Mobile Expense Tracking Quick Start Guide: iphone Edition

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2 About this Guide This quick start guide describes how users can quickly track expenses, view Expense Reports and create new Expense Entries, as well as submit Expense Reports, using their iphone and ipod Touch devices. This guide is used for the following Tenrox releases: Tenrox 2011 R1 Tenrox 2011 R2 Tenrox 2011 R3 Tenrox Technical Support The Tenrox support specialists are trained to use, configure, and troubleshoot Tenrox in your specific enterprise environment. If you have any questions, you can reach us by: Calling (450) Sending an to Tenrox Software License Agreement The Tenrox Software license agreement was reviewed and accepted during the installation procedure of this software in your environment. Copyright 2012 Tenrox. All rights reserved. You may not photocopy or share this document with any other party without express written permission from Tenrox. For additional information, please contact Tenrox at: Corporate site: Sales Support Or click Help > Contents and Index from within Tenrox. Issue 1

3 Tenrox Mobile Expense Tracking Quick Start Guide: iphone Edition This quick start guide describes how to establish communication with the Web server and track Expenses using the iphone and ipod Touch devices. This guides describes how to use the iphone or ipod Touch device to perform the following: Set up an initial connection to the Tenrox Web server Log on to the Expense Tracking application Perform Expense Report functions, such as: Create new Expense Reports View, as well as create or edit Expense Entries Edit Expense Reports Delete Expense Reports and Expense Entries Update data Synchronize Expense Reports Change Expense Report states 2012 Tenrox. All rights reserved. 3

4 Tenrox Mobile Expense Tracking Quick Start Guide: iphone Edition Setting Up the Initial Connection to the Tenrox Web Server Before the Tenrox Mobile Expense Tracking application can be launched from a mobile device, an initial connection must first be established with the Tenrox Web server. To set up an initial connection to the Tenrox Web server: 1. Launch the Tenrox Mobile Expense Tracking application by tapping. Note: The Settings screen is automatically displayed when connecting to the application for the first time; otherwise, users can access the Settings screen by tapping the Setup button. 2. Complete the following fields. The required fields are displayed in blue. Note: If any required fields are not completed, the message Some of the required fields are missing is displayed and the user is prompted to enter the missing information. Server URL: enter the URL to set up the connection to the Tenrox Web server, the URL is the same as the one used to connect to the Tenrox portal; for example, Organization: enter the name of the organization that will connect to Tenrox Update Time: specify when the updates will be performed by selecting the appropriate option and then tap the Save button: Manual (default): disables automated updates, as well as the day/time calendar control, to allow users to manually retrieve information from the server using the Update option; for more information, see Updating Data Daily: prompts the user to update the mobile device at the first logon of each day Weekly: performs updates weekly on the specified day selected Monthly: performs updates monthly on the specified date selected Note: When logging on for the first time, an update is performed regardless of the setup option. Synch Offline Data: select ON to prompt the user at log on to synchronize entries that only exist on the mobile device (non-synchronized) Auto Synchronize: select ON to perform a live synchronization on the Tenrox server when saving, editing and deleting Expenses Note: If the server is available, it is considered online; otherwise, it is considered offline. 4

5 Setting Up the Initial Connection to the Tenrox Web Server Expense: specify which Expense Reports to update to the mobile device by selecting the appropriate option and then tap the Save button: My last Expense Report: updates the last Expense Report currently assigned to the logged user My last 5 assigned Expense Reports (default): updates up to the last five Expense Reports based on their Start Dates currently assigned to the logged user Note: The Expense options do not initiate an update process or attempt to connect to the server. Also, Expense Reports that are in a completed, final or read/only state will not be updated. Assignment: specify the default number of assignments to download by entering number of days in the past (previous) and future (next) and then tap the Save button; by default, 30 days in the past and 15 days in the future are specified Note: A numeric value from 90 to 0 days can be entered in the past or future to download or update any valid assignment that has a Start Date or End Date in the specified range. 3. Tap the Back button to store the changes locally on the mobile device and to return to the Tenrox Expense logon screen; for more information, see Logging on to the Expense Tracking Application Tenrox. All rights reserved. 5

