Version 9 Installation Guide: Insperity ExpensAble Office and Mobile App Insperity Expense Management 2211 Michelson Drive, Suite 520 Irvine, CA 92612 Phone: 949-751-2800 Technical Support: 1 888-536-6200 expensable.support@insperity.com Copyright 2012 ExpensAble, Inc.
Table of Contents Installation and Configuration for Insperity ExpensAble Office and Mobile App Overview System Requirements Windows Mac ExpensAble Office Users Migrating to ExpensAble Office 9 Installing ExpensAble Office (Windows) Installing ExpensAble Office (Mac) Launching ExpensAble Office for the First Time (New User or New Data File) Launching ExpensAble Office for the First Time (Existing User with Existing Data File) Email Verification of Installation Mobile Application Installation Configuring the Mobile Application - Settings Mobile Application use with ExpensAble Office Installation and Configuration for Insperity ExpensAble Office and Mobile App The following sections will guide you through the installation and configuration of Insperity ExpensAble Office and its companion mobile application. Overview ExpensAble Office 9 has been designed to work faster and better. And the big news is the companion mobile application for your smartphone (iphone now, Android very soon) that allows you to capture your expenses along with a photo of the receipt and send it to ExpensAble Office. When you open ExpensAble Office on your PC or MAC, those mobile expenses will be displayed so you can easily add those expenses to your expense reports. System Requirements Your computer must meet the following system requirements in order to successfully install and use ExpensAble Office version 9. Windows Mac 100 MB available disk space 1024 x 640 or higher resolution monitor Microsoft Windows XP, Windows 7 Internet Explorer 7 or better Internet connection to access online features and use mobile application 100MB available Disk Space 1024 x 640 or higher resolution monitor Page 2
Mac OS X 10.5 or better Safari 5 or better Internet connection to access online features and use mobile application ExpensAble Office Users Migrating to ExpensAble Office 9 Older versions of ExpensAble Desktop must be uninstalled via Control Panel > Programs > Uninstall Programs (Windows 7) or Control Panel > Add/Remove Programs (Windows XP) prior to installing ExpensAble Office 9. Note: Uninstalling ExpensAble Desktop will not remove your existing data file. When you install and launch ExpensAble Office 9, your old data file should be found and loaded automatically. If not, a screen will appear allowing you to locate the file. Installing ExpensAble Office (Windows) This section assumes you have already downloaded the ExpensAble installation program (ExpensAbleOffice9.msi) to your computer from the ExpensAble e-store web-site or via the email you received from the e-store. To install ExpensAble Office 9 on Windows, perform the following steps: Note: Close all other applications during installation 1. Locate the downloaded file ExpensAbleOffice9.msi on your computer and double-click it to launch the installer. Click Next. ExpensAble Office Setup Wizard 2. Click Next to install ExpensAble Office in the directory specified in the Select Installation Folder screen. The default directory is: C:\Program Files (x86)\expensable Note: This is also the directory that will contain the User Guide and the End User License Agreement. Page 3
Select Installation Folder 3. The Ready to Install screen is displayed. Click Install. 4. Click Next to complete the installation. Ready to Install Page 4
5. Click Finish. Installation in Progress Installation Completed 6. ExpensAble Office has been installed and a shortcut will be displayed on your desktop. Installing ExpensAble Office (Mac) Desktop Shortcut This section assumes you have already downloaded the ExpensAble installation program (ExpensAbleOffice9.dmg) to your computer from the ExpensAble e-store web-site or via the email you received from the e-store. To install ExpensAble Office 9 on Mac, perform the following steps: Page 5
1. Double-click the downloaded file ExpensAbleOffice9.dmg to create and open the ExpensAble Office mount. Open ExpensAble Office Mount 2. Drag the ExpensAble envelope icon onto the Applications folder icon. Drag ExpensAble icon to Application icon Once the icon is dragged to the Applications folder, the copy process occurs completing the installation process: Installing ExpensAble Office 3. For your convenience the other icons represent the User Guide, End User License Agreement, Readme and Copyright documents and can be dragged into another folder or the desktop for easy access. Page 6
