|
Approval hierarchy |
Approval hierarchy for each
cost centre is determined by approval limits of
approvers. |
|
Approvers |
Sophisticated rules to setup Approvers, Finance
Approvers or counter approvers at unit level or
across units/locations. |
|
Auto approvals |
Expenses meeting certain criteria are
automatically approved, thus requiring no
additional approval from the manager or finance.
|
|
Assign approvers |
Approvers with different limits can be assigned to
different claim types or category types.
|
|
Attendee recording |
Staff and client attendees can be recorded against
expense items. |
|
Audit trail |
A comprehensive audit trail is maintained for each
expense report and item, together with notes and
comments. |
|
Assigning Deputies |
Approvers can assign deputies from a range of
options, so that during their absence expenses or
time is routed to their deputy for approval.
|
|
Access rights & privileges
for resources |
Administrators & Resource can be given access
rights to access relevant parts of the application |
|
Branding customisation |
Logos can be easily changed |
|
Business purpose |
Business purpose can be recorded against expense
report header and/or individual line items. |
|
Budgets |
Budgets can be set at Project and / or Customer
level for expense categories, with automatic email
alerts at custom breach levels |
|
Carbon footprint |
Carbon footprint can be captured at vehicle level,
fuel type level, horsepower or engine sixe level
or at the organisation level. Data can be used to
optimise fleet or minimise congestion or penalty
road tax charges |
|
Claim types |
Setup specific claim types, which capture preset
cluster of expense categories, which in turn can
be routed to unique finance approvers who may be
sub-contracted to approve expenses. |
|
Complete expense
submission on mobile device |
Expenses can be submitted via a PDA or a
Smartphone |
|
Configure Expense
categories |
Expense categories are fully configurable, such as
VAT rate, Accounting codes, information labels,
etc |
|
Configure Expense policies |
Expense policy for Auto Approval, Per day, per
item per month or maximum spend limits can be set
for approvers and / or finance approver.
|
|
Category rules |
Flags or blocks expense items that exceed
predetermined category limits. |
|
Configure Time and Expense
rejection reasons |
Rejection messages are fully configurable. |
|
Copy & Paste
Claims/Reports |
A complete expense report can be copied and
amended to reduce repetitive data entry. |
|
Copy expense items |
Expense items can be copied across multiple unique
dates and amended to reduce repetitive entry of
expense items |
|
Credit card |
Populates expense reports with data from major
credit card providers, and e-mail alerts are sent
to claimants to complete the items. |
|
Default expense values |
Default values (including date, currency and
client/project code) can be applied to all the
items in an expense report to reduce repetitive
data entry. |
|
Default VAT/GST rates |
Create your own VAT/GST rates and apply these as
default rates for specific categories. |
|
Ease-of-use |
Interface designed to allow for ease-of-use, even
for inexperienced users. Help menus and user
guides ensure that no formal training is required. |
|
Email notifications for
expenses and time |
Users can choose which email alerts they wish to
receive (e.g. expenses approved by line manager,
approved by accounts, rejected). |
|
Expense Advances |
Comprehensive multi currency advance mechanism,
which complies with the cultural requirements of
various countries and is fully configurable.
|
|
Expenses rules |
-
Highlights Duplicates automatically per per-set
requirements
-
Set time limits of expense submission
-
Itemise items to break down a claim, such as,
hotel bill into room rate, meals, telephone, etc
-
Special facility to ensure that attendees are
assigned to Entertainment or Staff Welfare
-
Captures names and VAT rates automatically,
providing flexibility to finance approver to
change these rates on the fly while approving
expenses.
|
|
Flexible configuration |
Multiple features can be configured to suit the
structure and needs of your organisation. |
|
Fiscal periods –
configurable by organisation |
Fiscal periods can be changed real time and data
in the background will automatically adjust.
