End User Training Guide

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1 End User Training Guide October ExpenseWire LLC. All rights reserved. 1 expensewire.com

2 Use of this user documentation is subject to the terms and conditions of the applicable End- User License Agreement. WARNING: The software described in this manual and its related user documentation is protected by copyright law. In no event, shall any part of the related user documentation be copied, reproduced, distributed, transmitted, stored in a retrieval system, or translated into any language, without the express written permission of ExpenseWire. Trademark Information ExpenseWire is a registered trademark of ExpenseWire LLC. All other trademarks belong to their respective holders and are used for illustrative purposes only ExpenseWire LLC. All rights reserved ExpenseWire LLC. All rights reserved. 2 expensewire.com

3 1 INTRODUCTION ABOUT THIS DOCUMENT DEFINITIONS SYSTEM REQUIREMENTS GETTING STARTED LOGGING IN CREATING A PERSONAL PASSWORD NEW USER SETUP DIRECT DEPOSIT SETUP (OPTIONAL) ADDING A DELEGATE (OPTIONAL) ADDING A CREDIT CARD (OPTIONAL) Allow Delegates to View Linked Cards DETERMINING RECEIPTS ADDRESS NAVIGATING THE MAIN EXPENSE PAGE CREATING AN EXPENSE REPORT ADDING A LINE ITEM SPLIT A LINE ITEM ATTACHING A RECEIPT Attach Receipt to the Line Item Upload a Receipt to the Report Attaching an ed Receipt to a Report Faxing a Receipt POLICY COMPLIANCE IMPORTING CREDIT CARD TRANSACTIONS Creating a Report from a Credit Card Importing Credit Card Transactions from an Expense Report Importing Credit Card Transactions as a Delegate SUBMITTING AN EXPENSE REPORT APPROVING/DENYING AN EXPENSE REPORT APPROVING AN EXPENSE REPORT Approving a Report from the Summary Approving a Report from the Details of Each Report DENYING AN EXPENSE REPORT ExpenseWire LLC. All rights reserved. 3 expensewire.com

4 7.2.1 Denying the Entire Report Denying a Line Item Denying a Slit Line Item APPROVING/DENYING AN EXPENSE REPORT ON MOBILE Setting up Approval User Preferences Using Approval on a Mobile Device The Notification Mobile Device - Login to ExpenseWire (only if Login Required option is on) Mobile Device - Review Expense Report Mobile Device Expense Approval Mobile Device Confirmation PROCESSING AN EXPENSE REPORT FOR PAYMENT EXPORTING A BATCH REPORT MARKING A BATCH PAID HELP SECTION LOST USER PASSWORD GETTING HELP Knowledgebase FAQ Get Help ExpenseWire LLC. All rights reserved. 4 expensewire.com

5 1 Introduction Welcome to ExpenseWire! 1.1 About This Document This guide is intended to provide basic instruction on how to use ExpenseWire. Topics covered will show from how to log in, and creating a user profile, to creating and submitting an expense report. 1.2 Definitions Approver: Person with responsibility to approve another person s expense report. Delegate: A person filing the expense report on behalf of someone else. GL Code: Accounting terminology short for General Ledger Code. Line Item: One purchase for reimbursement is listed per row of data and is called a Line Item. Submitter: The person whose expenses are being reported for reimbursement. 2 System Requirements Internet Explorer 6.0 or above for PCs running Windows. Add " *.expensewire.com and *.webex.com to your browser's trusted sites. Finally, the application uses pop-up windows to improve application navigation, and the user experience. If pop-up blocker running, it must be set to allow pop-ups from expensewire.com ExpenseWire LLC. All rights reserved. 5 expensewire.com

6 3 Getting Started 3.1 Logging In From the Internet Explorer browser, access the Internet address An , such as the sample here, with temporary credentials will be sent to each user. Type in, or copy and paste the temporary login credentials into the User ID (User Name) and Password fields. Note: Be sure that there are no whitespaces before or after the Password ExpenseWire LLC. All rights reserved. 6 expensewire.com

