBooks Online Web site.
3. Click OK to save your settings and return to the Send to QuickBooks window, or click the Accounts tab for more
QuickBooks options.
4. In the Accounts section, specify the Expense Type Export Label mappings:
• Expense types to QB Account Mapping: This window has a two-column list, displaying Expense Types on
the left and the assigned QuickBooks Account Export Labels on the right.
• Expense Type: The envelope’s Expense Types are listed here.
• QuickBooks Account: The Expense Types’ corresponding Export Labels are listed here.
• Choose Export Label: Click this button to open the Choose Export Label window and map the currently
selected Expense Type’s Export Label to a QuickBooks Expense or Asset account.
5. Click OK to save your settings and return to the Send to QuickBooks window, or click on the Offset Accounts tab
for more QuickBooks options.
6. In the Offset Accounts section, specify the Offset Account options:
• Company Paid Credit Cards: This window has a two-column list, displaying Company Paid Credit Cards on
the left and the assigned QuickBooks Account on the right. Select the credit card you wish to assign to a
QuickBooks company paid credit card account.
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• Add From QuickBooks: Click this button to open the QuickBooks Credit Cards window, which lists all
QuickBooks company credit card accounts. Add the credit card account(s) of your choice into ExpensAble.
• Edit: Click this button to open the Edit Company Paid Credit Card window, which allows you to modify the
Company Paid Credit Card settings.
• Other Company Paid Payment Methods: This window has a two-column list, displaying all other Company
Paid Payment Methods on the left and the assigned QuickBooks Account on the right. Select the payment
method you wish to assign to a QuickBooks company paid account.
• Add From QuickBooks: Click this button to open the QuickBooks Company Paid Account window, which
lists all QuickBooks company paid accounts. Add the account(s) of your choosing into ExpensAble.
• Edit: Click this button to launch the Edit Other Company Paid Payment Method window, which allows you to
modify the Company Paid Payment Method settings.
7. Click OK to save your settings and return to the Send to QuickBooks window, or click on the Items tab for more
QuickBooks options.
8. In the Items section, specify the Vendor Bill’s Item options:
• Vendor Bill Items: Chooses the Vendor Bill Item used when creating a QuickBooks Vendor Bill.
• New: Adds a new Item to the list.
• Edit:Edits the selected Item on the list.
• Delete: Deletes the selected Item from the list.
• Add Items from QuickBooks: Adds the Vendor Bill Items from QuickBooks and to populate the Vendor Bill
Items list.
• Payee/Vendor Names: Chooses the Vendor Name used when creating a QuickBooks Vendor Bill.
• Add Vendors from QuickBooks: Opens the Get Payees/Vendors window, which lists all QuickBooks
Payees/Vendors names. Add the vendors from QuickBooks to populate the Vendor drop-down list in the
Vendor Bill.
• Customer:Job: Chooses whether to use the expense envelope’s Billables or the Departments to populate the
Vendor Bill in QuickBooks Customer:Job.
• Class: Chooses whether to use the expense envelope’s Billables, Departments, Expense Types, or the
Billable Account Code to populate the QuickBooks Vendor Bill’s Class field.
• Billables: Displays the ExpensAble Bill To items for the current expense envelope.
• Add Billables from Customer:Job List: Adds Billables from the QuickBooks Customer:Job list.
Note: An Item needs to have an associated Item code in order for it to appear as an item in the QuickBooks vendor
bill, otherwise it will appear as an expense. (You will notice this before sending a report to QuickBooks; if an
expense’s associated item has no item code, then the expense is put on the expenses tab, and not the items tab in
the Send To QuickBooks window.)
9. Click OK to save your settings and return to the Send to QuickBooks window, or click on the Mappings tab for
more QuickBooks options.
10. In the Mappings section, specify the mapping options for the Vendor Bill:
• Vendor Bill Items: Select the Item that you want to assign a mapping rule to.
• Mappings: Click the New button to create a new mapping for the selected Item, click the Edit button if you
want to edit an existing mapping for the selected Item, or click the Delete button to delete an existing mapping
10.
Click OK to save your settings and return to the Send to QuickBooks window, or click on the Vendor Bill tab
for more QuickBooks options.
11.
In the Vendor Bill section, specify the Vendor Bill’s Send Options.
12.
When you are satisfied that your QuickBooks Send Options are set appropriately, click OK to save your
settings and return to the Send to QuickBooks window.
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Note: To see if any Vendor Bills have been paid in QuickBooks, go to the QuickBooks menu and select Check For
Paid Bills.
Exporting and Importing ExpensAble Configuration
Once you have configured your company’s QuickBooks settings by importing or adding QuickBooks information into
ExpensAble (as explained in QuickBooks Guided Setup), you can then export the configuration to other ExpensAble
users via e-mail. The other users can then easily import the QuickBooks configuration into their copy of ExpensAble.
