Release 7.0.5 Notes – December 19, 2005

7.0.5 EXPENSABLE ENTERPRISE ADMINISTRATION FEATURES ........................ 2 ADMINISTRATION HOME SCREEN ....................................................................................... 2 COMPANY INFORMATION SCREENS/GENERAL INFO.................................................................. 4 COMPANY INFORMATION SCREENS/FEATURES........................................................................ 7 COMPANY INFORMATION SCREENS/SECURITY SETTINGS........................................................... 8 COMPANY INFORMATION SCREENS/RECONCILIATION............................................................... 9 ADMINISTRATION/EMPLOYEES......................................................................................... 11 ADMINISTRATION/EMPLOYEES......................................................................................... 12 ADMINISTRATION/CONFIGURATION/DEPARTMENTS-MULTIPLE VIEWS........................................ 13 ADMINISTRATION/CONFIGURATION/DEPARTMENTS EXPORT/IMPORT......................................... 15 ADMINISTRATION/CONFIGURATION/POLICY........................................................................ 16 ACCOUNTING/BATCHES ................................................................................................. 17

7.0.5 EXPENSABLE ENTERPRISE EXPENSE REPORT FEATURES ....................... 18 EXPENSE REPORTS/DESCRIPTION FIELD............................................................................. 18 EXPENSE REPORTS/NOTES ............................................................................................. 19

7.0.5 EXPENSABLE ENTERPRISE BUG FIXES .................................................. 20

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7.0.5 ExpensAble Enterprise Administration Features

Administration Home Screen

New! Indexed Search Option Major Benefit! Fast access to Data

Indexed Search allows you to search for any Data Record stored in the Administration records. You are able to open it, or view it, directly from the Administration Home Screen. (There must be a Pending Configuration to open a configuration record.) See how it works on the next two screens shots.

Click on the Indexed Search Symbol Type a partial or full record name. The Indexed Search window will list all matching records. They will be listed by location.) Click on the record you would like to open or view. See next screen.

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Additional Information on the Spotlight Feature:

• Spotlight is also available on the Employee, Department, and Bill to Record Screens for quick access to those records.

• Remember: to open a Record stored in Configuration, you must have a Pending

Configuration.

Employee Record displayed using Indexed Search from the Administration Home S

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Company Information Screens/General Info New! Expense Report Notes Option New! Employee Notes Option

Notes on Expense Reports are optionally available by Role in the new release. To enter or view Notes, the Roles listed on the General Information of Company Info must be set to “Yes” Each Note has a maximum length of 512 characters. Notes can only be edited by the person who created them, even though they can be viewed by others. The following screen shots show the Notes access locations for each Role.

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Expense Reports Notes Location

Approval Screen Notes Location The Approver can view Notes entered by the Submitter, or add new Notes.

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Accounting Review Notes Location The Accounting Reviewer can view Notes entered by the Submitter and Approver. They can also add new Notes.

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Company Information Screens/Features

New! 5 new optional Features

New Features Explanations:

1. Policy Warning Override: Allows Accounting Reviewers to approve reports after editing expenses and causing Policy Warnings

2. Policy Blocks Override: Allows Accounting Reviewers to approve reports after

editing expenses and causing Policy Blocks

3. Import/Export Departments: Allows the export of the Department File in XML format. Information can then be updated outside of ExpensAble, and the file can be imported back into ExpensAble to update the Department Records.

4. Receipt Imaging via Fax: Allows receipts to be faxed and automatically be

attached to an expense report. (Please contact Sales for more information)

5. Spot Audit with dropdown boxes: Sets the Spot Audit, Department selection in the Employee Data Records, and the Parent Department selection in the Department Data Records from a dropdown box listing to a search string entry.

New Features:

1. Policy Warning Override

2. Policy Block Override

3. Import/Export

Departments (XML)

4. Receipt Imaging via Fax

5. Spot Audit with drop-

down boxes. See explanations below.

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Company Information Screens/Security Settings

New! User set Timeout periods by Role

You can now set the ExpensAble Enterprise Time Out Period by Role. The Maximum length of time that can be entered is 8 hours and 59 minutes. The minimum length of time that can be entered is 15 minutes.

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Company Information Screens/Reconciliation

New! 4 new Reconciliation Options:

Reconciliation Not Required for Payment: Expense reports simultaneously go the accounting and reconciliation queues. Reports can be approved for payment and batched without receipt reconciliation. The report may be reconciled at any point in time.