7 3.2 Creating a Personal Password When logging in for the first time, a page will appear saying Your Password has Expired. This allows the creation of a new personal password. The new password must have the following: Contain at least 8 characters Contain at least 1 letter Contain at least 1 symbol or number Once the system checks that the password is valid, the Submit button becomes active. Click Submit ExpenseWire LLC. All rights reserved. 7 expensewire.com

8 3.3 New User Setup Next, fill in the New User Setup page. Note: The fields with the red asterisks * are required. When completed, click on the Continue button to go to the next step, or Finish Later to complete this another time. The new user setup process must be completed prior to using ExpenseWire ExpenseWire LLC. All rights reserved. 8 expensewire.com

9 On the next page, select your Department. Click anywhere in the field for a drop down list of values to choose from. Note: If a department is not available on the drop down list, please contact your ExpenseWire system administrator. From this same page, check the option I Want to Receive Alerts checkbox to receive alerts, or leave it blank for no alerts. An address in the Copy Alerts ( Address) field will notify another person such as an assistant or manager. Leave blank to skip this option. Click on the Continue button when completed ExpenseWire LLC. All rights reserved. 9 expensewire.com

10 A Congratulations page will appear to confirm that the new user setup is complete. Click on the Get Started button to launch the ExpenseWire application. Just a few more steps remain to finish setting up ExpenseWire ExpenseWire LLC. All rights reserved. 10 expensewire.com

11 3.4 Direct Deposit Setup (optional) The next step captures direct deposit information. This step is optional. Some companies may have already set this up on the user s behalf. Other companies do not use direct deposit. Note: If this link is not visible in the Actions area, skip to the next section. When Manage Direct Deposit is clicked, the ACH Settings window will appear. Enter the ExpenseWire credentials (User Name and Password.) Click on the Submit button. Input the ABA Number, Account Number, Confirm Account Number, Account Name, and Account Type, and select if it s a Personal or Business account. Note: Personal is the only valid account type for end users. Click the I Agree button ExpenseWire LLC. All rights reserved. 11 expensewire.com

12 Click on the Submit button. Note: It is critical that the accurate account information is entered. Please double-check all information prior to clicking on Submit. 3.5 Adding a Delegate (optional) A Delegate is a user who can submit expense reports on behalf of someone else. For example an executive administrator submitting reports for a team or manager. This set up is optional if a delegate is not needed. To add a Delegate: Click on the My Profile link on the top right. Click on Assign My Delegate Users in the Actions menu ExpenseWire LLC. All rights reserved. 12 expensewire.com

13 When the Maintain Delegates fields appear on the left, search for the delegate by selecting the radio button for All, Delegates (for users who are already delegates), or Non-Delegates. Use All to return the most values. A search can be done by Last Name, First Name, or Department. Click on the dropdown box to change the search options. Type in a partial or full value in the blank field next to the Search button. Use the % value as a wildcard. Click on the Search button to start the search. Click on the checkbox under the column Is Delegate to select the delegate ExpenseWire LLC. All rights reserved. 13 expensewire.com

14 3.6 Adding a Credit Card (optional) To bring credit card transactions into ExpenseWire, the card must be added in. This step is optional if you do not want to link in credit card transactions. Note: Have the credit card online banking UserID and Password ready when adding. From the ExpenseWire main page, click on My Profile in the top right corner. Under the Actions area on the right, select View/Add Credit Card. This will expand the Online Bank Accounts section. Select the Add New Card link ExpenseWire LLC. All rights reserved. 14 expensewire.com

15 A new box will open to select the card being added. Click on the Quick Links card name, if it is listed. Select from the list of card types. Select Other to open up a Search field if it is not listed. o Put in a partial card name, and click on the Go button to start the search. o When the results appear, select the card being searched for ExpenseWire LLC. All rights reserved. 15 expensewire.com

16 A Create Account window will appear to input the User ID and Password to the online banking account or credit card account. When done, click on the Submit Credentials button. An additional Create Account window appears. Check the Select checkbox to choose the card to link. Type in the name of this account under ExpenseWire Account Name. Click on the radio button for who will be paying this account (the company or the user.) To save this information, click on the Finish button ExpenseWire LLC. All rights reserved. 16 expensewire.com