To Export the ExpensAble Configuration
1. From the QuickBooks menu, select Export ExpensAble
Configuration.
Selecting the Export ExpensAble Configuration Option
2. In the Payees tab, select the ExpensAble payees who will receive the ExpensAble configuration file.
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Selecting the Payees for Export ExpensAble Configuration
Select one of the options:
• Export all payees
Select this option to specify all payees to receive the configuration file.
• Export selected payees only
Select this option to specify only selected payees to receive the configuration file.
Payees
If you chose the Export Selected Payees Only option, select the desired payee(s) and click the arrow button to
add the payee(s) to the Selected Payees list.
Selected Payees
These are the payees who will receive the configuration file. Select one of the radio boxes:
3. In the Options tab, specify the options for sending the ExpensAble configuration file to the ExpensAble payees.
Selecting How the Export Configuration Will Be Sent
The options for specifying the options are:
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• Create a unique configuration file for each exported payee and e-mail each payee his or her own file
Select this option to create a unique ExpensAble configuration file for each selected payee, and send his or
her own file in a separate e-mail. Each file will e-mailed as <Employee Name>.TEX.
• Create one file with all exported payees and e-mail to the specified recipients
Select this option to create one ExpensAble configuration file for all selected payees, and send the file in one
e-mail.
• Export filename
Click the Browse…button. Select a save destination and in the name field, enter a file name for the
configuration file and click Save. Do not add an extension for the file; it will be done automatically. The
screen will refresh to display the path and file name with .tex extension in the window.
Creating a TEX File
• Your E-Mail Address
Specify your (the accountant’s) e-mail address to receive the payees’ expense reports via e-mail.
4. If the option Create one file with all exported payees and e-mail to the specified recipients was selected in
the Options tab, the Recipients tab will be enabled. These are the recipients who will receive the one
ExpensAble configuration file via e-mail.
Selecting Recipients to Receive Export Configuration
5. Type the recipient’s e-mail address in the text field, or select the payees from the list box. Click To or Cc to
move the recipients to the Message Recipients section.
6. In the Formats tab, select the edited expense entry report forms you want recipients to use. The list on the left
will display any report form that was activated. Activation does not mean it was changed. If you did make
changes to labels in a report form and you want people to use that form for expense entry, select it and add it to
the list on the right.
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Selecting Report Forms to Export
7. In the Lists tab, select the different Lists in ExpensAble to export to the recipients. These are the Smart Lists
that appear when you use the drop-down lists in the expense entry.
Selecting ExpensAble Lists to Export
8. Click
.
Your registered e-mail program creates a new e-mail with the configuration file attached, addressed to the
individual or group of recipients (depending on how you configured the Options and Recipients tab). The e-mail
contains instructions on how the recipient can import the configuration file.
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Viewing a Sample E-mail With Configuration File Attached
To Import the ExpensAble Configuration
In the e-mail with the ExpensAble TEX configuration file, double-click on the attachment.
ExpensAble will automatically display a merge window and merge the ExpensAble configuration.
or
1. From the e-mail with the ExpensAble TEX configuration file, select the attachment, and save it to your computer.
2. From the QuickBooks menu, select Import ExpensAble Configuration.
or
1. From the File menu, choose Import, then select ExpensAble Configuration.
2. Browse to and select the saved TEX file.
ExpensAble will display a merge window and merge the ExpensAble configuration.
Sending Transactions to QuickBooks Online Edition
The Send To QuickBooks Online feature enables you to create a QuickBooks Vendor Bill or Credit from the current
ExpensAble expense envelope. After you get a Connection Key from the QuickBooks Online Web site and map your
Expense Types’ Export Labels to the QuickBooks Online expense accounts, ExpensAble sends the expenses in the
current envelope to QuickBooks Online, creating a Vendor Bill or Credit.
To send transactions to QuickBooks Online Edition, perform the following steps:
1. Select Send to QuickBooks from the QuickBooks menu, or click the Send to QuickBooks icon on the toolbar.
The Send to QuickBooks window is displayed.
Before sending expense reports for the first time, get a Connection Key from the QuickBooks Online Web site to
connect to your QuickBooks Online company account. For more information about a connection key, see Get a
Connection Key.
2. Click Send to send the expense transactions to QuickBooks Online.
Get a Connection Key
Before sending expense reports for the first time to your QuickBooks Online company account, you must get a
Connection Key from the QuickBooks Online Web site.
ExpensAble launches the Get Connection Key window when you attempt to submit or retrieve data from QuickBooks
Online for the first time.
You can either get a connection key from the QuickBooks Web site or from ExpensAble.
From ExpensAble
1. Select QuickBooks guided setup from the QuickBooks menu.
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The QuickBooks Genie Guided setup appears.
2. Select the QuickBooks Online Edition
option.
