1. Training tool Admin Expense reports

2. Training objective
At the end of the training session, admin will be able to
Configure the expenses types used by the company
Define employees’ refund profiles
Create an expense reports for an employee
Approve and control expense reports
Proceed of refund of an expense report and create associated exports.

3. Training program Module area Create and Approve expense reports
Expense reports management
Accounting export
Admin area
Create and modify the settings of expenses types and expense reports profiles
Report criteria management.

4. Module area

5. Create and manage expense reports
Create a new expense report for an employee
Access: Expense reports > Manager view > New expense reports
Select the concerned employee

6. Create and manage expense reports
Create a new expense reports for an employee
Access: Expense reports > Manager view > New expense reports
For each expense fill-in:
The date
The expense type
The expense amount
Report criteria
A receipt
Save

7. Approve or reject an expense report
Without the need to access to the expense report detail
Access: Expense reports > Manager view

8. Approve or reject an expense report
With access to the expense report detail
Access: Expense reports > Manager view

9. Expense reports management
Put the expense reports in «  to be reimbursed »
Access: Expense reports > Manager view
Expense report
Actions

10. Accounting export management
Create an accounting export
Access: Expense reports > Expenses analysis / Accounting export

11. Accounting export management
Create an accounting export
Access: Expense reports > Expenses analysis / Accounting export
Create a file to the format of your accounting software

12. Accounting export management
Create the SEPA transfer
Access: Expense reports > Expenses analysis / Accounting export

13. Accounting export management
Create the SEPA transfer
Access: Expense reports > Expenses analysis / Accounting export
SEPA export is now created

14. Accounting export management
Create the payment form
Access: Expense reports > Expenses analysis / Accounting export

15. Accounting export management
Create the payment form
Access: Expense reports > Expenses analysis / Accounting export
The payment form is now created

16. Expense report management
Put the expense reports in «  to be reimbursed »
Access: Expense reports > Manager view
Expense reports
Actions

17. Admin area

18. Create and modify the settings of expenses types and expense reports profiles
Create an expense report profile
Access: Admin area > Expense reports > Expense report file
This tab allow to configure the following elements:
The frequency
Max number per month
Activate the probative supporting documents
Data to display and enter for each expense
Expense report display options
Printout options

19. Create and modify the settings of expenses types and expense reports profiles
Create expense report profile
Access: Admin area > Expense reports > Expense report file
This tab allow to configure the following elements
Accounting account
VAT account
VAT rate and recoverable VAT rate
Type : Actual expenses, Fixed, Kms expenses
Invitee management
Deduct meal voucher from sender
Add a receipt
Controls on input

20. Report criteria management.
Create or copy a report criteria
Access: Admin area > Expense report > Report criteria > Open
Report criteria allow you to assign time spent on one or more activities for statistical purposes or as part of intermediate approval.

21. Report criteria management.
Create or copy a report criteria
Access: Admin area > Expense report > Report criteria > Open
In « General » Tab you can:
Give a name to the criteria in « description »
Check «Display in Expense reports » to use this criteria in Time sheets.
Check «Make input mandatory” if you wish this criteria to be mandatory in the expense reports.

22. Report criteria management.
Create or copy a report criteria
Access: Admin area > Expense report > Report criteria > Open > Choose the criteria > Accounts
In « Accounts » Tab:
Click on the three points, then press « Insert a new line » to create an account
In the new line created, input the name in the account in the « account » column, and then the data you want in the other columns.
Press « Save ».

23. Report criteria management.
Configure a report criteria
Access: Admin area > Expense report > Report criteria > Open > Choose the criteria > Accounts
In «  Accounts » TAB
Click on the « pencil » button to modify the account
The « visible for » Tab allows to limit the visibility of an account to some users.
The last Tab has the name of the next criteria and allows to connects all the criterias.

24. Report criteria management.
Deactivate an account
Access: Admin area > Expense report > Report criteria > Open > Choose the criteria > Accounts
In the « Accounts » Tab
Uncheck « active » to deactivate an account
Click on « Save ».