Expenses

Expenses, Orders and Contracts has a Comments section (see Order Comments, Commenting on a Contract) for users to post comments on.

For Expenses, the Comments tab allows communities to keep running comments between members of the expense. Allowing all related events to be documented electronically and used for auditing purposes, if necessary.

All comments are saved and time-stamped, allowing the members of the expense to review them, at any time.

Users with the Expenses or Expenses Administrator role can view and post comments. 

 

Add Comment

To add a comment to an expense, go to the Expenses module > locate the desired expense claim, utilizing the Search Name/Number field > click the desired expense number.

 

Select the Comments tab > click +Add Comment > a pop-up box will appear.

In the Mentioned Users field, select the desired user. When a users is added in a comment, the mentioned user will receive an email notification (i.e. You were mentioned in this comment).

In the text box, insert the desired message > select Send.

Note: For comment mentions, the First and Last Name + comment text is displayed in on Comments tab of the expense.

If the community has the Expenses module enabled, users with the Community Administrator or Expenses Administrator role can configure and manage settings.

 

Access the Expense Administration Screen

To access the Expense Administration screen go to the Administration module > select Modules > click Expenses.

 

The Expense Administration screen will populate, displaying 4 tabs: Expense Types, Payment Types, Reimbursement Types and Settings.

 

Expense Types tab

The Community can configure specific expense types, creating custom fields and requirements for each. Expense types supports specific customer expense policies. By allowing customers to capture specific data and make certain information mandatory.

For example, a mileage expense type may have different fields and requirements than an accommodation expense type.

 

Watch the video below on how to create Expense Types or read the information below:

 

To create an expense type, select +Add Expense Type > In the Name field, insert the desired name.

 

When defining an expense type you can also specify a form to use when the expense type is selected by the user. Forms allow the community to specify custom fields to capture specific data, they require as part of an expense type. For example, a community may want to capture more information about the reason for travel.

To enable this function the community must have Forms enabled (contact Unimarket if required). A Community Administrator defines the form under Administration > Settings > Management > Forms tab. The forms can then be created and designated to the expense type.

To attach a form to the expense type, select the dropdown in the Form field (optional).

To assign an account code, check the box in the Account Code field (optional). 

If expenses of this type can be calculated automatically (e.g. the mileage rate), select +Add Expense Type Rate. 

 

The Add Expense Type Rate pop-up box will appear. In the Name field, insert the desired name of the rate > in the Rate field, insert the designated rate amount > click OK.

Once completed, select Add. To add additional expense types, select Add More.

 

Delete Expense Types

Select the Expenses Types tab > locate the desired expense type rate > click Delete.

 

Edit Expense Type Rates

Select the Expenses Types tab > locate the desired expense type rate > select Edit Rates > a pop-up box will appear > click the pencil icon.

 

A pop-up box will appear to update the Name and/or Rate fields > once completed, select OK > click OK.

 

Add a New Expense Rate to Existing Rates

Select the Expenses Types tab > locate the desired expense type rate > select Edit Rates > a pop-up box will appear > click +Add Expense Type Rate. 

 

The Add Expense Type Rate pop-up box will appear. In the Name field, insert the desired name of the rate > in the Rate field, insert the designated rate amount > click OK.

 

Move Multiple Existing Expense Rates

Select the Expenses Types tab > locate the desired expense type rate, that shown multiple rates under the Rates column > select Edit Rates.

 

A pop-up box will appear > select the blue up or down arrows > click OK.

 

Delete Existing Expense Type Rates

Select the Expenses Types tab > locate the desired expense type rate > select Edit Rates > a pop-up box will appear > click the trashcan icon > select OK. 

 

Payment Types tab

Payment types can be configured, if the community wishes to record how the expense item was paid for ( e.g. Petty Cash, P Card, Personal Credit Card).

If payment types are defined, the user will be required to select a payment type when creating an expense line. If only the default is defined, no selection will be required by the user (the payment type field will not appear when user is creating an expense). 

 

Watch the video below on how to create Payment Types or read the information below:

 

Create Payment Type

To create a payment type, select the Payment Types tab > click +Add Payment Type > a pop-up box will appear > in the Name field, enter the desired name.