17 The card then appears on the Online Bank Accounts section of ExpenseWire to manage the card information as needed. Credit card update options: Update Bank Credentials -If the banking credentials change, ExpenseWire must have the current information. Click this link to update. Refresh Accounts - If current transactions are not visible, click Refresh Account to pull them in. If no change is visible, the bank credentials may need updating. Delete Click on Delete to remove a linked card. The imported transactions will remain in any expense reports already created, but it will not be traceable back to a deleted card. Edit Click on Edit to modify the Account Name, Payment Type, and the Payer. Disable - To leave the card linked, but not display the transactions associated with it, select Disable. To display those transactions again, the card can be re-enabled Allow Delegates to View Linked Cards To allow delegate(s) to view transactions from the linked card(s) Go to My Profiles Click the [+] icon of the My Personal Payment Types for Delegates to expand the area Select the checkbox in the Visible to Delegate column next to the card that all delegates can view ExpenseWire LLC. All rights reserved. 17 expensewire.com

18 3.7 Determining Receipts Address Receipts can be ed to ExpenseWire from smart phones or computers. In order to determine the address used for an account open My Profile. The Receipts is displayed in the User Information section. To make changes to the information, click Change next to the existing receipts . If you continue, a new address will be generated from your receipts. 4 Navigating the Main Expense Page The main ExpenseWire page has areas to the right, left, and tabs along the top to navigate around. There is generally more than one way of doing the same function. To open any item on the left under My Tasks, My Expenses, or My Messages, doubleclick on the item. For example to see the unsubmitted expenses, double-click on Unsubmitted and the list of reports will be available to choose from ExpenseWire LLC. All rights reserved. 18 expensewire.com

19 Another way to open an existing expense report, click on the Expenses tab and search for the type of expense report. Once found, it can be opened, printed, or checked for policy compliance. Some of the tabs may not be visible based on the access granted. Click around and explore. The basic tasks of working with expense reports will be covered in this guide. 5 Creating an Expense Report ExpenseWire provides multiple ways of starting a new expense report. There are 4 ways to create one from the initial home page. Click on any of the 3 highlighted areas to start a new expense report ExpenseWire LLC. All rights reserved. 19 expensewire.com

20 ExpenseWire LLC. All rights reserved. 20 expensewire.com

21 An Adding an Expense Report window appears to name, and provide information about the expense report. Each customer may have a difference in forms. The information captured here will also be used as a default as each line item is entered into this expense report. Adding an Expense Report field descriptions: Expense Title = Name the expense report. Typically this will be a summary of the expenses. Submitter = Person whom the report is created for. If it is for someone other than yourself, click on the drop-down box to select the person it is being created for. Note: The user must be set up as a delegate for the submitter prior to having the option to change names here. Location = Where the majority of the expenses were incurred. A list of cities will appear as you type in a value. A valid location from the list must be selected. Customer = Select a customer to associate the expense report with a customer. Click on the magnifying glass icon to search for a list of customers to choose from. Note: If there are no customers to choose from, or the expense report is not associated with a customer, leave the field blank. Department = The organization which the expenses are associated to. The default will be the department of the submitter. Purpose = Describe the reason for the expenses or event (i.e. Sales kick off meeting at corporate headquarters, or office supplies for internal training.) Cash Advanced = Only input an amount if your company has provided money in advance of the incurred expense. The value in the Cash Advanced field will be deducted from the Reimbursable total of the expense report ExpenseWire LLC. All rights reserved. 21 expensewire.com

22 Default Currency = The currency in which the majority of the expenses were incurred. A specific line item can have a different currency type. This sets the default. When this form is completed, there are 3 options. Click on one of them. Click on the Save + Add Items button to continue and start adding line items. Another form will appear for each line item. Click on the Save + Close button to save this information and add line items later. Click on the Cancel button to erase all field values and return to the Home page. 5.1 Adding a Line Item Line items are required to indicate the details of what is being expensed. There are multiple ways to add a line item. 1. Select Save + Add Items from the last option, the Adding a Line Item window appears. 2. From an existing, unsubmitted expense report, Click on Add Line Item in the Items tab or in the Actions area for the Adding a Line Item window ExpenseWire LLC. All rights reserved. 22 expensewire.com