6 Tenrox Mobile Expense Tracking Quick Start Guide: iphone Edition Logging on to the Expense Tracking Application To log on to the Tenrox Mobile Expense Tracking application: 1. Ensure that the mobile device has a wireless connection to the Internet and then enter your user Logon Name and Password to connect to the Tenrox server. 2. Enable the Remember me option by selecting ON to save your credentials so that the next time you log on to the application your credentials are automatically displayed. 3. Tap to display a list of the downloaded Expense Reports. Note: When logging on for the first time, a connection to the server is required for initial updates, as well as saving a local copy of the logon credentials for offline validation. If a connection to the Web service cannot be established, the message Server unavailable is displayed and the user is prompted to try to log on again. After successfully logging on for the first time, the user can then log on in offline mode (no wireless connection to the Tenrox server is required). 6

7 Performing Expense Report Functions Performing Expense Report Functions After successfully logging on, the Expense Reports screen displays either the last assigned Expense Report or up to the last five assigned Expense Reports depending on the settings specified on the Settings screen. For more information on setting the options on the Settings screen, see Setting Up the Initial Connection to the Tenrox Web Server. Note: If a user is not assigned an Expense Report, then the Expense Reports screen is blank. From the Expense Reports screen, logged users can view all the Expense Reports assigned to them. The example displays two Expense reports created for the logged user on the Expense Reports screen. Each individual Expense Report is displayed in its own frame and provides the following information: Expense Report state: displays the tracking number and the current state of the Expense Report Title: displays the title of the Expense Report Start Date and End Date: displays the Report Interval Start and End Date assigned from the Tenrox application (Entries>Expense Report> Expense Report List) to the Expense Reports Total: displays the Expense Report s total amount with the currency symbol and currency code Reimbursable: displays the Expense Report s total reimbursable amount 2012 Tenrox. All rights reserved. 7

8 Tenrox Mobile Expense Tracking Quick Start Guide: iphone Edition Creating a New Expense Report The NEW Report screen allows users create new Expense Reports. To create a new Expense Report: 1. From the Expense Reports screen, tap to open the NEW screen. 2. Complete the following fields. The required fields are displayed in blue. Note: If any required fields are not completed, the message Some of the required fields are missing is displayed and the user is prompted to enter the missing information. 2a. Tap Title to enter the name for the new Expense Report. 2b. Tap Project to select a single Project for the new Expense Report. Note: The Project field is displayed only if the Enforce a single Project per Expense Report option is enabled in the Tenrox application (Setup>Expense> System). The Projects updated to the mobile device need to correspond to previously downloaded assignments. 2c. Tap Start Date to specify a Start Date for the new Expense Report. 2d. Tap End Date to enter an End Date for the new Expense Report. Note: The default dates display the current date. The dates are validated by the server when the Expense Report is saved in online mode; however, when changing the dates, ensure that the End Date is greater or equal to the Start Date. 3. Verify the Expense Report s state. Note: An Expense Report s state can only be changed after its corresponding Expense Entries are created and the Expense Report is synchronized. For more information, see Synchronizing. 4. Tap to save the Expense Report locally on the mobile device (or live to the Tenrox server, if online and the Auto Synchronize option is enabled). Note: If offline, then each locally saved Expense Report is assigned a temporary Tracking number and flagged as pending until it is synchronized. During a successful synchronization, the pending Expense Reports are saved on the server and their temporary Tracking numbers are replaced by the Tracking numbers provided by the server. 5. Tap Entries to open the Expense Entry (EXPS-xxxxxx) screen. Note: The Entries option is displayed only after a new Expense Report is saved. To create the entries for the new Expense Report, see Creating or Editing an Expense Report Entry. 8