Selecting the Send to QuickBooks Online Edition
3. Click
to enter the Authorization window.
Viewing the Authorization Window
4. Click
to log in to QuickBooks Online Edition.
This launches QuickBooks Web site.
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Viewing the Connection Setup Interview Screen
Follow the steps provided in the Web page to get the Connection Key.
From QuickBooks Web site
To get a connection key from the QuickBooks Web site, perform the following steps:
1. Click Login To QuickBooks Online Edition from the Get Connection Key window.
The QuickBooks Online Web site opens.
2. Enter login information for your QuickBooks Online Edition company.
3. Select a connection name.
4. Select access rights (for new connection names).
5. Set login security (for new connection names).
6. Copy the Connection Key.
7. Click Paste from Clipboard or press Ctrl + V to paste the Connection Key into the Connection Key field.
8. Click OK to connect to QuickBooks Online.
ExpensAble remembers your Connection Key for future use.
Creating QuickBooks Vendor Bills and Credits from Expense Reports
If you are using QuickBooks Pro, Enterprise, or Accountant Edition, you can send your expense reports directly into
QuickBooks, creating a QuickBooks Vendor Bill (or Credit) from the current ExpensAble expense envelope. After you
map your Expense Types’ Export Labels to the QuickBooks expense accounts, ExpensAble can send all the
expenses in the current envelope to QuickBooks, which then creates the Vendor Bill or Credit.
In addition to sending Reimbursable expenses to QuickBooks, you can also send any company paid (NonReimbursable) expenses, including cash advances. ExpensAble sends non-reimbursable expenses as QuickBooks
journal entries and company paid credit card charges.
If you are using ExpensAble with QuickBooks for the first time, use the QuickBooks Guided Setup to map your
QuickBooks to ExpensAble. For more information, see Using the QuickBooks Guided Setup.
Note: The QuickBooks administrator is required to permit ExpensAble to login automatically into QuickBooks (set
within QuickBooks’ Integrated Applications preferences). The QuickBooks application requires to be currently
running to execute this operation.
To create QuickBooks Vendor Bills and Credits from expense reports, perform the following steps:
1. Select the expense envelope you want to send to QuickBooks from the Envelopes window.
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2. Select Send to QuickBooks from the QuickBooks menu.
Viewing the Send to Quick Books Option
3. The Send To QuickBooks window is displayed.
Reviewing the Expense report sent from ExpensAble to QuickBooks Vendor Bill
The following tabs are displayed:
• Vendor Bill
Allows you to create a QuickBooks Vendor Bill (or Credit) from the current ExpensAble expense envelope.
• Co. Paid Cards
Allows you to submit Company Paid Credit Card expenses from the current ExpensAble expense envelope.
• Co. Paid JEs
Allows you to submit Company Paid Journal Entries from the current ExpensAble expense envelope.
4. Review the information in the vendor, date, expense and item fields to make sure each transaction is set
correctly before sending to QuickBooks.To send the expense transactions to QuickBooks, click Send.
5. This completes the creation of QuickBooks Vendor Bills and Credits from Expense Reports.
Note: For use with QuickBooks® Pro, Premier and Enterprise Editions only.
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Note: Select Check For Paid Bills from the QuickBooks menu to see if any Vendor Bills have been paid in
QuickBooks.
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Viewing the Downloaded Credit Card Expenses
Note: Ensure that your computer is connected to the Internet.
Manual Transactions Download
You have to login to the American Express Web site to download the credit card transaction details.
To download your card transactions, perform the following:
1. Expand the Credit Card folder seen under My Accounts tab.
2. Right-click American Express and select Download Credit Card Expenses.
ExpensAble opens the American Express Web site within its embedded browser.
3. Log in to your American Express online account and navigate to the appropriate site location to download your
credit card data.
4. Download your credit card data using either the Quicken, Microsoft Money, or ExpensAble formats.
For more information about managing downloaded credit card transactions, see Using ExpensAble Online Options.
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Using ExpensAble Online Options
This chapter explains the expense management solution provided by ExpensAble, which enables you to administer
expense management for both online and offline expense entries.
• About the Online Menu
• About ExpensAble Corporate
• Accessing ExpensAble Corporate for Subscribers
• Downloading Credit Card Expenses
• Downloading Corporate Credit Card Expenses
• Submitting an Envelope
• Viewing Policy Exceptions for Subscribers
• Changing ExpensAble Corporate Password
About the Online Menu
The Online menu changes depending on the type of subscription used.
ExpensAble offers the following types of subscriptions:
• ExpensAble Corporate web-based service
• ExpensAble as a stand-alone program
• Expensable in a small workgroup
Some of the Online menu items are common to both ExpensAble Corporate-enabled and non-enabled systems. The
other Online menu items apply only to ExpensAble Corporate-enabled systems.