23 Adding a Line Item field descriptions: Expense Date = date the expense was incurred. Location = city where expense occurred. Select a city from the list that appears when a city is typed into the field, and you click into the field. Customer = name of customer if this line item is associated with a customer. Select the magnifying glass to search for a list of customers. The Division and Department = organization which this line item is associated. Choose from dropdown options. Expense Type = category for this line item. Choose from the dropdown options. Description = details for this line item. Payment Type = the original payment type for line item. Choose from the dropdown options. Reimbursable = check the box if the item is reimbursable. If the box is grayed out, the value in the box cannot be changed. Amount = enter the amount of the expense. Currency = currency this expense was originally incurred in. The value entered in the Amount field above should reflect the amount in the currency it was incurred in. When this form is completed, there are 4 options. Save + Add will save this line item and bring up a new Adding a Line Item form. Save + Close will save this line item and return to the expense report. Save + Split will save this line item and open the Split Wizard. Cancel will close this line item without saving and return to the expense report ExpenseWire LLC. All rights reserved. 23 expensewire.com

24 5.2 Split a Line Item After adding a line item, the original line item can be split into multiple items. There are two ways of splitting a line item. From the Adding a Line Item form above, select Save + Split. From the expense report, hover the mouse over the Open icon, and select Split ExpenseWire LLC. All rights reserved. 24 expensewire.com

25 A Split Workbench window appears. The original Item will be one of the items you are splitting out. Note: The original line item cannot equal 0. Select Add New Split Item to split this item. The item can be split as many times as needed ExpenseWire LLC. All rights reserved. 25 expensewire.com

26 Fill in the Expense Type of this split item, as well as Date, Amount, whether it is Reimbursable, and the Department and Customer this is associated with. To split this item again, click on Add New Split Item, or Save Changes when completed. This can also be canceled by clicking on Cancel Changes. Note: The amount entered into each split item will be deducted from the original item s amount. 5.3 Attaching a Receipt There are several different ways to add a receipt to an expense report, depending on your company's system settings. Individual receipts per expense item can be attached as well as one combined file of all the receipts for one expense report. The option to fax in a group receipt can also be available. Receipts files can be uploaded and attached to expense reports or they can be ed to expense reports Attach Receipt to the Line Item To attach a receipt from the line item, open the expense report. Click on the Receipt icon from the line item to attach The Receipt Upload window displays. From here you can upload a receipt or choose an ed receipt to attach to the expense line ExpenseWire LLC. All rights reserved. 26 expensewire.com

27 Browse for the saved receipt Give the file a name in the Document Title field (i.e. Team Dinner) Put in a Description (i.e. names of people at the dinner) Click on the I Agree + Upload button The icon for Receipt on that line item turns into a check ExpenseWire LLC. All rights reserved. 27 expensewire.com

28 5.3.2 Upload a Receipt to the Report All the receipts pertaining to one expense report can be compiled, and attached as one document to the report. This can be done from the Receipts tab from the expense report. Scan and save the file to the computer prior to attaching. You can also receipts into ExpenseWire to be attached to reports. From an open expense report, click on the Receipt tab Click on Upload Receipt Document The Receipt Upload window displays. From here you can upload a receipt or choose an ed receipt to attach to the expense line ExpenseWire LLC. All rights reserved. 28 expensewire.com

29 Browse for the saved receipt file Give the file a name in the Document Title field (i.e. Trip to Seattle) Put in a Description (i.e. Meeting with Company XYZ) Click on the I Agree + Upload button The uploaded receipt file is visible in the Receipt tab Receipts that have been uploaded can be associated to multiple line items. From an open expense report, hover the mouse over the Open icon on the line item, and select Edit The Editing a Line Item window displays ExpenseWire LLC. All rights reserved. 29 expensewire.com

30 Any receipt that has been uploaded will be available to associate with the line item. Click on the Receipt dropdown to choose the file to link. Save + Close the window to save Attaching an ed Receipt to a Report Receipts can be ed directly into an ExpenseWire account and then linked to individual expense reports. This can be done from a smart phone or computer ExpenseWire LLC. All rights reserved. 30 expensewire.com