In the External ID field, insert the desired information (optional). The External ID will be used to reporting purposes only. 

Once completed, select Add. To add additional payment types, select Add More. 

 

Edit An Existing Payment Type

If the user desires to edit an existing payment type, only the External ID field can be updated.

To edit an existing payment type, select the Payment Types tab > locate the desired payment type > click Edit > a pop-up box will appear > in the External ID field, make the desired update > select OK. 

 

Delete Existing Payment Type

To delete an existing payment type, select the Payment Types tab > locate the desired payment type > click Delete.

 

Reimbursement Types tab

Reimbursement types can be setup, if the community wishes to determine how/where the expense item will be reimbursed.

This option should only be used if the community requires the ability to reimburse funds to different account locations. Rather than simply reimbursing the users Corporate P Card account (for example).

By default, the Expense module is setup to reimburse the user. So, if no reimbursement types are defined, the user will not be required to make a selection (the reimbursement type field will not appear for users when creating an expense).

 

Watch the video below on how to create Reimbursement Types or read the information below:

 

Create A Reimbursement Type

To create a reimbursement type, select the Reimbursement Types tab > click +Add Reimbursement Type > a pop-up box will appear > in the Name field, enter the desired name.

In the External ID field, insert the desired information (optional). The External ID will be used to reporting purposes only. 

Once completed, select OK. 

 

Edit An Existing Reimbursement Type

If the user desires to edit an existing reimbursement type, only the External ID field can be updated.

To edit an existing reimbursement type, select the Reimbursement Types tab > locate the desired reimbursement type > select Edit > a pop-up box will appear > in the External ID field, make the desired update > select OK. 

 

Delete An Existing Reimbursement Type

To delete an existing reimbursement type, select the Reimbursement Types tab > locate the desired reimbursement type > select Delete.

 

Settings tab

Community Administrators can configure and manage expense settings, by clicking on the Settings tab.

The Settings tab, has 2 headers: General and Reconciliation.

 

General

• Tax on Expenses: Allow users to add tax rather than needing to select a specific tax rate.
• Allow users to enter a Tax Amount
• Attachments Required on Expense Claim: Expense claims must have at least one attachment to be submitted.
• Attachments Required on Expense Line: Expense lines must have a least one attachment before the associated claim can be submitted.

Reconciliation

• Credit Card Payment Type: Choose the payment type that you want all card transaction to be automatically assigned. These will be automatically assigned during the reconciliation upload and cannot be changed in Unimarket.

Once completed, select Save.

If the community notices expenses are not flowing into the ERP, the following troubleshooting steps may assist:

 

Step 1:

• Determine the dates of the expense claims in question, were approved (i.e. moved into an approval status in Unimarket).
• By going to the Transaction Run screen > identify the Transaction Run the expenses were included on based on the approved date and the date the next Transaction Run was scheduled.

 

Step 2:

• Review the email inbox where your error notifications are set to go to see if any errors resulted for that particular Transaction Run. 
• If there is an error in the file, the entire file is not processed and the email will contain the error report to assist you in troubleshooting the issue.
• Your team should review the errors and fix them accordingly.
• Banner customers can reload and process this expense file manually using FZUMEXI

 

Step 3:

• If you could not find the email notification outlining any errors, have a member of your IT team review this file to see if any errors are seen related to these files within your ERP system.

If the Expenses module is enabled, users with the Create Expenses role can submit and view their expense claims. 

With the Community Administrator or Expenses Administrator role, users can view all expense claims.

Users with the On Behalf Of Expenses role, can submit an expense claim on behalf of users within their org unit.

 

Create Expenses

To create an expense claim, go to the Expenses module > select Create.

 

The Submit Expense Claim screen will populate.

 

If the user has the On Behalf Of Expenses role, the On Behalf of field will appear instead of the Claim Name field. This allows the initiated creator to select another user from the same org unit, when creating an expense on behalf of someone.

In the Claim Name field, insert the desired expense name > select +Create Expense to add an expense line. 

Once selected, the Create Expense screen will appear.

Enter required information in the fields marked with a red asterisk.

