Expense
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Increase employee productivity and streamline customer billing
in a secured environment
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Designed to remove paperwork and streamline business processes for T&E and project-based
expense reporting, WorkPlace Expense integrates with your financial management software
and gives employees an easy way to enter expenses and managers an easy way to approve
them. WorkPlace Expense supports the electronic submission of expense reports,
automatic routing, and electronic approvals of individual line-item expenses, all
through an intuitive Web browser-based interface.
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Benefits
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Manual Expense Processing
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Automated Expense Processing
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Average cost to process an expense report
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$45
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$5 or less
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Average time to settlement
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30 to 90 days
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3 days or less
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- Source: Aberdeen Group
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Powerful User Expense Entry
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WorkPlace Expense offers a user-friendly, web-based way to submit expense sheets
from any location. Employees can enter their own expense sheets and have them
routed automatically for approval. They can attach any number of receipts
and other supporting documents that may be required or that may facilitate approval.
Employees can include unlimited free-form comments to provide detailed explanation
behind an expense. A flexible and easy-to-use internet search system helps
users find the data they are looking for quickly, and on-line context-sensitive
help is available at all times. Complete Active Directory integration and
compliance.
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Configurable User Interface
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Administrators can control each user’s entry and access to fields by creating
employee-specific field templates that can hide fields, make them read-only, show
default values, make them required, or limit what is selectable within a field.
Based upon the setup of the employee, templates and filters, a user can only access
the information you allow them to, and your business rules are enforced throughout
the expense management process.
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Approval Routing
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WorkPlace Expense includes an easy-to-use approval interface that even the casual
system user can operate with little training. The approval screen makes it
easy for managers to quickly review the expense sheets in their queue. On-line
drill-down options allow approvers to review expense sheets at a summary or detailed
level. Approvers can click within their notification messages to open the
easy-to-use approval system, preloaded with the items in their queue. Email
notifications ensure timely approval and employee event notification through an
entirely paperless system.
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Configurable Approval Control
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WorkPlace Expense offers configurable business rule-driven application functionality
that can be tailored to how you do business using a flexible, easy to administer
approval routing system based on your business rules. The approval system
can handle any approval structure and organizational hierarchy. The configurable
Rules Engine controls and routes each expense sheet line to different approvers
based on Contract, Project, Cost Category, Employee, Bill Type, Pay Code, Expense
Type, Currency Amount, G/L Account, Department and many other criteria. Non-Financial
Lists allow approval rules to be based on a list of values, not just a single value.
You can enforce departmental, divisional and corporate approvals with multilevel
approval lists, and there is no limit on the number of levels of approval.
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Comprehensive Status Monitoring
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A simple and intuitive user dashboard concept enables employees to see their current
activities at a glance. Employees and approvers can view the status of an
expense sheet on-line and in real-time throughout its lifetime from entry to approval
to final processing. Employees and approvers can receive email-based alerts
and reminders for Pending Approvals, Approved, Disapproved and Processed enabling
them to keep as informed as desired. Intuitive navigation controls allow for
easy viewing of current and archived expense sheets. Administrators can add custom
reports and enable controlled report access by user.
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Complete Multicurrency Support
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Employees can enter expense items in the currency in which they were incurred.
A baseline currency is defined for the organization and used for reporting, and
a transactional currency that can be selected for individual transactions, as well
as defined as a personal option by employees. The transaction currency is
based on an exchange rate of the baseline currency for the organization.
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ERP System Integration
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WorkPlace Expense incorporates expense entry interfaces that enable you to work
in a real-time environment and leverage your investment in your existing accounting
or ERP system. Native, real-time integration with your Project Accounting
system gives you control over your spending with the ability to route expense sheets
through approval based on project, project class, cost category, cost category class,
contract, employee, bill type, pay code, amount, reimbursable and department just
to name a few. After entering, employees have expenses routed for approval
and processed as accounts payable transactions. Integration with your Accounts
Payable system enables you to load the information from the approved expense sheets
without having to rekey any information, so that you can cut checks in a timely
manner.
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Enhanced Sarbanes-Oxley Compliance
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Under Section 404 of Sarbanes-Oxley, companies must document all internal processes
that could affect the bottom line. These can include the flow of work related
to travel expenses, accounts payable, procurement and even quality assurance.
Sarbanes-Oxley also demands that companies identify possible risks - such as the
potential for fraud or substandard parts, create controls to mitigate each threat,
and document those controls. WorkPlace Expense provides tight process control
over, and documentation of, the entire expense management process.
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Designed for Enterprise-Wide Compatibility
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WorkPlace Expense is written entirely in Microsoft .NET making our web-based functionality
easy to deploy across the entire enterprise.
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