tutorial version 1 - meyer corporation · 2016-04-15 · tutorial at all times you can access this...
TRANSCRIPT
Tutorial Version 1.0
For
Employees
Analyst Programmer Gabriel Gramajo
Meyer Applications Development
March 2016
XpensIT by Meyer Corp.
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Contents Get Started .................................................................................................................................................... 3
Login .............................................................................................................................................................. 3
Home ............................................................................................................................................................. 4
Profile ........................................................................................................................................................ 4
Logout ....................................................................................................................................................... 5
Help & Support ......................................................................................................................................... 5
Tutorial .................................................................................................................................................. 5
Support.................................................................................................................................................. 5
Expenses Filters ......................................................................................................................................... 7
Company ............................................................................................................................................... 7
Employee .............................................................................................................................................. 7
Week Ending ......................................................................................................................................... 8
Status .................................................................................................................................................... 8
Results ....................................................................................................................................................... 8
Expense Creation .......................................................................................................................................... 9
Expense Report ....................................................................................................................................... 10
CATEGORIES ........................................................................................................................................ 11
Mileage Tab ............................................................................................................................................. 12
RECEIPTS TAB .......................................................................................................................................... 13
DETAILS TAB ............................................................................................................................................ 14
NOTES TAB .............................................................................................................................................. 16
HISTORY TAB ........................................................................................................................................... 16
APPROVALS TAB ...................................................................................................................................... 17
SUBMIT FUNCTION ..................................................................................................................................... 18
Request for Approval Email .................................................................................................................... 18
DENY FUNCTION ......................................................................................................................................... 18
Expense Denied Notification ................................................................................................................... 19
APROVE FUNCTION ..................................................................................................................................... 19
Approved Notification ............................................................................................................................. 19
Contact ........................................................................................................................................................ 20
XpensIT by Meyer Corp.
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Get Started
In order to access the application Meyer employees will need to reach the following url:
https://cloudit.meyer.com/xpensithcc/
This is a multi-company solution that will allow you to enter expenses for each one of them on
their own report. Available list will be exposed to you after you login to the application.
Login
Once your browser reaches the given url you will need to click on the Login link on the top right
corner:
A pop-up window will open asking for your authentication credentials:
1) Your Network User
2) Your Network Password
3) Hit Confirm
a. If everything is good you should be accessing XpensIT’s Main Home.
IMPORTANT NOTE
Your account could get blocked after 3 failed attempts: you will need to wait for 30 minutes to
retry or contact AP to un-lock it.
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Home
XpensIT’s home-page will present you the following screen:
This is where you will find all your expenses, from here you will be able to create new ones,
preview their status, and also validate the information associated with your profile, and request for help
on particular subjects. We will explain these and other details as we move forward on this tutorial.
On the top-bar “Home” will help you get back to this screen from wherever in the solution you
are. Also by clicking Meyer’s logo on the top left corner will have the same effect.
Profile
This function allows you to visualize your personnel info. This information is maintained by our
AP’s department. If you have any doubts with the data contained on it please reach them through the
email account: [email protected].
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Here you can change your login’s password. Remember to take note of it.
Logout
By hitting this function your XpensIT’s session will end and you will be logged out from the
system. This function it’s also available if you click solution’s welcome message on the top right corner
of the webapp.
Help & Support
Tutorial At all times you can access this tutorial by clicking this icon:
Will automatically download to your system or device a pdf document containing it.
Support You can also notify XpensIT administrators of any issue that prevents you from processing your
expenses by creating a solution’s helpdesk ticket:
A window will pop-up asking you to enter the subject of your issue. Please provide a generic
idea of your problem in less than 200 characters:
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After hitting the Next button you will be able to provide more details for your issue:
Details
o Placeholder for any other details you want to provide that could help to
expedite it’s resolution
Priority
o You can define here how critical is the issue for you
Attachments
o Allows you to add captures of your issue in the following formats:
Images (*.png,*.jpg,*.gif)
Pdf documents
After hitting Confirm you will be presented with a ticket reference number. System will
automatically generate the necessary email notifications including one for you.
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Expenses
A list of your latest expenses and their corresponding status will be presented on the home
screen. Using the left side filters you will be able to locate and edit them individually. But let’s jump
into the details.
Expenses Filters The following set of filters allows you to quickly locate your records:
Company o XpensIT it’s a multi-company solution therefore you can define specifically for
which one you want to see and/or create expenses
Employee o Here we can pick our own profile or select one for those employees under a
given hierarchy or for whom I could be acting as the Approver, Assistant, and/or
Manager.
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Week Ending o Pick a desired week ending for filtering data and/or create a new one.