If the community allows user to enter a tax amount, the user can click the in the Tax field to enter > select one of the defined tax rates. Tax will be calculated from the amount entered in the Amount field (i.e. the amount is tax inclusive). 

If the community has Expense Forms enabled, there will be an additional field to insert required information (e.g. Reimbursement).

Once completed, select Add. To add additional expense lines, select Add More. 

When the user is ready to submit the expense claim, select Submit. If the user would like to save the expense claim for later, click Save and it will go into a Incomplete state. 

Once submitted, the expense claim will route for approval.

 

Submit a Saved Expense Claim

To submit a saved expense claim that is in an Incomplete state, go to the Expenses module > select Filters.

 

If the saved expense claim was submitted by an On Behalf Of user, only to initiated user can submit the Incomplete expense claim.

In the State field, select Incomplete > click Apply Filter > select the desired expense number.

 

Select More Actions > click Complete.

 

Copy A Expense Claim

Only declined expense claims can be copied.

To copy an expense claim, go to the Expenses module > select the desired expense claim number.

 

Click More Actions > select Copy.

 

Cancel An Expense

Only an Incomplete expense claim can be canceled. 

To cancel an expense claim, go to the Expenses module > select Filters.

 

In the State field, select Incomplete > click Apply Filter > select the desired expense number.

 

Select More Actions > click Cancel.

 

Declined Expense

If the expense claim has been declined by approvers and the user would like to resubmit the expense claim. 

Go to the Expenses module > select Filters.

 

In the State field, select Declined > click Apply Filter > select the desired expense number.

 

Click More Actions > select Copy.

 

Once an expense claim is submit, the Expense claim will route for approval upon the approval process designate for expenses.

Delegated Approvers have the option to Approve, Decline, Edit, and Cancel a submitted Expense claim.

 

Watch this short video on Approving/Declining Expense Claims or read below for instructions:

 

Approve/Decline Expenses Claim

To approve an expense claim, select the Tasks menu > click Approvals tab > select Select All.

 

The Approvals screen will appear > select Expenses tab > enter the expense claim in the Expense/Claim Number field or utilize Filters by selecting the encircled down arrow.

 

Once the expense claim is located, select the claim number > the desired expense claim view screen will appear.

Click Approve/Decline > a pop-up box will appear > Insert desired message in the Reason box > select Approve or Decline.

 

Cancel Expenses Claim

To cancel an expense claim, select the Tasks menu > click Approvals tab > select Select All.

 

The Approvals screen will appear > select Expenses tab > enter the expense claim in the Expense/Claim Number field or utilize Filters by selecting the encircled down arrow.

 

Once the expense claim is located, select the claim number > the desired expense claim view screen will appear. Click More Actions > select Cancel.

 

A pop-up box will appear > to confirm cancelation, select OK.

 

Editing Expenses Claim

If approvers receive an expense claim to approve, but notice the information is incorrect or an attachment is missing. Rather than declining the expense claim, approvers can edit and make changes before approving.

To edit an expense claim, select the Tasks menu > click Approvals tab > select Select All.

 

The Approvals screen will appear > select Expenses tab > enter the expense claim in the Expense/Claim Number field or utilize Filters by selecting the encircled down arrow.

 

Once the expense claim is located, select the claim number > the desired expense claim view screen will appear. Click More Actions > select Edit.

The editable fields are information on the Bill To, Ship To tab.

 

Additionally, the following fields at the bottom of the screen:

Note: The Expense submitter or Buyer, can add attachments when an expense is in the Incomplete, Pending or Approved state.

 

If the approver desires to edit line item information, scroll down the screen to the applicable line item > select Actions > click Edit.

 

Once selected, the Edit Catalog Item screen will populate to make desired updates > select OK > click Save (at the top of the screen) to apply all updates, for approval.

The approved expense lines can be extracted from Unimarket and uploaded to the communities ERP system for reimbursement, using the Transaction Run feature.

As part of the Expenses module configuration, Unimarket can provide a customized file format for extracting the data if required (e.g. a Banner or Oracle format).

 

Community Administration - Community Setup

For information on Expenses Administration, refer to help article Expenses Administration Module.