Version 8 : User Guide

Transcription

1 Version 8 : User Guide 5 Jenner 100 Irvine, CA

2 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

3 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: An easy-to-use, updated interface to enter and track your expenses easily Intuitive folder structure that supports better organization of expense reports Support for Windows or MAC operating systems Automatic program updates Automatic data backup Remembers and reuses information from previous expense entry Hotel and Trip Genies simplify expense entry User defined and controlled Smart lists Drag and drop attachment/receipts Custom themes and color schemes Multiple customizable expense report formats Storage of expense information from your previous trips Import credit card transactions from your personal credit card(s) Online currency converter Over 15 customizable analysis reports 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 . ExpensAble requires little or no training, and helps in reducing bottom line business costs associated with expense reporting. 1

4 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 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. 2

5 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 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 3

6 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 in your browser. Note: Ensure that you are connected to the Internet before clicking the IRS Help or Internet link. 4

7 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. 5

8 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 6

9 Configuring Guided Setup To configure ExpensAble using the Guided Setup, perform the following steps: 1. Click to continue. 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 7

10 Employee identification number address Company mail stop Note: 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 to continue. Note: You can use the 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. 8

11 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 to 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. 9

12 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. To enable password encryption perform the following: Setting up an Access Manager Password 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. 10

13 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 11

14 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. 12

15 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). 13

16 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 14

17 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. 15

18 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. 16

19 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 17

20 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 . 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. 4. Click Save. Entering the License Key Code You have now completed the registration of ExpensAble. 18

21 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. 19

22 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. 2. Enter the relevant details in the corresponding fields. Entering Envelope Information 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 20

23 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. 21

24 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 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 22

25 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. 23

26 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. 24

27 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 . 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 4. Click Divide. to enter dates. 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: 25

28 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. 26

29 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. 27

30 Viewing the Blank Expense Entry Screen 2. Select the Expense Type and the screen with entry fields for that expense type is displayed. 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. Viewing the Expense Type Options 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: +: next day -:previous day calendar in the menu bar to enter the date, or use the shortcut 28

31 Expense Type Payment Method (Optional) 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. 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 icon in the menu bar to enter or calculate the transaction amount. Show Tax (Optional) Reimbursable Merchant (Optional) City (Optional) Currency (Optional) 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. 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. 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. Description (Optional) Bill To (Optional) 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. 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 29

32 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 Undo changes to a transaction Duplicate a transaction Delete a transaction Sort transactions by Date, Expense Type, Amount, Payment Method, RNP, Merchant Find a transaction Moving Transactions to Another Envelope Select the transaction you want to edit in the expense log. Click Restore to undo the changes you have made to a transaction in the expense record. Select the transaction you want to duplicate in the expense log and select Duplicate Transaction from the Edit menu. Select the transaction you want to delete in the expense log. Click Delete to confirm that you want to delete the transaction from the expense record. Click a Column Header in the expense log to sort by that column. 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. Makes changes to the 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. Inserts a copy of the transaction below the selected transaction. Deletes the selected transaction. Note: You can also right-click the transaction in the expense log, to delete it. ExpensAble displays the transactions in descending order based on the selected column, click the column again to reverse the sort order. 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. 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: 30

33 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. 4. Click OK. Confirming Transaction Movement 31

34 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. 32

35 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. 33

36 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 Select Hotel Genie from the Genies menu. Itemizes one hotel bill that includes different kinds of expenses (room, room tax, meals, phone, and so on). 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 Genies menu. Calculates the exchange rate from a currency exchange transaction. Enters the exchange fee. Appears automatically when you select the currency exchange expense type in the Expense Record. 34