ExpensAble Corporate offers a complete solution that includes:
• account setup
• automatic and secure expense routing workflow
• rules-based engine for distributed policy management
• exception handling
• robust reporting capabilities
• online and offline expense entry
Note: You must subscribe to the ExpensAble Corporate service for ExpensAble to have access to these features. If
you are not subscribed to the service, you cannot see these features on your menu.
About ExpensAble Corporate
ExpensAble Corporate is an expense management solution that enables you to effortlessly control costs and ensure
compliance with the expense policies of your company, while providing a user-friendly experience for employees who
report and process expenses.
The subscription service of ExpensAble Corporate provides offline and online business expense management to
small and mid-size businesses, regardless of location and time. An increasing number of companies use ExpensAble
Corporate to support expense reporting, reimbursement, management of employee travel, and other expenses.
You can use ExpensAble Corporate to:
• Approve and forward expense reports
• View the status information about your submitted expense report
• Analyze the expenses of the company with robust reporting
• Comply with the travel and entertainment policy of your company
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• Integrate your travel and entertainment expenses with your accounting system
Accessing ExpensAble Corporate for Subscribers
If you are a subscriber of ExpensAble Corporate, your ExpensAble Corporate Company ID, User ID, and Password
are required when you start up ExpensAble.
The ExpensAble Corporate administrator provides this password to you. Once you have entered this information in
ExpensAble, the application logs in to the ExpensAble Corporate system each time you launch the ExpensAble
offline client. During the login, ExpensAble Corporate checks to see if you have the latest Policy and Configuration
files for your company. If this is not present, ExpensAble Corporate downloads them for you. ExpensAble also checks
the status of your submitted reports.
After the login is successful, ExpensAble Corporate displays a Summary window. This window indicates the status of:
• Your policy
• Submitted envelopes
Downloading Credit Card Expenses
The Download Credit Card Expenses feature in ExpensAble enables you to receive credit card information from the
Web site of your financial institutions. To use this feature, it is essential that you have an account with a bank that
supports downloading credit card information in QIF or OFX (Web Connect) format.
To download credit card expenses, perform the following steps:
1. Click Online > Download Credit Card Expenses menu.
2. Select a credit card account from the list. If you have set up your credit card accounts using the Account Guided
Setup, ExpensAble will download your credit card expenses.
For more information on credit card setup, see Completing Account Guided Setup.
Note: Follow the instructions provided by your bank to download your credit card information.
3. Select Save and specify a location to save the file, when prompted to save or open the file.
4. Click File > Import, when the QIF or Web Connect OFX file has been downloaded.
5. Specify the file type, OFX, QFX Credit Card Import…, or QIF Credit Card Import… depending on the type of the
downloaded file.
6. Click Open after locating and selecting the downloaded file.
The Import To Credit Card Envelope dialog box appears.
Importing to Credit Card Envelope
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7. Select the appropriate Credit Card Transactions Envelope, to receive the credit card transactions.
8. Click Import.
The transactions are displayed in the selected credit card folder under My Accounts. You can then drag and drop
credit card transactions into any expense envelope that is in progress, from the My Accounts section of the left
panel.
Downloading Corporate Card Expenses
The Download Corporate Card Expenses feature present in ExpensAble enables you to pre-populate expense
reports. You can import corporate credit card transactions from participating financial data providers. To use this
feature, you must be subscribed to ExpensAble Corporate and the Corporate Card Pre-population service of
ExpensAble Corporate.
To download corporate card expenses, perform the following steps:
1. Open ExpensAble and login to ExpensAble Corporate.
All the downloadable corporate card transactions are listed in the status window.
Note: The Online summary screen displays a list of unprocessed downloadable transactions upon each startup of
ExpensAble.
2. Click the hyperlink to begin downloading the corporate card transactions.
The transactions download to a corresponding envelope in the My Accounts section of the left pane in
ExpensAble.
You can select the expense envelope into which you want to import the transactions. You can view, select from the
list of downloaded transactions, and edit expense types associated with the imported transactions. The Amount
and Payment Method of each transaction are locked as read-only fields.
For more information about managing credit card transactions once they are downloaded, see Account Guided Setup
section of ExpensAble Setup.
Submitting an Envelope
ExpensAble Corporate can be configured to block submission of envelopes with certain policy violations, while
permitting submission of others. If your policy enables exceptions, you can optionally submit the envelope anyway, or
view the policy exception and correct your report.
ExpensAble Corporate can configured to be used by smaller groups of people, like a workgroup for small businesses.
For example, a group of three employees and one accountant is using ExpensAble. After creating an expense report,
when an employee clicks Online > Submit, an e-mail is sent to the accountant with the expense report as an
attachment. The accountant then imports it to approve the reimbursement.