Status o Pick from a list of different status in which an expense could be at a given
moment in time:
In-Progress Expense is a work in progress
Submitted Expense has been submitted for approval
Approved Record has been approved for AP verification
Verified AP has verified your expense
In Voucher Expense has been put into company’s books
Results Grid on the right side of your screen will automatically reflect the previous set of filters:
Links to edit expense individual report are strategically placed on the Week Ending date and
employee’s Name columns.
Also observe creation, submitted and approved date as a quick status checkout. A status
column will help you quickly identify current record position in the expenses flow.
A mapping for each one of those status can be found right below that grid.
Total amounts and record count can be found at the bottom right corner.
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Expense Creation
To create a new expense you will simply re-use the filters on the right side table to define a new
expense report.
Solution will force you to select:
Company
Employee
Week Ending
And then just hit the plus button:
IMPORTANT NOTE:
If system detects a previous expense under those filters it will automatically load it for
you.
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Expense Report
This screen will help you fill the necessary information associated with a particular week ending
expense for the selected company.
Top bar will present your information as well as quick tools:
Employee’s Name
Employee’s Address
Company on the current Expense
Employee’s cost center
Week Ending
o Showing selected week ending
o Allows end user to pick previous ones
o Plus button to its side allows end user to create a new version of current expense only if
there aren’t any previous versions open included active one
Functions
o Delete Expense Report
Only available if you haven’t submitted current expense
o Print Expense with Receipts
Useful when you have attached images and/or pdfs receipts to your report
o Print Expense Report only
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On the working grid (top one – tabs will be explained in detail later on this tutorial), you can pick
one of the Standard set of categories to report your expenses by:
1. Select category
2. Add values for the given dates
3. Hit Confirm button on the right to save your work
CATEGORIES Solution presents three types of categories:
STANDARD
Default list of categories defined by AP administrators
EXTENDED
Comprehensive list of accounts available for selection outside the standard list
SYSTEM
This list it’s not accessible for selection because it’s automatically calculated by XpensIT
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Mileage Tab Using this tab you are able to provide your mileage information for a given week ending.
Picking a route from the drop-down, adding the necessary miles values on the given dates for
that route and the Confirming those values will create the Mileage’s entry on the main grid.
IMPORTANT NOTE:
Notice that this bottom grid works on Miles while in the main grid the values are converted onto
their calculated amounts depending on car allowance factors.
For those routes with default mileage defined no matter what you enter it will be automatically
translated into that default value for the given keyed days.
Categories marked with ** (two stars) will require adding notes for that particular route.
Resetting the mileage grid will clear out all corresponding information on the main grid.
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RECEIPTS TAB
To include the required receipts for your report, you will need to select homonymous tab and
select the plus button. A window will pop-up allowing you to pick image files (*.png,*.jpg,*.gif) and pdf
ones from your computer or smart device. They will automatically display in the tab.
If you want to exclude any file simply click the minus button on the top right corner of the file.
A magnifier button allows you to edit, on a stand-alone browser’s window, the content of that
particular file.
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DETAILS TAB
Using this tab allows the user to input the necessary notes for required categories like “Hotels”
and “Meals & Entertainments”. The information that you enter needs to match the dates and amounts
provided on the main grid.
You have two ways of entering these details:
One note at a time
o Using the
Multiple notes at once
o Using the
The following shows the single note entry:
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NOTES TAB Enables end user to add it’s own notes to the expenses and further communicate it to AP
department or their own supervisors:
IMPORTANT NOTE
These notes don’t affect expense processing nor it’s accountability.
HISTORY TAB Presents a trace of all the transactions that affected current expense report during it’s life-cycle:
IMPORTANT NOTE
Observe here the status of the transaction as well as the individual responsible for processing it.
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APPROVALS TAB Certain reports will force you to include an approval document (image capture and/or pdf
format) in order to be able to place an expense for a cost center in which you haven’t been enabled
before.
Basically the system allows you to upload an email in pdf format, or captures of an approval
document so AP department aware of this permission while executing the expense’s verification.
IMPORTANT NOTE
This cost center can be included in your profile by AP department preventing the system to
request an approval, on your future reports.
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SUBMIT FUNCTION When you feel your report is ready to be approved just hit the Submit button.
IMPORTANT NOTE
Any missing detail or requirement for approval will raise an exception at this moment if
detected by the system.
System will notify Manager and/or Approver as the AP department upon the report’s
submission.
Request for Approval Email Sample notification sent by system:
DENY FUNCTION When an approver denies a given report due to lack of receipts or any other important detail
the action will trigger a notification to the employee as well as the manager and/or approver.
IMPORTANT NOTE
Make the necessary corrections and re-submit.
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Expense Denied Notification Sample of denied notification:
APROVE FUNCTION As a manager or approver you are able to Approve a given report once you have verified its
contents.
This will trigger notifications to the employee, approver, and AP department to process and
expense verification.
Approved Notification Expense approved notification sample:
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Contact
If you have any suggestions and or comments feel free to reach your AP team through the email:
Or our Application Development team: