Expense Reports v4.10.1

(1)

Expense Reports v4.10.1

For Portal Framework v4.11+

Learn how to create and manage expense reports in the Passageways portal.

1551 Win Hentschel Blvd. West Lafayette, IN 47906 765-497-8815

(2)

(3)

Section 1. Overview

Expense Reporting and Tracking made easy

The Expense Report Tracking module is useful for quickly tracking and routing your expense reports throughout an organization. Reports are automatically submitted to an employees' supervisor and routed to the accounting department for payment.

Section 2. The Module Properties

A Module Administrator can configure how the Expense Report Module functions.

Property Name Description Example Property Value

CenterNumberFormatMessage Displays this message when an invalid Center number value is inserted while creating an ex- Example: Invalid Center Number, Please enter 2 digits

CenterNumberLabel Allows Portal Admin to change the Center Num-ber Label. Example: Center Number or Cost Area

CenterRegularExpression

Uses Regular Expressions to enforce the format of a Center Number and validates user input.

Example: \d{2}

(2 digits, no letters, and no periods or other

spe-ConnectionString

The connection string to the database where expense reports are stored.

server=129.16.8.10;uid=sa;pwd=somepassword; database=ExpenseReports;

DollarsPerMileRate

Indicates the mileage conversion rate to be used when calculating mileage items. Entered values

should come in the format mm/dd/yyyy-mileage Example: 01/01/2006-.38,02/01/2006-.41 …

GLFormatMessage

Displays this message when an invalid GL value is inserted while creating an expense report.

Example: Invalid GL - Please enter 6 digits for the GL.

GLRegularExpression Uses Regular Expressions to enforce the format

of a GL and validates user input. ….

IsCorpCardNumberRequired Set to true if the Corp Card number is required. True / False

MileageDecimalPlaces

The number of decimal places to use for mileage

reports (0 = whole numbers only) Example: 2

OrganizationalGLList

A list of GLs for the organization. The description is optional and the tilde may be left off if no de-scription is used. Each GL~Dede-scription needs to

The list must be in the following format: GL Number~Description, GL Number~Description,

…

PayrollRoleID

Role ID of Payroll. Alerts will be sent to this role

once an expense report has been approved and Example: APclerk

ReceiptAttachmentPath

The directory that all receipt attachments will be saved to.

D:\Inetpub\wwwroot\server\Modules\ExpenseTra cking\Receipts\

(5)

2 Expense Reports v4.10

Property Name Description Example Property Value

RequireCenterNumber

Set to true if the module should require end users to enter a center or cost number for each item

submitted. True / False

RequireGL

Set to true if the module should require the user to indicate a GL number for all reports submitted. NOTE: must set the ShowGL property to true as

well True / False

RequireSendToDirectSupervisor

Specify true or false to enforce a direct path to a user's supervisor during an Expense Report

sub-mission. True / False

ShowCashAdvance Set to true if the Cash Advance Expense Item type should be allowed True / False

ShowCenterNumber

Set to true if the module should display a box to allow users to enter a center or cost number for

each item submitted. True / False

ShowCreateOnHeadquarters Display a link for everyone on the Headquarters page to create a new expense report True / False

ShowCustomGL

Set to true if you would like to allow end users to enter in Custom GLs. Custom GLs are validated using the regular expression in the GLRegularEx-pression property.

True / False

ShowFrequentlyUsedGLList

Set to true if the module should display a list of

frequently used GLs for the end user. True / False

ShowGL

Set to true if the module should show a list of GLs in a drop down for each type of item.

NOTE: RequireGL should be set to true as well True / False

ShowOrganizationalGLList

Set to true if the module should display a prede-fined list of GLs to the user that are entered in

the Organizational GL List Property. True / False

(6)

Section 3. Manage Approvers Module Tool

This module tool allows you to select the group of individuals that are possible approvers for a submitted expense report. This is done by role an you can have more than one role selected. This option is in lieu of sending an expense report to a direct supervisor.

A. Selecting and Modifying Approvers

1. Click Module Tools; 2. Click Expense Reports; 3. Click Manage Approvers

4. Click on the role you wish to select 5. Click Add

6. Click Save

Please make sure to create the roles you wish to select in

advance of configuring this setting.

(7)

4 Expense Reports v4.10

Section 4. My Expense Report Island

An Expense report can be created by any portal user using the My Expense Report Island. This island is used to create, edit, submit, and review your expense reports.

The option to select a Send to is only available if the Portal Administrator has set the Module Property of RequireSendToDirectSupervisor to false and the property of

LimitForwardUsersList must have at least one Portal Role ID.

A. Creating an Expense Report

1. Click Actions;

2. Click Create a New Expense Report; 3. (Optional) Select a to Send to person; 4. Enter the Purpose of the Report; 5. Enter the Account Number; 6. Select the Expense From date; 7. Select the Expense To date; 8. Click Next.

B. Adding a Regular Item

After creating an expense report, a person can then add a Regular Item as an expense. A Regular Item is an expense that is not mileage that reimbursement will occur.

1. Click Add Regular Item; 2. Select the Date;

3. Enter the vendor Paid To; 4. Enter the Amount;

5. (Optional) Select the G/L Account; 6. (Optional) Enter the Cost Area; 7. Indicate if a receipt is available; 8. Enter a Description;

9. Click Save.

The options to select a G/L and type a Cost Number will only be available if the Portal Administrator set them to show. The Portal Administrator can also set these to be required.

If you choose ‘I have a receipt for this item and want to upload it now’ you will be able to click a browse button and then attach an electronic version of the receipt.

(8)

C. Adding a Mileage Item

A Mileage Item is used anytime a person will be reimbursed for driving. The rate is calculated by DollarsPerMileRate property set by the Portal Administrator in Module Tools.

1. Click Add Mileage Item; 2. Select the Date;

3. Enter the number of Miles traveled; 4. (Optional) Select the G/L Account; 5. (Optional) Enter the Cost Area; 6. Indicate if a receipt is available; 7. Enter a Description;

8. Click Save.

D. Adding a Pre-Paid Item

A Pre-Paid Item is used when money is issued and then subtracted from the expense reimbursement. 1. Click Add Pre-Paid Item;

2. Select the Date;

5. (Optional) Select the G/L Account; 6. (Optional) Enter the Cost Number; 7. Indicate if a receipt is available; 8. Enter a Description;

9. Click Save.

After entering your Items, if you click the Savebutton, you will be able to edit the report later. If you click the Send button, it will be sent on for approval and will not be able to be edited unless the approval person declines the report.

(9)

6 Expense Reports v4.10

G. Editing the Report Details

A person can edit the Purpose of the Report, Account Number and the date range that was entered during the report’s creation before the report is sent out for approval.

1. Click Edit Report Details

2. Edit Purpose;

3. Edit Account Number

4. Edit Date Range

5. Click OK.

E. Adding a Corp Card Item

A Corp Card Item is used anytime a person wants to show their corporate credit card expenses that will not be reimbursed.

1. Click Add Corp Card Item; 2. Select the Date;

3. Enter Corp Card Number; 4. Enter the vendor Paid To; 5. Enter the Amount;

10. Click Save.

F. Adding a Cash Advance Item

A Cash Advance item is used anytime a person wants to show an expense that was paid for using a cash advance that will not be reimbursed.

1. Click Add Cash Advance; 2. Select the Date;

(10)

H. Editing an Item

Once an Items have been added to an expense report, as long as the report is not Sent, the item can be edited.

1. Select the drop down for the item you wish to edit; 2. Click Edit;

3. Edit the information; 4. Click Save.

Section 5. Approve Expense Report Island

The Approve Expense Report Island is used to approve, forward, or decline a Sent expense report.

A. Approving an Expense Report

Approving an expense Report will send it to be paid.

1. Select the dropdown for the report you wish to Approve; 2. Select Approve;

3. Type in Comments (optional); 4. Click OK;

B. Forwarding an Expense Report

Forward an expense Report will send it to a another person so they may review it. Forwarding can be done repeatedly to obtain a multi-tiered approval process.

1. Select the dropdown for the report you wish to Forward; 2. Select Forward;

3. Type in Comments (optional);

4. Choose a name from the drop-down list; 5. Click OK

(11)

8 Expense Reports v4.10

C. Declining an Expense Report

Declining an expense Report will send it back to the creator of the expense report. 1. Select the dropdown for the report you wish to Decline;

2. Click Decline; 3. Type in Comments

(optional); 4. Click OK

By default, all portal users will that access to all portal islands. The Portal Administrator should set the Island Access to the Pay Expense Report Island only to those Roles where they need access to mark expense reports as paid, not everyone in the Employee Role. This will allow only select portal users to mark expense reports as paid.

D. Editing G/L of a submitted report

If a report submitted to you has an incorrect G/L you can edit it before approval 1. Select the View Details;

2. Select Edit on an expense item 3. Modify the drop-down for the GL 4. Click OK

(12)

Section 6. Pay Expense Report Island

The Pay Expense Report Island is used to mark expense reports as paid, decline expense reports, or to export data into a csv format.

A. Marking an Expense Report as Paid

1. Select the dropdown for the report you wish to Pay; 2. Click Pay;

3. Type in Comments (optional); 4. Click OK.

B. Declining an Expense Report

If you decline an expense report, it will be returned to the creator. 1. Select the dropdown for the report you wish to Decline;

2. Click Decline;

3. Type in Comments (optional); 4. Click OK.

C. Exporting Expense Report Data

It is possible to export expense report data into a csv file for other uses. 1. Click Export;

2. Choose a date range; 3. Choose What to Export

(13)

10 Expense Reports v4.10

Take Note!

Information in this document, including URL and other Internet Web Site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Passageways, LLC.

The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

Expense Reports v4.10.1