Viewing Policy Exceptions for Subscribers
You can view policy violations only if you are an ExpensAble Corporate subscriber. A policy warning is automatically
issued when you submit an envelope with a policy violation. You can view the policy violation, return to the envelope,
make corrections, and resubmit this envelope. If the policy rule permits, you can also submit the envelope even with
the policy violation. You can also review the policy violation at a time of your preference.You can view them within the
ExpensAble off-line client or on the ExpensAble Corporate Web page.
Within the ExpensAble Off-line Client
If you are a subscriber of ExpensAble Corporate, you can view policy exceptions from within the ExpensAble client.
To view policy exceptions from within the ExpensAble client:
1. Click Policy Exceptions from the Online menu.
The Policy Report appears. You can determine the policy exceptions you must correct to successfully submit your
expense report to ExpensAble Corporate from this report.
2. Click Print to print a copy of the Policy Exceptions Report.
3. Click Copy to make a copy of the Policy Exceptions Report.
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4. Click Save after you have viewed the Policy Exceptions Report.
Within ExpensAble.com
To log into ExpensAble Corporate, you require your company login name (Subscriber ID), your individual user ID,
and your individual password. The ExpensAble Corporate administrator of your company provides this information.
To view policy exceptions from within the ExpensAble.com, perform the following steps:
1. Select Link to Submitter Functions from the Online menu.
2. Select Expense Reports from the My Expenses drop-down menu, on the Web page.
3. Click the reports with the Exception icon to view the reports with policy violations.
Changing ExpensAble Enterprise Password
If you are an ExpensAble Corporate subscriber and your ExpensAble password has expired or is close to the expiry
date, ExpensAble notifies you. You can change your password from the ExpensAble desktop client.
To change your password, perform the following steps:
1. Select Change ExpensAble.com Password from the Online menu.
2. Enter your old ExpensAble.com password.
3. Enter your new ExpensAble.com password.
4. Confirm your new ExpensAble.com password.
Note: This action also sets your ExpensAble.com service password in the Online menu Access Manager dialog box.
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Using ExpensAble Online Options
This chapter explains the expense management solution provided by ExpensAble, which enables you to administer
expense management for both online and offline expense entries.
• About the Online Menu
• About ExpensAble Corporate
• Accessing ExpensAble Corporate for Subscribers
• Downloading Credit Card Expenses
• Downloading Corporate Credit Card Expenses
• Submitting an Envelope
• Viewing Policy Exceptions for Subscribers
• Changing ExpensAble Corporate Password
About the Online Menu
The Online menu changes depending on the type of subscription used.
ExpensAble offers the following types of subscriptions:
• ExpensAble Corporate web-based service
• ExpensAble as a stand-alone program
• Expensable in a small workgroup
Some of the Online menu items are common to both ExpensAble Corporate-enabled and non-enabled systems. The
other Online menu items apply only to ExpensAble Corporate-enabled systems.
ExpensAble Corporate offers a complete solution that includes:
• account setup
• automatic and secure expense routing workflow
• rules-based engine for distributed policy management
• exception handling
• robust reporting capabilities
• online and offline expense entry
Note: You must subscribe to the ExpensAble Corporate service for ExpensAble to have access to these features. If
you are not subscribed to the service, you cannot see these features on your menu.
About ExpensAble Corporate
ExpensAble Corporate is an expense management solution that enables you to effortlessly control costs and ensure
compliance with the expense policies of your company, while providing a user-friendly experience for employees who
report and process expenses.
The subscription service of ExpensAble Corporate provides offline and online business expense management to
small and mid-size businesses, regardless of location and time. An increasing number of companies use ExpensAble
Corporate to support expense reporting, reimbursement, management of employee travel, and other expenses.
You can use ExpensAble Corporate to:
• Approve and forward expense reports
• View the status information about your submitted expense report
• Analyze the expenses of the company with robust reporting
• Comply with the travel and entertainment policy of your company
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• Integrate your travel and entertainment expenses with your accounting system
Accessing ExpensAble Corporate for Subscribers
If you are a subscriber of ExpensAble Corporate, your ExpensAble Corporate Company ID, User ID, and Password
are required when you start up ExpensAble.
The ExpensAble Corporate administrator provides this password to you. Once you have entered this information in
ExpensAble, the application logs in to the ExpensAble Corporate system each time you launch the ExpensAble
offline client. During the login, ExpensAble Corporate checks to see if you have the latest Policy and Configuration
files for your company. If this is not present, ExpensAble Corporate downloads them for you. ExpensAble also checks
the status of your submitted reports.
After the login is successful, ExpensAble Corporate displays a Summary window. This window indicates the status of:
• Your policy
• Submitted envelopes
Downloading Credit Card Expenses
The Download Credit Card Expenses feature in ExpensAble enables you to receive credit card information from the
Web site of your financial institutions. To use this feature, it is essential that you have an account with a bank that
supports downloading credit card information in QIF or OFX (Web Connect) format.