|
|
Foreign currency |
Default currencies can be set at an organisation
level or individual level. Multi currency and
cross rate management v/s home currency are simple
and easy. |
|
Full and partial approvals
of expenses |
Claims can be fully or partially approved for
payment. Payment can be made for partially
approved items |
|
Fraud detection engine |
Multiple fraud detection engines to highlight
mileage, entertainment or travel frauds work
silently in the background. |
|
Hotel bill categories |
Hotel bills can be split between Room, Meal and
Other. |
|
Holidays and public
holidays - internationally |
Set public holidays across location or regions |
|
Interfaces to leading
accounting systems |
Interfaces for leading accounting software
solutions, including Sage, SunSystems and
QuickBooks, are available. |
|
Liability report |
Allows organisation to view expense liability at
anytime, with full drill down facility, i.e., who
is the money owed to and who is holding back the
approvals. |
|
Limits according to
expense category and employee role |
Set approval or spend limits based on role or
seniority |
|
Mileage set-up |
Comprehensive mileage rate set-up for any
country. Mileage calculator can be used to
determine mileage rate based on cost of fuel and
miles/kilometres travelled. Enables re-charge of
private mileage. Preset journey can be imported
to ensure 100% compliance. |
|
Mileage thresholds |
Mileage rates can be determined by preset
thresholds. |
|
Move expense items
|
Expense items can be moved from one to another
claim. |
|
Multi-company/
Multi-currency |
Multiple subsidiaries, business units or cost
centres can be configured separately under a
single umbrella configuration, even if they have
different base reporting currencies. |
|
Multiple approval levels (upto
7) |
Sophisticated approval levels with individual
expense limits at Claim or item level can be
set-up, with approval requirement at item level or
across a claim. |
|
My settings |
Users can preset favourite expense categories,
time categories, currencies or select department
or their approvers based on departments they work
in. |
|
My Vehicles |
Multiple vehicles can be set up by a claimant |
|
Non-allocated fields |
Non-allocated fields can be used to capture
requirements specific to a customer. |
|
Notes facility |
Claimants, approvers and accounts staff can add
comments to each expense report. |
|
Online policy retrieval |
Corporate expense policy can be saved online so
that it can be easily viewed by all users. |
|
Off line expense capture |
Off line expense capture facility uploads expenses
when connected to the internet. |
|
Organisation Rules |
Sophisticated rules can be used to configure the
full application, including what is visible to
individual claimants, such as, part of the claim
form, expense categories, etc |
|
P11D information |
Reports provide information required for P11D
forms |
|
Password |
Sophisticated password setup at role or user type
level, with simple or complex password strengths
and password change periodicity. |
|
Private Mileage |
Can be configured to be re-charged within each
claim. |
|
Preset limits on Time and
Expenses |
Per item limits, per day limits or per month, with
combinations can be set for any type of claimant,
together with flexibility for approver to override
with a mandatory approval note. |
|
Print view |
A print view allows expense reports to be easily
printed for records. |
|
Proxy users |
A 'proxy' user can be assigned to enter, approve
and/or process expenses on another user's behalf. |
|
Reconciliation |
Facility to reconcile expense to bank statements
or credit cards |
|
Reports |
Reports provide complete data for use in posting
data to ledgers, cost control, customer
charge-backs or profitability analysis, supplier
negotiations, VAT/GST reclaim and other tax
calculations. All reports are easily downloaded in
Excel, CSV, PDF or XML formats |
|
Rule based Expense
Approval |
Approval hierarchies can be set based on amounts,
levels or claimant types. |
|
Rule based expense
policies |
Expense policy hierarchies can be set based on
amounts, levels or claimant types. |
|
Sampling |
Mechanism to send items based on certain samples
to approvers. Samples can be set for individual
management levels for the same category or
different category. |
|
Scan receipts |
Receipts can be scanned or attached to an expense |
|
Splitting expense items |
A user can split expense items between expense
categories and client/projects. |
|
Support |
Helpdesk provides phone and email support to all
users. |
|
Multi-level client/project
recording |
Each expense item can be assigned to a
client/project and sub-client/project. |
|
User-definable reports |
Company-specific report templates can be created. |
|
Vehicle management |
Closed loop vehicle management to ensure that
claimants apply correct rates to their vehicle
when re-charging mileage. Any changes can be
monitored by both the approver and the
administrator and cannot be activated without
approval from both parties. This ensures
integrity of the rate charged, with a full audit
trail. |