Smartphone Application Guide v2.5. iphone Android Windows - Blackberry

Transcription

1 Smartphone Application Guide v2.5 iphone Android Windows - Blackberry

2 Webexpenses Smartphone Application Guide Smartphone Application Guide Revision History Version Prepared \Updated By Reviewed By Created On Last Updated Remarks Status 1.1 TW SP 08-Dec Dec-11 Application guide for generic smartphone UI Reviewed 2.0 DE RG 20-Feb Feb-13 Revised for version 2 of the app Reviewed Android iphone DE 25-Apr-13 GUI updates, different mileage / travel types DE 14-Feb Mar-14 New features Mileage, Approvers

3 Webexpenses Smartphone Application Guide Contents 1 An Overview Mobile Expense Management Smartphone Solutions How to avoid the fat wallet syndrome Downloading the Mobile App Logging in the first time Welcome Screen Contacting support Settings The Expenses screen Adding a new claim item Journeys and mileage claims Creating journeys Creating a Travel or Mileage Based Claim Submitting and Deleting your Claim Items Importing your Claim Items into a Claim Approving or Rejecting claims... 17

4 Webexpenses Smartphone Application Guide 1 1 An Overview 1.1 Mobile Expense Management More and more employees are working remotely from the office as the workplace becomes more portable and technology becomes easier to use. Webexpenses has introduced their mobile app to enable employees to be able to keep track of their expenditure as and when it is occurs. 1.2 Smartphone Solutions We are always listening to our customers and trying to find new ways to make expenses management quicker and easier saving you time and money. One of the recurring problems we hear about is the constant accumulation of receipts whilst on the go and the resulting stress and discrepancies this often causes. What's the beauty of our new mobile solution? Its simplicity... Our mobile apps allow users to send expense items quickly and easily using their iphone or Android phone. What s more, it enables them to keep on top of their expenses management at any time and any place. 1.3 How to avoid the fat wallet syndrome Busy, time-pressed employees who are always out of the office and on the go can soon find themselves with a bulging wallet of receipts, which is time-consuming and confusing to sort out at the end of each month.

5 Webexpenses Smartphone Application Guide 2 That s why we created our new phone apps which enable employees to process their expense claims from anywhere in the world, whilst on the move. And yes that means one expense at a time, as and when they are incurred, if necessary. Simple intuitive user interface allows employees to quickly submit expenses wherever they are. Enter claims on the move as soon as they are incurred, using phone cameras to submit photographic evidence of receipts. The system gives your organisation a real-time view of travel and entertainment spending across all employees, by instantly merging every remotely-entered claim and receipt with central company accounts, across multiple currencies. 2 Downloading the Mobile App Download and install the webexpenses application appropriate for your phone: iphone downloaded from the iphone App Store Android downloaded from Android Market Windows - Blackberry -

6 Webexpenses Smartphone Application Guide 3 Alternatively go to the webexpenses page and click on your phone type

7 Webexpenses Smartphone Application Guide 4 3 Logging in the first time Once the application is downloaded and installed on your mobile device, launch the webexpenses program from your Smartphone by clicking on the webexpenses Icon. Firstly you will see a short presented with the login screen introduction sequence. You will then be shown below; Enter your webexpenses username and password at the prompts and select Save to continue. You should see a box as shown below. 4 Welcome Screen nce your company data has been O

8 Webexpenses Smartphone Application Guide 5 downloaded to your mobile phone, you will see the Welcome Screen. From this screen, you have the options of adding New Claim Items, Defining Mileage Routes, Capturing Receipts, Approving Claims (if you are an approver), Sending Claim Items, modifying settings or contacting support. 4.1 Contacting support You can contact support in several ways; Click the Heart icon, and an will be created to send to us Call us on +44 (0) Log on to the support forum at

9 Webexpenses Smartphone Application Guide 6 5 Settings The following Settings can be accessed: - Account Settings: Update address and password used to access your webexpenses account - Get latest data now: Update your phone with the latest client list, category list etc for your webexpenses account - Application Setting: Specify the default currency, client, subclient and vendor if available. NOTE: Your company may have customised these labels and they may read as something else.

10 Webexpenses Smartphone Application Guide 7 6 The Expenses screen After selecting the Expenses button from the Welcome Screen, you will be shown a list of your claim items, which have not been uploaded. Once you have ticked one or more items you can either choose to upload or delete the items. By clicking on the symbol you can add a new item to your claim. Your items will be displayed in the order you entered them, by clicking on the button you can change this to sorting by Date or Category

11 Webexpenses Smartphone Application Guide Adding a new claim item Depending upon the resolution of your phone, you may see more of less of this screen. To move up and down the fields swipe on a grey area of the screen. Depending on your phone settings slightly different controls will be displayed when you enter each field. To attach a receipt click on the Add receipt button. This will bring up the list of Receipts. You can either select one showing or click on one of the icons; If you choose Gallery, then the gallery will be displayed tap the image to select it. Once you have filled in the form, you can either click on Save, to upload later, or we would recommend you click on the upload button to upload your expense immediately.

12 Webexpenses Smartphone Application Guide Adding a new claim item from a receipt It is also possible to create a new claim directly from the receipts screen. Click on the receipts button from the home screen, this will present you with the receipts Gallery. If you have not already placed your receipts in here, then you can add them by using the camera. Once your receipts are shown in the receipt gallery, you can press and hold the receipt to display the menu. To create a new claim, click the Create new claim item option. Your new claim item will be created and the receipt will be automatically attached. You carry on creating a claim as per the section above. 7 Journeys and mileage claims 7.1 Creating journeys From the Welcome Screen click on the Mileage Button. This will bring up a list of saved journeys. To add a new journey click on the add button. Enter a postcode or place name in the From and To box

13 Webexpenses Smartphone Application Guide 10 If you wish to add a via, click on the Add Via button and enter a postcode or place name Click on save If mileage verification is enabled for your company, the mileage will be calculated It will appear in the list of journeys An alternative way of entering a location is to click on the map button. This will bring up a map, where you can then search for a location, and click a point on the map. Hint: Enter a location in the From/To box before you click on the map icon and it will take you there to start with. If this was a return journey then tick the Return box, which will give you a return icon.