To download credit card expenses, perform the following steps:
1. Click Online > Download Credit Card Expenses menu.
2. Select a credit card account from the list. If you have set up your credit card accounts using the Account Guided
Setup, ExpensAble will download your credit card expenses.
For more information on credit card setup, see Completing Account Guided Setup.
Note: Follow the instructions provided by your bank to download your credit card information.
3. Select Save and specify a location to save the file, when prompted to save or open the file.
4. Click File > Import, when the QIF or Web Connect OFX file has been downloaded.
5. Specify the file type, OFX, QFX Credit Card Import…, or QIF Credit Card Import… depending on the type of the
downloaded file.
6. Click Open after locating and selecting the downloaded file.
The Import To Credit Card Envelope dialog box appears.
Importing to Credit Card Envelope
145
7. Select the appropriate Credit Card Transactions Envelope, to receive the credit card transactions.
8. Click Import.
The transactions are displayed in the selected credit card folder under My Accounts. You can then drag and drop
credit card transactions into any expense envelope that is in progress, from the My Accounts section of the left
panel.
Downloading Corporate Card Expenses
The Download Corporate Card Expenses feature present in ExpensAble enables you to pre-populate expense
reports. You can import corporate credit card transactions from participating financial data providers. To use this
feature, you must be subscribed to ExpensAble Corporate and the Corporate Card Pre-population service of
ExpensAble Corporate.
To download corporate card expenses, perform the following steps:
1. Open ExpensAble and login to ExpensAble Corporate.
All the downloadable corporate card transactions are listed in the status window.
Note: The Online summary screen displays a list of unprocessed downloadable transactions upon each startup of
ExpensAble.
2. Click the hyperlink to begin downloading the corporate card transactions.
The transactions download to a corresponding envelope in the My Accounts section of the left pane in
ExpensAble.
You can select the expense envelope into which you want to import the transactions. You can view, select from the
list of downloaded transactions, and edit expense types associated with the imported transactions. The Amount
and Payment Method of each transaction are locked as read-only fields.
For more information about managing credit card transactions once they are downloaded, see Account Guided Setup
section of ExpensAble Setup.
Submitting an Envelope
ExpensAble Corporate can be configured to block submission of envelopes with certain policy violations, while
permitting submission of others. If your policy enables exceptions, you can optionally submit the envelope anyway, or
view the policy exception and correct your report.
ExpensAble Corporate can configured to be used by smaller groups of people, like a workgroup for small businesses.
For example, a group of three employees and one accountant is using ExpensAble. After creating an expense report,
when an employee clicks Online > Submit, an e-mail is sent to the accountant with the expense report as an
attachment. The accountant then imports it to approve the reimbursement.
Viewing Policy Exceptions for Subscribers
You can view policy violations only if you are an ExpensAble Corporate subscriber. A policy warning is automatically
issued when you submit an envelope with a policy violation. You can view the policy violation, return to the envelope,
make corrections, and resubmit this envelope. If the policy rule permits, you can also submit the envelope even with
the policy violation. You can also review the policy violation at a time of your preference.You can view them within the
ExpensAble off-line client or on the ExpensAble Corporate Web page.
Within the ExpensAble Off-line Client
If you are a subscriber of ExpensAble Corporate, you can view policy exceptions from within the ExpensAble client.
To view policy exceptions from within the ExpensAble client:
1. Click Policy Exceptions from the Online menu.
The Policy Report appears. You can determine the policy exceptions you must correct to successfully submit your
expense report to ExpensAble Corporate from this report.
2. Click Print to print a copy of the Policy Exceptions Report.
3. Click Copy to make a copy of the Policy Exceptions Report.
146
4. Click Save after you have viewed the Policy Exceptions Report.
Within ExpensAble.com
To log into ExpensAble Corporate, you require your company login name (Subscriber ID), your individual user ID,
and your individual password. The ExpensAble Corporate administrator of your company provides this information.
To view policy exceptions from within the ExpensAble.com, perform the following steps:
1. Select Link to Submitter Functions from the Online menu.
2. Select Expense Reports from the My Expenses drop-down menu, on the Web page.
3. Click the reports with the Exception icon to view the reports with policy violations.
Changing ExpensAble Enterprise Password
If you are an ExpensAble Corporate subscriber and your ExpensAble password has expired or is close to the expiry
date, ExpensAble notifies you. You can change your password from the ExpensAble desktop client.
To change your password, perform the following steps:
1. Select Change ExpensAble.com Password from the Online menu.
2. Enter your old ExpensAble.com password.
3. Enter your new ExpensAble.com password.
4. Confirm your new ExpensAble.com password.
Note: This action also sets your ExpensAble.com service password in the Online menu Access Manager dialog box.
147
Using ExpensAble with Other Applications and Devices
This chapter explains how to use ExpensAble with other applications (such as Microsoft Excel).
