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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