ALTUS ALLIANCE 2016Optimize Staff Expense Processing with Expense Claim WebApps
Your Presenter
Jeff RintoulSenior Application Consultant
Agenda• Copy into Template• Location to Location Quantity• Corporate Credit Card Transaction Import and
Processing• Splitting Lines• Gross Unit Amount
Request Templates• Use the copy
function to convert repetitive requests into a template for reuse as private or public templates
Location to Location Quantity
Corporate Credit Card Processing• Credit Card transaction file imported into Nav, and
made available to EWA users to include in Expense Claims• Makes use of one GL Clearing account, and creates two
groups of invoice transactions• Transaction 1-invoice payable to Credit Card company,
entryDr to Clearing accountCr to AP control
• Transaction 2-generated by Expense ClaimsDr to Travel Exp or Supplies Exp, as per EWA
Expense TypeCr to Clearing account
Corp. Credit Card Configuration
• 8 fields from CC file are imported to Nav• CC # assigned to EWA User card links transaction to EWA
user• Payment Method codes reserved for CC handle invoice
posting• EWA user restricted to one Expense Type Category to code
expenses• Expense claim processed as ‘tax included’• Expense Type includes Tax
CC transactions after import
EWA Setup for Corp. Credit Card• Payment
Method Code• Expense
Type Categories• Gross
Amount and Tax
EWA User Card – CC #• Match the number on the card, or the portion
of the number used in the statement and import
Import Transaction File• Paste your
transaction file into the pre-built file layout or customize the import to map directly to your bank file layout• Assign the
vendor as part of the import
Post Invoice – 1 line per Visa card
Copy Template into a new claim, if claim a mixture of cash and card, if card only do not use template
Select one or more CC Transactions to add to claim, each row becomes 1 row in claim
CC Transaction added Amount and Details to a ‘blank’ expense type• Now add Expense Type, Combo Code, additional details• Details from the CC includes the Transaction Date,
Merchant and Original Currency amount• See next step to split lines to code to a different combo
code and or a personal portion
Split Lines-AFTER saving the line – NOTE Original currency amount
3/10 of original $400 moved to new line
Change Expense Type & Combo code for the new line
Personal Amount• The configured Expense Type automatically assigns a
new GL Account• Now add the combo code
Submit the claim for approval
Claim Invoice with Payment Method Code
Comparison of 2 Clearing Entries
Reconcile CC Transactions
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