PowerPoint Presentation€¦ · based Expense Reports for every user Aditi Pote, Deltek. Aditi Pote...

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AJ 14Simplify browser based Expense Reports for every user

Aditi Pote, Deltek

Aditi Pote» Aditi is a member of Ajera Deltek

Engineering team in Portland, Oregon office. She works as a Principal Quality Process Engineer leading QE effort of the Ajera team. She started with the company nine years ago as a Customer care representative and later moved to the engineering department.

» She has a Master’s degree in Accounting and past experience working in the accounting department for several companies.

» New browser based expense report entry and approval – access from Chrome, Firefox, Safari, Edge, IE

» View Expense report list and detail on one screen

» Click-once and mobile expense report features remain

» Select enhancements added like viewing all attachments on an expense report, viewing expense report notes, submit and approve multiple expense reports and print multiple expense reports.

Browser Based Expense Reports

» Import Credit card transactions

» Allow employees to edit their own

processed expense reports

» Limiting transaction entry

» Add Upload attachments

» Printing expense report

attachments

» Dashboard widgets and alerts

Agenda

Import Credit Card Transactions

» Import credit card transactions

downloaded from your credit card

institution directly into Ajera

» Use these imported items on

expense reports and bank register

» Improve reconciliation process and

time to bill

Feature Goal

Things to consider

• Questions before starting

• Are your employee’s entering expense reports right now?

• Do you want employee’s to import their own credit card items from the bank?

• Do you have multiple credit cards set up from a single financial institution? For

example, each employee has a Chase card and those are all set up as individual

credit cards in Ajera.

• Do you have a single credit card set up in Ajera and assign it to multiple employees?

• Will you be importing information for more than one employee at once?

• What does the file look like when you download it from the bank?

Workflow

Download CC Items from Bank

Import Credit Card Items into

Use Imported items in Expense Reports

Use imported items in Credit Card Register

Reconcile Credit Cards

Employees

Quickly

identify credit

card items

missing

Setup Ajera to

Import Credit

» Role access

File>Import credit cards

» Credit card import settings

Setup>Company>Credit card Import

» Credit card setup

Company>Bank Account

» Employee setup

Setup Employee>Time & Expense

Setup Ajera to

Import Credit

Download CC Items from

Download Credit Card Items

• Download activity from financial

institution in a csv format

• Select a period of time you have not

downloaded and imported into Ajera

previously

• Can download for one or many

employees / credit cards

Import Credit Card Items into Ajera

Download CC info from Bank

• Ability to import for other employee’s

credit card based on Role settings

• If your import file contains information

for one employee / credit card, select

Employee and Credit Card

• If your import file contains information

for more than one employee / credit

card, select Import Settings / Credit

Expense Reports

Download CC Items from

• New Import Action menu allows you

to automatically create new rows on

Expense report based on import

items selected

• Import column allows you to

associate existing Expense report

row with an import item

• Easily break one import item into

more than one Expense report or on

multiple detail rows

Note: Unique transaction id is

assigned to each imported row

Credit Card Register

Use Imported items in Expense

Reports

Use imported items in

Credit Card Register

• Import button allows you to

• Automatically create new rows on

Bank Register based on import items

selected

• Associate existing Bank register row

with an import item

• Easily break one import item into

more than one Bank register

• Quickly review items that have not

been distributed

Reconcile Credit Card

Reconcile Credit Cards • Easily check for items

downloaded from the bank

have not been entered or

associated with existing

• Use the Import button

• Use the widget on the

Credit Card import tab

Reporting

• New dashboard tab in your data called Credit Card Import consisting of three

widgets – Credit Card Import Log, Credit card Import and Credit Card Import

detail

• Use to verify Imports and the details of that import

• Credit Card log

• Track success and failures of credit card import along with error message

• Report changes

• New Import column on Expense Report & Bank Register

Expense Report Re-approval

» Allow select employees to edit

their own processed expense

report

» New re-approval process for

Accounting or Supervisors to

approve employee’s changes

» Existing rules for editing

expense reports apply

Goal: Expense Report Re-approval

» Time & Expense Entry>Allow

Changes after Processed

» This needs to be selected for

an employee to be able to edit

expense reports

Note: Removed Accounting since

it now applies to all employees

Setup : Company Preferences

» Time & Expense Entry>Allow

Changes after Processed

Select which specific employees

can edit his processed expense

reports

Setup : Employees

New Messaging

Workflow

» Employees enter and submit expense reports

» Supervisors and Accounting approve expense reports. Expense report gets

processed

» Employee edits processed expense report triggering Re-approval process

» Vendor Invoice is put on hold

» Accounting (or Supervisor if Accounting Approvals not turned on) reapproves the

expense report

» Vendor Invoice is taken off hold

» Two new columns added to

the Expense report list

» Needs reapproval gets

checked when employee

edits his own processed

expense report

» Reapproved gets checked

Supervisor/Accounting re-

approve a processed

expense report, which has

been edited by an

employee

Re-approval process

» When an expense report is

marked for Reapproval, the

related vendor invoice

automatically gets marked with

an On hold status.

» On hold status invoices cannot

be paid

» As soon as

supervisor/accounting

reapproves the expense report,

the On hold status gets

removed

Vendor Invoice –On Hold

Limit Transaction Entry by Activity Type

» Increase the accuracy of

transaction entered by controlling

what types of transactions a project

or phase allows

» Available for labor entry

» Available for expense and

consultant entry

» New option on General tab

» Project & phases marked with Available for labor entry are available in Time, Timesheets

» Project & phases marked with Available for Expense & Consultant entry are available in Expense Reports, In House Expenses & Vendor Invoices etc

SetupProject Command Center

» You must select one of the

checkboxes

» Selecting at higher level will

copy down the tree and you

can override at any level

» Same fields available on

templates

» Existing data upgraded to

have both marked

SetupProject Command Center

» Available for expense & consultant entry makes the project/phase available in:

» Expense Reports

» Mobile Expenses

» Expense & Consultant Resources on the Manage tab in PCC

» Vendor Invoices

» In House Expenses

» Credit Card Import Setup

» Purchase Orders

» Import Expenses

» Available when moving Expense & Consultant transactions in Client Invoices

Expense & Consultant Rules

Add Upload attachments

Upload attachments: Some technical notes

» Ajera uses SQL Server Filestream to store the uploaded attachments

» Filestream is a way that SQL uses to manage unstructured BLOBs of data like word documents, images etc.

» Using Filestream allows Ajera to store the uploaded images without impacting:

» Ajera database size

» Ajera transaction processes & integrity

» Overall Ajera performance

» Maintain SQL memory management

» SQL Filestream allows Ajera to point from the record in Ajera to the attachment in the Filestreamdatabase

» Ajera is taking advantage of what SQL currently offers

» Provide the ability to user to include attachments when printing or emailing invoices

» What type of attachments are supported?

» Prints uploaded attachments from Vendor Invoices, In House Expense and Expense Reports that are associated with the invoice

» Only Uploaded Attachments can be printed

» PDF & Image file attachments only

Print Client Invoice Backup

Add attachment > Action icon on detail row

Print Expense Report Attachments

» If using Upload Attachments, add

an option to print uploaded

attachments when selecting to Print

in Expense Report

» Only includes uploaded

attachments that are images or pdf

file types

» Creates a pdf of the expense report

and attachments as one single file

Feature Goal

Expense ReportPrint option when upload attachments present

Widgets and Alerts

Thank you!

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