31 While in an expense report, use the Receipts tab to attach an ed receipt to the expense report. Click the View ed Receipts link to select receipts to attach. Select Attach and enter a Description for the receipt to attach to the report. Click the Attach Selected button once all receipts are selected. To delete the receipt, click the Delete icon. Uploaded receipts are visible on the Reports tab of the expense report ExpenseWire LLC. All rights reserved. 31 expensewire.com

32 The receipt will now be available to be attached to an expense line as needed Faxing a Receipt Receipts can be faxed, and linked directly to an expense report. This function will attach a group of receipts for the entire report. If receipts are required to be attached to individual lines, the user must go back into the report and attach them once they are uploaded to the report. Note: The Fax Cover Sheet link will not appear if this feature is not enabled. After completing an expense report, select the Fax Receipt Cover Sheet link under Actions. This can also be done from the Receipts tab and click on Fax Cover Sheet ExpenseWire LLC. All rights reserved. 32 expensewire.com

33 or Print the cover sheet that is generated. Fax the cover sheet, and receipts to the fax number listed on the cover sheet. Note: Please allow minutes for automatic association Follow the steps above for attaching a receipt to add the group of receipts to any line item. Please note the following guidelines when faxing receipts to ensure they can be attached correctly. o o o o o o The printed fax coversheet must be the first page faxed Portrait orientation is required Receipts should not be attached to the cover page The cover sheet needs to be free of streaks from printer, folds, tears etc. The barcode on the sheet needs to be readable with nothing obstructing the it or the numbers above and below it Print should be readable and not faded or extremely heavy ExpenseWire LLC. All rights reserved. 33 expensewire.com

34 o The complete barcode and numbers need to be present on the printed coversheet, with nothing cut off from the edges Sample Cover Sheet: 5.4 Policy Compliance Expense policies are established by each company, and will be different per company. Before submitting an expense report, check for any violations. If an item is out of policy, a red icon is visible. To view why an item is out of policy, hover the mouse over the red Policy icon or it can also be viewed in the Violations tab ExpenseWire LLC. All rights reserved. 34 expensewire.com

35 5.5 Importing Credit Card Transactions Once a credit card is set up (see 3.6 Adding a Credit Card,) an expense report can use the imported transactions. An expense report can be initiated from a credit card transaction, or line items can be added to an existing expense report from a credit card Creating a Report from a Credit Card To create a new expense report from a credit card transaction, start from the main ExpenseWire Home tab. This can also be accessed from the Expense and Search Tabs. Click on New Expense Report from Credit Card link under Actions. When the transactions display, check the ones to import and select the Expense Type for the transaction. If needed the date range can be changed. When completed, click on the Next button ExpenseWire LLC. All rights reserved. 35 expensewire.com

36 Then select the radio button to Create a New Expense Report or select an expense report to import the transactions into. Click on the Create Expense Report button when completed. Once imported, the line items can be edited. Hover the mouse over the Open icon and select Edit to add additional information ExpenseWire LLC. All rights reserved. 36 expensewire.com

37 5.5.2 Importing Credit Card Transactions from an Expense Report To bring credit card transactions into an existing expense report, start by opening the report. Click on either the Import Credit Card link in the Items tab, or Import Credit Card Data under Actions. Then follow the steps above to select the transaction items and edit as needed ExpenseWire LLC. All rights reserved. 37 expensewire.com

38 5.5.3 Importing Credit Card Transactions as a Delegate Importing credit card transactions as a delegate have the same steps and options as the steps above. The difference is the person that is chosen as Submitter when creating a new expense report. The Submitter value is the person whom the expenses are being created for. The credit card transactions that are available to import will be that of the person in the Submitter field ExpenseWire LLC. All rights reserved. 38 expensewire.com

39 6 Submitting an Expense Report Once the expense report is complete, click the Submit for Payment button on the Actions menu. Before submitting, an Additional Notes window will provide an area to send a note to the approver. When completed, select Submit & Print, Submit or Cancel ExpenseWire LLC. All rights reserved. 39 expensewire.com

