e t xpens25qikexaccta xpens 2.5 quick st … · calle faraday, 7 | 28049 madrid phone.+34 911 923...
TRANSCRIPT
Madrid Headquarters:Madrid Headquarters:Parque Científico de Madrid
Calle Faraday, 7 | 28049 Madrid Phone. +34 911 923 669
www.exaccta.com ©2014 Le Moustache Club, SL – All Rights Reserved
E t XPENS 2 5 Q i k St t G idExaccta XPENS 2.5 Quick Start Guide
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Content
1. Installation of the app in the employees’ Mobile. 2. Registration3 C t f d t (E l )3. Capture of documents (Employees)4. Creation of the Expense Reports (Employee)5 Approval and Rejection (Approver)5. Approval and Rejection (Approver)6. Payment Management (Financial Officer)7. VAT Recovery Report8. Cost Units (Financial Officer)
exaccta by Le Moustache Club 3
41-- We enter the Android Play Store or iOS App
2- We look for "exaccta" and we select Exaccta
3- We install theapplication
Store. Xpens
Installation of the app on the mobileexaccta by Le Moustache Club
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Installation of the app on the mobile.
5We select the icon of Exaccta XPENS for
entering the application
Once there, we proceedto register
For the registration we will need an email account,
user name and password
We also need to accept the terms of use
Registration in the systemexaccta by Le Moustache Club
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Registration in the system.
6We start a session with our username and
password
We press on the camera We select the type of document. In this case a
simplified invoice.
And the nature of the expense, in this case
“Travel Allowance"password simplified invoice. Travel Allowance
Capture of documentsexaccta by Le Moustache Club
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Capture of documents
7We press on the camera We select the VAT Number, by tapping twice on the data on the screen
If you don't capture the VAT Number correctly we
can edit it
Capture of documentsexaccta by Le Moustache Club
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Capture of documents
8The capture is completed.The scanned document is synchronized (it’s in the
server) and valid as a tax
We select the total amount by tapping twice on the data on the screen
We validate the captured information and enter if necessary additional
information
Example: Select a “CostUnit” to which you want to
allocate the expenseserver) and valid as a tax
receipt.information
Capture of documentsexaccta by Le Moustache Club
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Capture of documents
9On the side Menu select "Expense Reports"”
A list of our expense reports appears. Let's
create a new
When creating the expense report, we can
filter by date and cost unit.y
End Date
Creation of expense reportsexaccta by Le Moustache Club
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Creation of expense reports
10We can add and remove documents manually
By pressing Create/OK we generate the new
Expense Report.
In the list we observe the new Expense Report that has been synchronized.p p y
End Date End DateEnd Date
Creation of Expense Reportsexaccta by Le Moustache Club
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Creation of Expense Reports
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Approval and rejection 1. We connect to http://www.exaccta.com
exaccta by Le Moustache Club
Approval and rejection p2. We access the “Private Area”3. We enter our email and password
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Approval and rejection We can approve documents without being associated to an expense report
exaccta by Le Moustache Club
Approval and rejection(of documents)
or approve only the documents associated to an expense report.1. We enter into "Approval of documents"”.2. We will see the documents in a pending for approval status and
belonging to an expense report that has not been Reviewed
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A l d j tiexaccta by Le Moustache Club
1. On the list of documents we can make massive approvals and rejections.2. Or go document by document, checking the ticket and taking the right decision.
Approval and rejection
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A l d j tiexaccta by Le Moustache Club
1. With the search form we can filter the documents that we want to review.Approval and rejection
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Alternatively, the approver can review the documents associated to expense reports, with Approval and rejectionexaccta by Le Moustache Club
the menu option "Expense Report Review“. 1- We select the Expense Report and approve and reject the documents associated in an analogous manner to the previous case.
Approval and rejection(of Expense Reports)
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Payment Management 1 We enter into Expense Reports Management
exaccta by Le Moustache Club
Payment Management 1. We enter into Expense Reports Management.2. Management of Reviewed Expense Reports. 3. And we see if there are expense reports, in a "reviewed"
status.
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From the list of "Management of Reviewed Expense Reports" the Financier can generate and Payment Managementexaccta by Le Moustache Club
download a ZIP file with data, pictures and signatures of the documents associated to this expense report. The financier can also pass the Expense Reports to the status "Payment Pending" or "Paid" in order to inform the employee.
Payment Management
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In this Menu option we can create reports and then VAT recovery reportexaccta by Le Moustache Club
download the images of tickets from simplified invoices for making a request for a formal invoice to the supplier that interests us.
VAT recovery report
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1- The cost units serve to segment our expenses by departments, projects, trips, clients or any other type of objectCost Units
exaccta by Le Moustache Club
type of object
2- To create a cost unit we enter into Administration> Management of Cost Units and within the tree of cost units we click on the right button of the mouse to create a new Cost Unit
Cost Units
