Expense management

Entering expenses

Highly flexible forms mean we can capture any type of claim relevant to your organisation, from VAT liability and project information to rates and quantities. Submissions can be set up to capture multiple dates - useful when entering repeat claims (e.g. rail journeys). The flexibility to define the posting rules for these transactions, (e.g. by employee, department and expense type), means that every expense incurred by your business is correctly analysed and posted. 

Authorisation

You can set up levels of authorisation to suit the needs of your company. For example, smaller organisations may choose to bypass this option while other businesses may demand that expenses are routed through several departments and functions. Using the alert functionality, your approvers can be informed in real-time via email, when their input is required. A one-button click from the email takes you straight to the specific expense voucher for a quick and effective decision to be made.

Real-time updates

Ultimately, the expense information is required to reimburse the individual but also to update the financial ledgers accurately. The flexibility to define the posting rules for these transactions, by employee, department and expense type, means that every expense incurred by the business is analysed correctly and posted automatically.

Credit cards

The system allows you to quickly upload expenses from your electronic credit card statements, reducing re-keying and increasing accuracy. Once imported, the credit card number held on the bank file is automatically checked against the user's credit card number/s held in the system and the claimant send an expenses form to review. Staff can then log in 24:7 and classify the expense type (e.g. petrol, hotel, accommodation) before submitting the claim for prompt approval and accurate reimbursement. Expenses and credit card forms can be entered in either home or foreign currency values with associated exchange rates to cover international use.

Cash advances

This function gives you the flexibility to set up pre-payments. Cash advances can be set up in home or foreign currency, then allocated and posted according to your pre-defined business rules. 

Accounting for carbon emissions (ACE)

Access software enables you to understand how much CO2 is generated as a result of your business activity and use this information to drive your green incentives.

When entering expenses, the Accounting for Carbon Emissions functionality recognises which transactions have a corresponding 'carbon value' (e.g. mileage) and will automatically roll this into your overall total. For example, you can easily compare how much CO2 is produced when travelling to conferences by car as opposed to rail.

Using the software, this information is easy to enter and track. For example, when entering travel expenses, you are presented with a distance finder, so there's no need to work out how many miles you travelled on that specific journey. The system also stores information about journeys travelled, making it very quick for frequent travellers to enter the required information. See also: Access Mobile

Further information:

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