14 Webexpenses Smartphone Application Guide Creating a Travel or Mileage Based Claim There are 3 different types of travel claims that you can make using webexpenses. These are indicated by the following icons against a category; This indicates that the category is marked for Mileage You will be required to enter mileage units for this expense This indicates that the category is marked for Travel You will be required to enter an amount and probably attach a receipt You will then need to add a start and end point when you import it onto the web application This indicates the category is marked for both Travel and Mileage You will be required to enter a journey with a start and end point You will be able to check the number of miles in the web application Creating a Mileage unit expense To create a Mileage based claim; Enter into your expenses by pressing the expenses button Choose the add claim button From the category list, select your Category o You will see an icon of an odometer to indicate mileage units are required Enter the number of miles driven Enter a Description of the Journey Click on save, to upload this later or click on the Upload button to upload the claim now Once you have imported your mobile claims into the web application (section 9), you will need to do the following steps; Open your claim Click on the line item associated with the mileage Choose the mileage rate to apply from the drop down

15 Webexpenses Smartphone Application Guide 12 Click Save Claim Item to complete Creating a Travel expense To create a Travel based claim; Enter into your expenses by pressing the expenses button Choose the add claim button From the category list, select your Category o You will see an icon of a car Enter the amount spent on the trip Enter a Description of the Journey You can also set the currency and upload a receipt Click on save, to upload this later or click on the Upload button to upload the claim now Once you have imported your mobile claims into the web application (section 9), you will need to do the following steps; Open your claim Click on the line item associated with the travel Enter the from and to destination, this will then calculate your mileage Click Save Claim Item to complete Creating a Mileage based Travel expense To create a Mileage based Travel claim; Enter into your expenses by pressing the expenses button Choose the add claim button From the category list, select your Mileage Category o You will see an icon of a car and odometer to indicate mileage is required

16 Webexpenses Smartphone Application Guide 13 Click the add mileage button You can now either select one of your predefined Journeys or add a new one When you click on the Journey you can then click either Attach, Edit or Delete it o Click Attach to choose the journey Enter a Description of the Journey Click on save, to upload this later or click on the Send button to upload the claim now Once you have imported your mobile claims into the web application (section 9), you will need to do the following steps; Open your claim Click on the line item associated with the Mileage based travel claim Choose your claim rate from the drop down Click Save Claim Item to complete Creating a Mileage based Travel expense from a mileage item When you create a mileage item, these are stored under mileage until you delete them. It is possible to create a new Mileage based claim in the following way.

17 Webexpenses Smartphone Application Guide 14 Click on the Mileage button on the home screen Press and hold on the mileage you wish to add The menu shown will appear Click on Create new claim item Follow the steps in 7.2.3

18 Webexpenses Smartphone Application Guide 15 8 Submitting and Deleting your Claim Items If you did not submit each claim item as you created it, then you can upload your claim items by using the following steps. Click the upload button on the home screen to upload all claim items. NOTE: We recommend you do not upload more than 10 items at a time if you have receipts attached to them. To upload some claim items; Click the expenses button Select the claim items you wish to upload Click on Upload To delete claim items; Click the expenses button Select the claim items you wish to delete Click on Delete

19 Webexpenses Smartphone Application Guide 16 9 Importing your Claim Items into a Claim Log in to your webexpenses online account at You will see that you have new mobile items to import with the number of items shown in brackets. Add New Claim. Click on Import Mobile Items to view the following screen. Click the box beside each claim item you wish to import. Click on the Import Selected button. You may get a box pop up to let you know further actions you will need to take once the items are imported. If you do, click on OK. This is an example alert: If your company holds level, then you will also alert; receipts at claim receive the following

20 Webexpenses Smartphone Application Guide 17 There will be a final alert asking if you are sure, click on OK to proceed. You will now receive the option to create a new claim for these items or to import into an existing open claim. To create a new claim for the items, click the new button and fill in the details, or if you want to import into an existing open claim, click on it s radio button, and then click on Import. Now open your claim to see the items you have imported and update any of the line items you were warned about during the import process, the source for these items will appear as SMS. Continue processing and submitting your claim as per normal. 10 Approving or Rejecting claims This section is for webexpenses users who are set up to approve claims. To access the claims you need to process click the Approvals button

21 Webexpenses Smartphone Application Guide 18 then click the sync button to get the most up to date list You will then see a list of claims To select a claim for Approval; Select the tick box(es) Click on Approve This will put a green highlight next to the item

22 Webexpenses Smartphone Application Guide 19 To Reject a claim; Select in the tick box(es) Click Reject This will put a red highlight next to the item To see more details on a claim, click on the claim.

23 Webexpenses Smartphone Application Guide 20 Once you are in the claim details you can click the paper clip to view associated receipts. When you mark a claim to approve or reject you will be prompted to add notes. Notes are optional when you are approving an item, but compulsory when you are rejecting an item. Once you have added notes, they are marked on the list of claims by a notepad icon. If you have marked a claim for approval or rejection, and change your mind, you can press and hold on the claim and the following prompt will appear. To clear the status click clear. Once you have marked claims for approval or rejection click the sync button process. and follow the prompts to complete the You can also click the sync button on the Welcome screen to process any selected claims without having to go into the Approvals screen. If you have no approvals to process when you click the button, you will be taken into the approvals screen.