40 7 Approving/Denying an Expense Report Some users of ExpenseWire will be designated as approvers of the expense reports of selected individuals. This generally occurs for a department manager having approval responsibilities for their direct reports. Information will be displayed on the Home tab, under My Tasks, if there are reports awaiting approval. To view the pending reports, click on the icon next to, or the message There are x Expense Reports Awaiting Your Approval. A summary of the reports are listed. To view the details of a report, click on the Open icon ExpenseWire LLC. All rights reserved. 40 expensewire.com

41 7.1 Approving an Expense Report Reports can be approved at the summary level or within the detailed level Approving a Report from the Summary If the information on the summary page is sufficient, the expense report can be approved by selecting the checkbox under the Approve column next to the specific report. Then click on the Process Selected Expense Report button. Multiple expense reports can be approved from the summary level as well. Select all the checkboxes for the expense reports that apply, and click on the Process Selected Expense Reports button ExpenseWire LLC. All rights reserved. 41 expensewire.com

42 7.1.2 Approving a Report from the Details of Each Report If more information is needed than what is provided on the summary page, hover the mouse over the Open icon of the specific expense report, and select View. Once the detailed report is open, review the line items and click on Approve for Payment under Actions when ready to approve. An Approving Expense window appears where Additional Notes can be added. Click on Approve to save and continue. Cancel to go back ExpenseWire LLC. All rights reserved. 42 expensewire.com

43 7.2 Denying an Expense Report Expenses can be rejected at the line item level with all other items on the report approved, or the entire report can be rejected. The term used in ExpenseWire is Deny. The submitter can resubmit the report once modifications are made Denying the Entire Report The steps to reject the entire report are similar to those above for approving a report. From the open expense report, click on Deny Entire Report under Actions. A Denying Expense window appears where Additional Notes can be added. Click on Deny to save and continue. Cancel to go back. The submitter will be notified ExpenseWire LLC. All rights reserved. 43 expensewire.com

44 7.2.2 Denying a Line Item If only a line item needs to be rejected, deny just that item or items, and approve the rest of the report. From the open expense report, hover the mouse over the Open icon, and click on Deny. A Deny Line Item window appears. Put in the Denial Reason so the submitter can see why it was denied. Click on the Deny Line Item button to save and continue or Cancel to go back. Note: Denied line item(s) will be sent back to the submitter once the report is approved ExpenseWire LLC. All rights reserved. 44 expensewire.com

45 Once returned to the expense report, select Approve for Payment to approve the remaining items on the report Denying a Slit Line Item If a line item needs to be rejected, but that line item is part of a split, all the split items in the group must be denied together. The rest of the report can be approved. The line items remain in the same split in the new denied report.. From the open expense report, hover the mouse over the Open icon, and click on Deny. The Denying a Split Transaction window displays ExpenseWire LLC. All rights reserved. 45 expensewire.com

46 Denial Reason required Warning you must deny all split members together Deny Line Item or Cancel 7.3 Approving/Denying an Expense Report on Mobile ExpenseWire allows approval from a mobile device. This section outlines how to use mobile approvals Setting up Approval In order to use the approval; Notifications must be turned on in User Preferences and Approval must be initialized by the system administrator User Preferences The user must enable Notifications on their profile. 1. Click the My Profile link in the upper right corner of the ExpenseWire page ExpenseWire LLC. All rights reserved. 46 expensewire.com

47 2. Click the Edit My Profile link to access and update the profile. 3. Select the Enabled option ExpenseWire LLC. All rights reserved. 47 expensewire.com

48 7.3.3 Using Approval on a Mobile Device Once Approval has been activated, users can receive s on their mobile phones and approve from the device The Notification The notification can be viewed on a mobile device or from a computer. The device type and model, dictates how the displays. The contains the same information when viewed from a mobile device as it does when viewed from a computer. approval bypassing system login is only available from a mobile device. Click the Review this expense further button to access and approve the expense report. You will be asked if you want to continue to ExpenseWire. Note: The bottom button will ALWAYS direct you to a login for the ExpenseWire home page when accessed from a computer. Additionally, it will also direct you to a login page if your system administrator has set the system option to Yes Login Required Mobile Device - Login to ExpenseWire (only if Login Required option is on) If your system settings dictate that login is required you will be directed to the login page. On a mobile device this may appear very small and you may need to enlarge it to see the login page. Input the User ID and Password and click the Log In button ExpenseWire LLC. All rights reserved. 48 expensewire.com