• Transferring Data from ExpensAble to Microsoft Excel
• Importing Data into ExpensAble
• Exporting from ExpensAble
Transferring Data from ExpensAble to Microsoft Excel
If you are using Microsoft Excel 2002 or later, you can transfer data from ExpensAble to Excel 2002.
To view and print your expense reports using an Excel 2002 XML-SS report file, perform the following steps:
1. Select the envelope that will be used to transfer data into an Excel format.
2. Click File > Export > Transfer to Excel 2002 or Later.
The Transfer to Excel 2002 or Later Window is displayed.
Transferring to Excel
3. Click Browse and enter a name and location for the file in the To Excel XML Spreadsheet. Do not add a file
extension; the XML extension will be added automatically.
4. Select a format for the report from the Report Formats list.
These new XML/XSL forms facilitate the saving of report label customizations between version updates and
upgrades.
5. Edit the title of the fields that appear in the Header Labels section of the expense report.
Note: This is an optional step. Perform this step only if you want to change the titles of the fields.
6. Select Portrait for vertical pages or Landscape for horizontal pages in the Orientation section.
7. Modify the settings such that the expense report is activated when your start your expenses, or initiate the report
to start at a more regular interval, in the Template Starts At section.
148
Note: Not all templates permit you to start the report on a particular day.
8. Click Export.
Importing Data into ExpensAble
This topic explains the procedure of importing guest information from the following:
• Contact Management Application
®
• Microsoft Outlook Contacts List
Importing Guest Information
You can use the Guest List to manage a list of guests that you frequently assign to Expenses. You can import guest
information from your contact management application.
To import guest information, perform the following steps:
1. Select File > Import > Guest Information Report.
The Open File window is displayed.
Locating the Guest Information File
2. From the Open File window locate the .txt file containing your guest information.
3. Click Open.
The Map Fields window is displayed.
149
Providing the Map Fields
4. Select either the Tab or the Comma option from the Set Delimiter as drop-down menu.
5. In the Guest Name pane; select one of the following radio buttons:
• Full Name
• First Name/ Last Name
6. Click Import.
This completes the import of guest information.
Importing Guests Information from Microsoft Outlook Contacts List
ExpensAble 8 facilitates the import of your Outlook contacts into the Guests list of ExpensAble.
To add a guest name from Outlook, perform the following steps:
2. Click the Lists link and select the Guests tab.
3. Click Add from Outlook.
The Choose Profile window is displayed.
Viewing the Choose profile window
4. Click OK.
The Select Guest window is displayed.
150
Viewing the Select Guest window
5. Select the names you want to import from your Outlook contacts list, and click Select. You can select multiple
contacts by holding the Ctrl key as you click each contact.
6. Click OK.
The selected contacts will be added to the Guests list.
Note: You can also perform this function from the Expense entry screen. If you select an expense type such as
Entertainment, click Guests > Add from Outlook to populate the Guests List.
This imports the specified Guest information from Microsoft Outlook contacts list.
Exporting Data from ExpensAble
You can export transactions from ExpensAble in the following ways:
• Exporting expense report envelopes in Expenses, XML, PDF, and HTML formats
• Exporting Billables and Expense Type Export Labels
• Exporting ExpensAble Configuration
Exporting Envelope Data to a File
You can export expense report envelope data in a variety of formats for use with other programs and tools.
To export ExpensAble data, perform the following steps:
1. Select the envelope containing the data to export.
2. Click File > Export.
3. Select the option that you want to export from the Export drop-down menu.
151
Exporting Expenses
4. Each selection will display a custom dialog box for further definition of the export.
• XML and Expenses require a file name
• PDF and HTML require field mappings
5. Enter a name and location for the destination using the Browse icon.
6. Click Save.
Exporting Billables and Expense Type Export Labels
You can export selected Billables and Expense Type Export Labels from the ExpensAble data file (*.qex)
To export ExpensAble billables and export labels:
1. Click File > Export.
2. Select the list that you want to export.
• Billables require selection of billables
• Expense Type Export Labels require selection of labels
3. Enter a name and location for the destination using the Browse icon.
4. Click Save.
Exporting ExpensAble Configuration
Export ExpensAble Configuration is used to send modified report formats, expense types, or other settings from the
Lists menu, from one installation of ExpensAble to another. For more information on exporting ExpensAble
configuration, see Exporting and Importing ExpensAble Configuration.
152
Appendix
The appendix provides information on contacting ExpensAble customer support, and on expense report templates.
• Appendix A- Contacting ExpensAble Customer Support
• Appendix B- Expense Report Templates
153
Appendix A- Contacting ExpensAble Customer Support
Before contacting ExpensAble for support, explore the ExpensAble onscreen Help or the User's Guide for
troubleshooting problems.