Reconciliation Required for Payment: Expense reports simultaneously go the accounting and reconciliation queues. Reports are eligible to be batched once they have been reconciled and approved for payment

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Automatic Approval Pending Receipts with no Policy Violations: Reports are automatically approved pending receipts if they do not contain any policy violations. If violations exist, the report is sent to the accounting queue. Reports are eligible to be batched once they have been reconciled and they have approved pending receipts.

Automatic Approval for Payment with no Policy Violations Expense reports are automatically approved for payment if they do not contain any policy violations. If violations exist, the report is sent to the accounting queue. Reports can be approved for payment and batched without receipt reconciliation. The report may be reconciled at any point in time.

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Administration/Employees

New! Employee Notes

Employee Notes Stores multiple notes and flags Employee that notes exist

Employee Notes; Each Note can be up to 512 characters. Access to Employee Notes is limited to the Accounting Reviewers and Administrators.

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Administration/Employees

New! Employee Encrypted ACH information

Additional Information: If you are not currently using ExpensAble data to create an ACH file to upload to your Bank, or Payroll Company for payment distribution through automatic deposit, please contact us for more information. This method is a time saving, cost effective method of reimbursing your employees for expenses.

Encrypted ACH Information Current ACH information will not be changed. If you wish to change it, you must also have your ACH.ini rewritten. Contact Professional Services. See Below for more information

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Administration/Configuration/Departments-Multiple Views

New! Multiple Views of Department Hierarchy

Levels View Choose the first icon in the Department View tool row.

Tree View Choose the second icon in the Department View tool row

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Full Path Ledger View Choose the third icon in the Department View tool row

Child Ledger View Choose the fourth icon in the Department View tool row This view defaults to Departments that have names beginning with the letter “A”. Choose “All” to see all Departments in the Child Ledger View.

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Administration/Configuration/Departments Export/Import

New! Department Export/Import Feature Save Time updating Department Records

Department Import/Export: Export of the Department File in XML format. Information can then be updated outside of ExpensAble, and the file can be imported back into ExpensAble to update the Department Records. Please note: An Excel Export of the Department file will be available in early 2006

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Administration/Configuration/Policy

Change! Policy Rule no longer requires an Event selection

Expense Rules will automatically be checked upon expense entry, and upon submitting an expense report. Therefore, it no longer necessary to select the “event” that triggers the when the Rule will be checked.

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Accounting/Batches

New! Quick Batch Export option

Quick Export If you export in the Standard ASCII (.txt) format, you can now export directly from the batches screen without going through the format selection screen. Just click on the green arrow.

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7.0.5 ExpensAble Enterprise Expense Report Features

Expense Reports/Description Field

Improved! Longer descriptions for expense lines

Description Field Field length increased from 255 to 1024 characters.

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Expense Reports/Notes New Option! Notes Feature for Expense Reports

The Notes Feature is available to report submitters if “Submitter” is set to “Yes” on the Administration/Company Information/General Information screen. (See Page 4 of this document). Expense Report Notes will be viewable by any Approver, Reconciler, and Accounting Reviewer as the report routes through the ExpensAble workflow.

Notes are stored with the Expense Report permanently. Only the creator of a note can change or delete it.

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7.0.5 ExpensAble Enterprise Bug Fixes

ExpensAble Enterprise 7.0.5 includes resolutions to many of the problems that our users have reported. The following list highlights a few of these problems that are resolved with this release.

1. Duplication of attached receipts:

This would occur when an Expense Report submitted from the Enterprise Desktop was rejected and then resubmitted. 7.0.5 fixes this problem.

2. Error when attaching PDF receipt files:

This occurred if the PDF was larger than 750 kb. This problem is fixed in 7.0.5. The maximum size per attachment is 2000 kb.

3. Expense Report forwarded to the Submitter who is also an Approver:

When this happened, the report could not be approved. The Programmers at ExpensAble had to resolve this problem each time it happened. In 7.0.5 you can no longer forward a report from the Approval program or the Accounting Review to the Submitter. It must be rejected.

4. Proxy Program would not allow an Original User to be a Proxy Approver:

This is now permitted in 7.0.5.

5. QuickBooks Direct Interface process did not allow reports to be marked as

“Paid”:

In 7.0.5 there is a new update button when processing QuickBooks Batches that will update reports as “Paid”.

6. Approval reminder emails were sent out based on the Submit Date:

Reminder emails will be sent based on the date a report arrives in the queue in 7.0.5