9 Performing Expense Report Functions Viewing an Expense Report Entry The Expense Entry (EXPS-xxxxxx) screen displays an Expense Report s entries and its associated Tracking number. From the Expense Entry screen, users can create, edit or delete the Expense Entries of the Expense Reports, as well as change an Expense Report s state. If the Expense Report is only saved locally (offline), a temporary Tracking number is assigned with the prefix NEW. When the Expense Report is saved on the server, the temporary Tracking number is replaced by the Tracking # provided by the server. To view an Expense Report entry: 1. From the Expense Reports screen, scroll to locate the Expense Report and then tap the Expense Report to open the Expense Entry (EXPS-xxxxxx) screen. 2. Tap Entries to display the individual Expense Entries for the selected Expense Report. The following information is displayed for each Expense Entry: Ref: displays the reference number of each Expense Entry contained in the Expense Report Date: displays the date that was selected when the Expense Entry was created Task: displays the Task that was selected when the Expense Entry was created Expense: displays the Expense Item that was selected when the Expense Entry was created Amount: displays the incurred amount of the Expense Entry in the incurred currency Reimbursable: displays either Yes or No depending on whether or not the Expense Entry is reimbursable Billable: displays either Yes or No depending on whether or not the Expense Entry is billable 2012 Tenrox. All rights reserved. 9

10 Tenrox Mobile Expense Tracking Quick Start Guide: iphone Edition Creating or Editing an Expense Report Entry From the Expense Entry (EXPS-xxxxxx) screen, users can either create a new Expense Entry or edit an existing Expense Entry s details To create or edit an Expense entry: 1. From the Expense Entry (EXPS-xxxxxx) screen, tap to create a new Expense Entry or scroll and then tap an existing Expense Entry to modify its details. 2. Complete or edit the following fields for the selected entry. The required fields are displayed in blue. Note: The reference number (Ref) for the Expense Entry is automatically populated by the Tenrox Mobile Expense Tracking device. A new entry displays a temporary reference number until it is saved on the server and then it is assigned an actual reference number from the server An existing entry displays its saved reference number (temporary for locally saved entries or actual when saved on the server). 2a. Tap Date to select the Start Date for the Expense Entry and then tap the Save button. Note: The Expense Entry date must be within the Expense Report Start Date and End Date. If a new Expense Entry falls outside the current Reporting Cycle, then the Start Date is that of the Expense Report Start Date displayed on the NEW Report screen; however, if the Expense Report is within the current Reporting Cycle, then the Start Date for the new Expense Entry is the current date. 2b. Tap Task to select a Task from the list and then tap the Save button. Note: If the Enforce a single Project per Expense Report option is enabled in the Tenrox application (Setup>Expense> System), then only the Tasks related to the selected Project are displayed. 2c. Tap Expense to select an Expense Item from the list and then tap the Save button. 2d. Tap Tax Group to select a Tax Group from the list and then tap the Save button. Note: If an Expense Item is non-taxable then the Tax Group field is disabled. 2e. Tap Currency to select the Currency from the list and then tap the Save button. 2f. Tap Net Amount to enter the amount of the incurred Expense (without taxes) and then tap the Done button. 2g. Tap Tips to enter the amount allocated for gratuities and tips and then tap the Save button. When a value is entered for tips, the Total w Tips field displays the total amount with the tips calculated. Note: The Tips and Total w Tips fields are displayed only when the Include Tips option is enabled in the Tenrox application (Setup>Expense>Expense Items>Expense Item Edit). 10

11 Performing Expense Report Functions 2h. Tap Total Tax to display the Tax amount related to the Expense Entry and then tap the Save button. Note: If the selected Expense Item is non-taxable, the Total Tax field is disabled. 2i. Verify the Gross Amount (Net Amount + appropriate taxes). Note: When an amount is entered on the Net Amount field, the Gross Amount field dynamically calculates the gross (net + taxes). 2j. Verify the Exchange Rate amount downloaded from the server. Note: The Exchange Rate is calculated on the server, therefore, an Expense Report needs to be synchronized with the Tenrox server for the individual entries to have any exchange rates calculated. 2k. Verify the Reimbursable amount. 2l. Tap the Reimbursable box to set the Expense Entry as reimbursable (ON) or non-reimbursable (OFF). 2m. Tap the Billable box to set the Expense Entry as billable (ON) or non-billable (OFF). 2n. Tap Memo to enter an observation or notes related to the Expense Entry. Expense Entry with No Tips Included Expense Entry with Tips Included 2012 Tenrox. All rights reserved. 11