49 Mobile Device - Review Expense Report Review individual report lines and click Approve or Deny as appropriate ExpenseWire LLC. All rights reserved. 49 expensewire.com

50 Mobile Device Expense Approval After the Approve or Deny is selected, add any notes and select Yes to continue with the approval process. OR ExpenseWire LLC. All rights reserved. 50 expensewire.com

51 Mobile Device Confirmation A confirmation message will appear on the mobile device. OR ExpenseWire LLC. All rights reserved. 51 expensewire.com

52 8 Processing an Expense Report for Payment This chapter of the guide is for those in finance who will be responsible for processing the expense report for payment. From ExpenseWire, select the Pay tab Select the checkbox under Mark for Payment next to the report(s) for processing. Once a report is checked, the row turns yellow. When they have been selected, click on the Create New Batch From Selected button. Multiple reports are generally processed at the same time. The option to add this to an existing batch is also available if there is a batch already in process. A button called Add Selected to Existing Batch would appear next to the Create New Batch From Selected button ExpenseWire LLC. All rights reserved. 52 expensewire.com

53 The status of the report(s) changes to Batches Pending. Review the information and when ready, click on the Process Batch button. Confirm by clicking on Process Batch from the Payment Batch ID window or click on Cancel and Close to go back ExpenseWire LLC. All rights reserved. 53 expensewire.com

54 The batch status then changes to Batches Processing. Take note of the Batch ID assigned for the export function. 8.1 Exporting a Batch Report When the batch is in the Batches Processing status, the data is ready to export into the company accounting system. A custom export report will be created by ExpenseWire along with the implementation process. To export the batch file, select the file name under Exports. In this example, the file name is TIME0002 File, however, each company report name will be different but found in this same location ExpenseWire LLC. All rights reserved. 54 expensewire.com

55 A Report Criteria window will appear on the right to select the Batch ID to export. The field and other options will differ depending on the custom report created for each company. Export and save the file to a designated directory. Note: The next step is to import the file into the company s accounting system. All import processes will differ based on the company data, and accounting system used. The import process is not covered in the ExpenseWire guide. 8.2 Marking a Batch Paid After reimbursement through the accounting system, go into Batches Processing, and click on the Pay Batch button ExpenseWire LLC. All rights reserved. 55 expensewire.com

56 The Payment Batch ID window appears to allow for confirmation. To mark this batch paid, click on the Pay Batch button. Click on Cancel and Close to cancel the operation. The status of the batch will change to Batches Paid ExpenseWire LLC. All rights reserved. 56 expensewire.com

57 9 Help Section 9.1 Lost User Password To retrieve a lost password, click on the Forgot Password link from the initial login page A new web page will open to request a reset of the password. Type in the User ID, and the address that was used for ExpenseWire. Then click on the Submit button. An will be sent with a temporary password. Note: If an does not arrive in your standard inbox, please check the junk mail or spam folder in case it was filtered out ExpenseWire LLC. All rights reserved. 57 expensewire.com

58 9.2 Getting Help To get help select the Help drop-down from the main menu bar. From here you can select: Knowledgebase FAQ Get Help Knowledgebase From the Knowledgebase, you can search a variety of ways for information ExpenseWire LLC. All rights reserved. 58 expensewire.com

59 9.2.2 FAQ FAQs cover a variety of common questions. Click a blue hyperlinked question to view the answer in the document ExpenseWire LLC. All rights reserved. 59 expensewire.com

60 9.2.3 Get Help The Get Help link provides: Online Help Sources o Frequently Asked Questions o Training Center Additional Help Directs you who to contact if you still have questions ExpenseWire LLC. All rights reserved. 60 expensewire.com

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