4. ExpensAble Office has been installed and an icon will be displayed in the Applications area of the Finder. 5. For faster access, drag the ExpensAble Office to the desktop to create a shortcut. Optional Cleanup: To remove the ExpensAble Office mount, right-click on it and select Eject ExpensAble Office 9. To remove the file ExpensAbleOffice9.dmg, right-click on it and select Move to Trash Launching ExpensAble Office for the First Time (New User or New Data File) ExpensAble Office saves all expense report envelopes, smart lists and other configuration data in a data file. When ExpensAble Office is run for the first time you are prompted to either create the data file or locate an existing data file. All new users will need to create a new data file. Existing users have the choice to either use their existing data file or create a new data file. Anyone that chooses to create a new data file will follow the steps shown here. 1. Double-click the ExpensAble Office desktop icon: 2. If the Welcome to ExpensAble screen appears and Create a new file is selected: Welcome to ExpensAble a. You are a new user and a new data file needs to be created. Click b. Enter a name for the data file. Click Save. Note: Only enter a name for the file (e.g. expenses). ExpensAble Office will automatically add the file extension (e.g. expenses.qex) 3. The ExpensAble End User License Agreement is displayed. Select I accept the terms in the license agreement. Click Note: Read the terms included in the License Agreement before accepting. Page 7
End User License Agreement 4. Once the license agreement is accepted, the Guided Setup appears. Enter your registration code and the email address. Click Note: When you install and launch the mobile application you will be prompted to enter these two fields. They must match in order to link the two programs together. Guided Setup - Customer Information 5. This screen is used to tell the software whether or not to try and connect for registration after Guided Setup is complete. Select Yes if you currently have access to the Internet. Select No if you do not have access. Click Note: You can access the Guided Setup at any time to register your software by clicking Administration > Guided Setup from the left navigation panel. Page 8
Guided Setup Internet Access 6. The next screen allows you to edit your name as it will appear on the printed expense reports. Click Guided Setup Printed Name 7. Edit your company name to match how you want it to appear on the printed expense reports. Click Guided Setup Printed Company Name Page 9
8. Enter your department name if you want it printed on the expense reports. Click Guided Setup Printed Department Name 9. Enter your phone number if you want it printed on the expense reports. Click Guided Setup Printed Phone Number 10. If you have an employee number and want it printed on the expense reports, enter it here. Click Guided Setup Printed Employee Number Page 10
11. If you have a mail stop, enter it here. Click Guided Setup Company Mail Stop 12. Select your home currency from the drop-down list. Click Guided Setup Home Currency 13. Enter your mileage reimbursement rate. Click Guided Setup Mileage Rate Page 11
14. The next screen relates to value-added taxes charged outside of the United States. If most of your expenses occur within the US, select No. If most of your expenses do occur outside of the U.S., select Yes. Click Guided Setup International Taxes a. Clicking Yes will display a screen allowing you to select which value-added tax to include in your expense entry screen. Click Guided Setup Select Special Tax 15. Your completed profile is displayed. Click to go back and edit entries. Click to continue. Page 12
Guided Setup Completed Profile 16. Enter your personal address in this screen. Click Guided Setup Personal Address 17. Edit your company address if different from personal address. Click 18. Select the options desired. Click Guided Setup Company Address Page 13
Guided Setup Notification Options 19. The registration benefits screen is displayed. Click Guided Setup Submit Registration 20. If you selected Yes to the earlier question pertaining to having Internet access, ExpensAble Office will attempt an Internet connection and validate your registration: Validating Registration a. Once completed, you will be navigated to this encryption screen. If you selected No, you will be navigated directly to this encryption screen. Select No if you want to use the normal level protection of sensitive data. Click Select Yes if you would like to use encryption for a stronger level of security. Page 14
Guided Setup Encryption b. If you select Yes, the password screen is displayed. Enter a new password, confirm the password. Click Guided Setup Encryption Password 21. The Guided Setup is complete. Select the Start the Account Guided Setup interview checkbox if you are ready to setup your payment methods now. Instructions for the Account Guided Setup can be viewed in the User Guide. Click Note: The User Guide for Windows can be found in the directory in which ExpensAble Office was installed. The default was C:\Program Files (x86)\expensable Note: The User Guide for Mac will be in the folder you moved it to during the installation process. Page 15
Guided Setup - Complete Launching ExpensAble Office for the First Time (Existing User with Existing Data File) ExpensAble Office saves all expense report envelopes, smart lists and other configuration data in a data file. When ExpensAble Office is run for the first time you are prompted to either create the data file or locate an existing data file. Existing users who used older versions of ExpensAble Desktop have the choice to either locate and use their existing data file or create a new data file (see section above). Note: if the data file (*.qex) was never moved or renamed ExpensAble Office 9 will locate and open the file. The default, system created data file was named expensese.qex and was stored in your Documents folder. 1. Double-click the ExpensAble Office desktop icon: 1. If the Welcome to ExpensAble screen does not appear, you are an existing user and ExpensAble Office successfully located your existing data file and loaded it automatically. You will see the End User License Agreement (step 3.) 2. If the Welcome to ExpensAble screen appears and Locate your ExpensAble file is selected: Welcome to ExpensAble a. You are an existing user but your data file was either moved or renamed and cannot be located. b. Click to locate your data file. Page 16