12 Tenrox Mobile Expense Tracking Quick Start Guide: iphone Edition 2o. Tap Details to display or add more information for the current Expense Entry. Note: The following fields are typically displayed for most Expense Items; however, additional fields can also be included for special Expense Items, such as airfare, entertainment and mileage. Typical fields for most Expense Items: Site: displays a list of available Sites Pay Method: displays a list of available payment methods Payable: displays Yes if both the selected Task and Expense Item are marked as Payable on the Tenrox server and displays No if only the Task or Expense Item is selected Capitalized: displays Yes if both the selected Task and Expense Item are marked as Capitalized on the Tenrox server and displays No if only the Task or Expense Item is selected Funded: displays Yes if both the selected Task and Expense Item are marked as Funded on the Tenrox server and displays No if only the Task or Expense Item is selected R&D: displays Yes if both the selected Task and Expense Item are marked as R&D on the Tenrox server and displays No if only the Task or Expense Item is selected Airfare fields: Origin: displays from where the flight departed Airline: displays the name of the airline Destination: displays where the flight is going Ticket Number: displays the ticket number of the flight Entertainment fields: Purpose: displays a list of options to select from for the entertainment purpose City: displays the name of the host city Guests: displays the names of the guests Mileage fields: Origin: displays from where the vehicle departed Mileage scheme: displays a list of options to select from for the mileage, such as business or private Mileage rate: displays the mileage rate updated from the server Destination: displays the name of the destination Miles: displays the numeric value representing the trip s distance in miles Note: Expense Entries of type Mileage are calculated differently than standard expenses; as a result, when the Mileage Expense Item is selected, the Net Amount on the Expense Entry screen becomes non-editable and the calculation of the Net Amount on the Expense Entry screen is dynamically performed by multiplying the mileage rate and miles. 12

13 Performing Expense Report Functions 3. Tap the Back button to exit the Details screen. Details: Entertainment Fields 4. Save the settings for the new or modified Expense Entry. 4a. Tap the Save button to save the current Expense Entry. If online and the Auto Synchronize option is enabled, then try to save directly on the server. 4b. Tap the Save&New button to save the current Expense Entry and then display a new Expense Entry screen. 4c. Tap the Save&Copy button to save the current Expense Entry and then display a copy of the saved Expense Entry on the NEW screen with a new reference number. The Save&Copy action is a practical way of entering the same Expense occurring on different days or for different amounts, such as meals. Note: If any required fields are not completed, the message Some of the required fields are missing is displayed and the user is prompted to enter the missing information. 5. Tap the Back button to return to the Expense Entry screen Tenrox. All rights reserved. 13

14 Tenrox Mobile Expense Tracking Quick Start Guide: iphone Edition Deleting an Expense Entry From the Expense Entry (EXPS-xxxxxx) screen, users can delete an existing Expense Entry by tapping the Edit button to display the Expense Entry details of a selected Expense and marking the Expense Entries for deletion. When the Edit button is tapped, users can either delete an existing entry by tapping the Delete button or create a new entry by tapping the Plus sign (+) button. For more information on creating an Expense Entry, see Creating or Editing an Expense Report Entry. Note: The entries can be edited only if they are in an assigned/non-read only/non-completed/non-final state. To delete an Expense Entry: 1. From the Expense Entry (EXPS-xxxxxx) screen, tap and then tap to mark the Expense Entries for deletion. 2. Tap to delete the selected items. If Auto Synchronize is enabled, the mobile device goes online to verify if the Expense Entry exists on the server and then tries to delete it from the server If the Expense Entry is not yet synchronized with the server, only the local copy of the Expense Entry is deleted from the mobile device If the mobile device is offline, the Expense Entry is flagged for deletion and the user is prompted to synchronize offline items on the subsequent logon (as long as the Synch Offline Data option is enabled) If the server is online but the Expense Entry cannot be deleted, an error message is displayed 3. Tap to unmark the Expense Entries. 14