Onscreen Help. To use the onscreen Help, perform one of the following tasks:
• Press F1 and select troubleshooting from the index
• Select a command from the Help menu
This directs you to the ExpensAble Help system. For more information about using Help, see Getting Help.
User’s Guide. See the index of the User’s Guide to identify the relevant topic.
Before contacting the ExpensAble customer support, ensure that ExpensAble is running on your computer. Keep the
following information accessible:
• ExpensAble version number
Note: Select About ExpensAble from the Help menu, to see the version number.
•
•
•
•
•
•
•
Quicken or QuickBooks version numbers (if relevant to your problem)
The exact words of the error message, if you have received any
Hardware type, model, and amount of memory (RAM) installed
Operating system version details
Monitor type
Printer manufacturer, type, and model (if relevant to your problem)
Network configuration, if any
ExpensAble Customer Support
ExpensAble ensures customer satisfaction by tracking and resolving customer issues promptly. You can contact the
ExpensAble customer support at [email protected], or through the telephonic support help desk at (888)
536-6200.
Technical Support for ExpensAble
For answers to frequently asked questions (FAQ's), visit http://www.expensable.com/customer-care/index.asp.
If you are unable to find the answer to your question in the knowledge base, e-mail your support inquiry at
http://www.expensable.com/company/contact-us.asp.
Call 1-800-756-4976 for support on installation, registration, and upgrade of the application. They are available from
Monday - Friday, 7 AM - 5 PM Pacific Standard Time.
ExpensAble Licenses and Services
Call (888) 536-6200 Ext. 3 to order multiple quantities of ExpensAble 8.0. They are available from Monday - Friday, 8
AM - 6 PM Pacific Standard Time. Alternatively visit www.ExpensAble.com.
154
Appendix B- Expense Report Templates
Using the XML/XSL expense report forms of ExpensAble, you can determine the appearance of your expense report.
ExpensAble offers more than 30 expense report templates that you can select from. Depending on the quantity of
transactions and/or details in the expense report, the length of the forms may vary from 1 - 2 pages or more.
Select an option from the list of report templates based on the information you have in your expense report. For
example, if you are reporting expenses in a currency other than dollars, ensure that you select an International Trip
template. If you are reporting only mileage expenses, select a Mileage Log template.
The following table displays samples of the standard report templates that are shipped with ExpensAble:
Orientation
Trip
Template Title
File Name
Portrait
Domestic
Corporate Admin.
CRPA-FO.xslt
Sales #1
SALE1-FO.xslt
Sales #2
SALE2-FO.xslt
Category Subtotals #1
CAT1-FO.xslt
Category Subtotals #2
CAT2-FO.xslt
Consultant #1
CONS1-FO.xslt
Consultant #2
CONS2-FO.xslt
Executive #1
EXE1-FO.xslt
In-Town Entertainment
ITWN-FO.xslt
Mileage Log #1
MILE1-FO.xslt
Mileage Log #2
MILE2-FO.xslt
Road Warrior
RDWR-FO.xslt
Standard
STD-FO.xslt
Account Codes #3
ACC3i-FO.xslt
Account Codes #1
ACC1i-FO.xslt
Sales #3
SALE3-FO.xslt
Sole Proprietor
SOLEI-FO.xslt
Consultant #3
CONS3-FO.xslt
Corporate
CORPI-FO.xslt
Executive #2
EXE2-FO.xslt
Monthly
MTH-FO.xslt
Sales #4
SALE4-FO.xslt
IRS Expense Types #1
IRS1-FO.xslt
Lawyer
LAWYER-FO.xslt
Service #1
SVC1-FO.xslt
Service #2
SVC2-FO.xslt
Account Codes #2
ACC2i-FO.xslt
Account Codes #4
ACC4i-FO.xslt
Executive #3
EXE3i-FO.xslt
IRS Expense Types #2
IRS2-FO.xslt
International
Landscape
Domestic
International
155
Sample for Accounts Code #1 Expense Report
156
Sample for Accounts Code #3 Expense Report
157
Sample for Consultant #1 Expense Report
158
159
160
Sample for Corporate Expense Report
161
Sample for Corporate Admin Expense Report
162
Sample for Executive #1 Expense Report
163
Sample for Executive #3 Expense Report
164
Sample for In-Town Ent. Expense Report
165
Sample for IRS #1 Expense Report
Sample for IRS #2 Expense Report
166
Sample for Lawyer Expense Report
Sample for Mileage Log #1 Expense Report
167
Sample for Mileage Log #2 Expense Report
Sample for Monthly Expense Report
168
Sample for Road Warrior Expense Report
169
Sample for Sales #1 Expense Report
170
171
172
Sample for Service #1 Expense Report
173
Sample for Service #2 Expense Report
174
Sample for Sole Proprietor Expense Report
175
Sample for Standard Expense Report
176

Version 8 User Guide

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