Note: If you are not sure what your data file was named, look for files ending with the extension.qex. These are ExpensAble data files. 3. The ExpensAble End User License Agreement is displayed. Accept the terms and Click Note: Read the terms included in the License Agreement before accepting. End User License Agreement 4. The ExpensAble License Details screen is displayed. Enter your Registration Code and Click Registration Code 5. Once saved, ExpensAble Office will attempt to validate the registration code. If you are connected to the Internet the validation screen will appear: Validating Registration Installation and registration are complete. You are ready to use ExpensAble Office version 9. Please refer to the User s Guide for details on the Guided Setup, entering expenses and other functionality. Note: The User Guide for Windows can be found in the directory in which ExpensAble Office was installed. The default was C:\Program Files (x86)\expensable Page 17
Note: The User Guide for Mac will be in the folder you moved it to during the installation process. Email Verification of Installation Once registration is complete, you will receive an email verifying the installation of ExpensAble Office. This email provides the Registration Code and User ID you need to enter in the mobile application to link it to ExpensAble Office. The User ID is the email you entered when registering ExpensAble Office. ExpensAble Office Installed Email Mobile Application Installation Once you have successfully registered ExpensAble Office and have received the verification email, you can now install the Mobile Application on your iphone or ipad. 1. Tap the icon labeled App Store on your iphone or ipad. 2. Click in the search field and enter ExpensAble. 3. You will see two matches for ExpensAble. One mobile app is tuned for ExpensAble Office and the other for our ExpensAble Corporate product. Take a moment and read the product description to ensure you are installing the correct version. Page 18
4. Note: An alternate to steps 1-3 is to open the email verifying installation (see section above) using your device and tap the link provided. 5. Tap the application containing the following icon and label reading Insperity ExpensAble Office to install: Insperity ExpensAble Office 6. Tap Install and enter your itunes credentials. 7. The application is installed onto your device. Configuring the Mobile Application - Settings Once installed, tap on the icon to launch the application and open the Settings screen. You are prompted to enter: Mobile App Settings Screen The email address that you used during the ExpensAble Office guided setup Your Registration code (e.g. NSP-E9C ) Note: The email must be the same as the email entered when you registered ExpensAble Office on your computer. Tap Save (or Done on the keyboard) and the mobile app will validate the entries. Once properly configured, the screen will display the Home screen and you can begin to capture and submit Page 19
expenses. If configuration fails, verify the Registration Code and email address entered and try again. Mobile Application use with ExpensAble Office When expenses are sent from the mobile application they are stored until you open ExpensAble Office and a connection to the Internet is found. The expenses will be downloaded and you will see an alert appear: Mobile Expenses Download Prompt Note: You can also download mobile expense by clicking Online > Download Mobile Expenses. The downloaded mobile expenses are found by clicking My Accounts > E-Bin, click E-Bin envelope: Page 20
Mobile Expenses Downloaded to E-Bin in ExpensAble Office Once expenses are in ExpensAble Office they are the same as all expenses; they can be dragged into expense reports, edited and even deleted if no longer valid. The main exception from other expenses is that any photos of receipts are attached to the expense. The photo receipt cannot be detached from the expense and can be viewed two ways; you can hold (hover) the mouse over the gold paperclip icons within the Expenses tab or click the Attachments tab to view all receipts. Hover View of Receipt attached to Expense Page 21
Photo receipts attached to mobile expenses will also be attached to the expense report they are moved into and can be viewed via the Attachments tab: View of Receipts Attached to Report via Attachments Tab Both methods of viewing mobile receipts provide tools that allow you to zoom in/out or rotate the image. If the image is rotated, you can save the rotation by clicking the disk icon. Image Tools for Save, Zoom and Rotate When viewing the image via the hover method, the image will go away when the mouse is moved off of the icon. If any changes were made to the image you will be prompted to save the changes. Page 22