15 Performing Expense Report Functions Editing an Expense Report From the Expense Reports screen, users can edit an existing Expense Report. Note: An existing Expense Report is editable only if it is in an assigned/non-read only/non-completed/non-final state. To edit an Expense Report: 1. From the Expense Reports screen, scroll and tap the Expense Report that you want to edit. 2. Edit the required fields. Title of an Expense Report can be edited without any need for validation Start/End Date can be edited as long as the new dates do not violate any Reporting Cycle; however, if Expense Entries exist then the new dates cannot exclude the existing entries dates For example, if an Expense Report has a Start Date of March 1, 2010 and an End Date of March 31, 2010 with an Expense Entry on March 15, If the Start Date is changed to February 1, 2010, the mobile device accepts the change since the Expense Entry date is still included. However, if the End Date is changed to February 28, 2010, then the mobile device does not accept the change since Expense Entries are already recorded after the new End Date. Projects associated to an Expense Report can be edited as long as no current Expense Entries exist; otherwise, this field is read-only Note: The Project field is displayed only if the Enforce a single Project per Expense Report option is enabled in the Tenrox application (Setup>Expense> System). The Projects updated to the mobile device need to correspond to previously downloaded assignments. 3. Tap to save the Expense Report changes. Note: For information on editing Expense Entries or changing the Expense Report state, see Creating or Editing an Expense Report Entry and Changing an Expense Report s State Tenrox. All rights reserved. 15

16 Tenrox Mobile Expense Tracking Quick Start Guide: iphone Edition Deleting an Expense Report From the Expense Reports screen, users can delete an existing Expense Report by tapping the Edit button. To delete an Expense Report: 1. From the Expense Reports screen, tap and then tap to mark the Expense Reports for deletion. 2. Tap to delete the selected items. If Auto Synchronize is enabled, the mobile device goes online to verify if the Expense Report exists on the server and then tries to delete it from the server If the Expense Report is not yet synchronized with the server, only the local copy of the Expense Report is deleted from the mobile device If the mobile device is offline, the Expense Report is flagged for deletion and the user is prompted to synchronize offline items on the subsequent logon (as long as the Synch Offline Data option is enabled) If the server is online but the Expense Report cannot be deleted, an error message is displayed 3. Tap to unmark the Expense Reports. 16

17 Performing Expense Report Functions Updating Data To ensure that all required information is updated to the Mobile Expense Tracking device, manual updates can be performed. Automatic updates can also be scheduled from the Settings screen; for more information, see Setting Up the Initial Connection to the Tenrox Web Server. To update data: 1. From the Expense Reports screen, tap to update the data between the mobile device and the server. 2. Tap Yes when prompted to initiate the update process between the mobile device and the server Tenrox. All rights reserved. 17

18 Tenrox Mobile Expense Tracking Quick Start Guide: iphone Edition Synchronizing The synchronization process attempts to go online to save or delete any entries, as well as refresh the Expense Reports from the server to the mobile device while still respecting the Expense option set on the Settings screen. For more information on the Setup screen options, see Setting Up the Initial Connection to the Tenrox Web Server. In addition, an Expense Report originally created on the mobile device is also synchronized as long as it is currently in a state assigned to the logged user. Note: A pending Expense Report is a report that was saved or deleted while the mobile device was offline. To synchronize pending Expense Reports: 1. From the Expense Reports screen, tap to synchronize the data between the mobile device and the server. 18

19 Performing Expense Report Functions Changing an Expense Report s State The available transitions do not depend on which Expense Entry is selected since the <Transition> action applies to the Expense Report and not the individual Expense Entries. Therefore, when the transition of an individual Expense Entry is updated, the Expense Report is concurrently updated to the same state. To change an Expense Report s state: 1. From the Expense Reports screen, scroll and tap an existing Expense Report. 2. Tap State to update the Expense Report s state from Open to Complete. Note: Since the states and transitions are not hard-coded to specific values; for example, Open, Complete, etc, the mobile device inherits the user s assigned Workflow. 3. Tap OK if prompted to synchronize the Expense Report and then synchronize the Expense Report; for more information, see Synchronizing. Note: Before an Expense Report s state can be changed, the Expense Report must be synchronized. 4. Tap to save changes Tenrox. All rights reserved. 19