Ability to Change Amounts After Claim Approval

By default, the amounts are locked after a claim has been approved. We have now introduced a new user permission which enables the payers or admins to be able to update these amounts.

New User Permission

A new permission is available in the "Permissions" within the user profiles and when this is ticked, that user will have an option to update the amount fields once a claim has been approved. This permission appears for all the users but will only work for users with payers and/or admins roles.

• Gross Amount
• Foreign Currency Code

Below fields can be updated for supplier invoices and purchase orders after approval -

• Item Qty
• Unit Price

Threshold Feature

We have also introduced a threshold for how much the amounts can be increased by i.e user can only update the values within a percentage or a dollar amount.

The threshold will be calculated based on the gross amount and if the user tries to change the value to more than the threshold, the system will throw an error message.

 

Ability to Upload Emails in the Supporting Documents Section

You can now upload emails in the "Documents" section where the supporting documents for an expense are usually uploaded. However, there won't be a preview or a thumbnail shown on the screen. The users can still download these emails.

Keyboard Shortcut to Enter Amounts and Percentages in Splits

You can now press "Enter" when the cursor is in the amount or percentage field in a split line to go to the corresponding field in the next split line.

For example - if your cursor in the amount field in a split line and if you press "Enter", the system will move the cursor to the amount field of the next split line.

This will enable you to update the split amounts quickly.

Importing Purchase Orders

We have now introduced a purchase order bulk import feature. As an admin or a claimant, you can import purchase orders in bulk using an import template.

Please contact ProSpend support team to get this template which will be unique to your database.

Once the purchase order data is in the required template format, the admins or claimants can go into the "Bill Cycle" section under "Claims" and click on "Upload File" button on the top right hand corner to go to the page below.

You can upload the file, choose the "Account Type" as "Purchase Order" and click on "Upload".

Once the file has been imported, the system will take the user back to the bill cycle screen where all the bill cycles appear. For each purchase order file import, the system will create a new bill cycle and it will be marked as "Closed".

The system will also display the date and the time of import in the "Reference" field.

If you click into each bill cycle, you can see all the purchase orders that were imported from each file.

You can click into each purchase order claim ID to view all the details for that purchase order.

The default status can be setup for the imported purchase orders. For example - if the imported purchase orders are already approved in another system and if approval is not required in ProSpend, we can setup "Approved" as the default status for these purchase orders. By default, all the clients have this  default status as "Not Submitted".

Claimant Importing Purchase Orders

Claimants can also import purchase orders using the "Bill Cycle" feature. To enable this for a claimant, login as admin, go into "Users", go into a user profile, click into "Permissions" and tick the "Bill Cycle Import" option.

This will display the "Bill Cycle" option for the claimants.

The rest of the process remains the same as it is for admins.

Please note - the claimants can only see the bill cycles that they have created i.e they will see only purchase orders that they have imported whereas the admins can see all the bill cycles created by all the users in the system.

Duplicate Invoice Check

The system currently checks for duplicate supplier invoice based on just the supplier invoice number. For example - if you have processed a supplier invoice for a supplier in the past with invoice number as INV-5024, and if you receive another invoice with the same invoice number for the same supplier, the system flags it as a duplicate invoice and won't let you process it.

We have new feature where the duplicate check is done based on both the invoice number and the invoice date. This will be useful in cases where the supplier might use the same invoice number multiple times for different invoices. In the above example, if the first invoice was issued of 23rd December 2020 and the next invoice was issued with the same invoice number but was issued on 20th December 2021, the system would let it go through because even though the invoice number is the same, the invoice date is different.

If this new feature is enabled, the duplicate invoice check will be based on both the invoice number and the invoice date for all the invoices or supplier invoices. This cannot be setup for each supplier.

Supplier Name and Invoice Amount Included in the Supplier Invoice Pending Approval Emails

The system now includes the supplier name and the claim total amount in the pending approval emails that go out to the approvers when the supplier invoices are submitted for approval.

Client Account Number on the Purchase Order Claim Summary

The system now displays the client account number on the purchase order claim summary which is sent to the claimant and the supplier.

Sending Supporting Documents along with the Invoices via Email

Currently, if you send multiple PDFs to ProSpend invoice email address, the system will create one supplier invoice for each of those PDFs.

We have introduced a new feature where the system will create a supplier invoice for one of those documents and the remaining documents are added as supporting documents.

For example - if the below email is sent to ProSpend invoice email address and if the above new feature is turned on, the system will create one supplier invoice for one of those documents and the remaining two documents will be added as supporting documents.

Below is the supplier invoice that has been created -

Identifying the Invoice

The system will identify the invoice or the primary document using the below logic -

• Any document with the words "Invoice" or "INV" in the file name.
• If there are multiple documents with the words "Invoice" or "INV" in the file name, the first document in the list with the words "Invoice" or "INV" in the file name will be set as the invoice.
• If there are no documents with the words "Invoice" or "INV" in the file name, the first document in the list will be set as the invoice.

Supporting Documents

Once the system finds the invoice or the primary document using the above logic, the remaining documents will be set as the supporting documents. Below are the conditions for the supporting documents -

• Supporting documents can be in PDF, Excel or Word formats.
• Any files in image formats (JPEG, JPG, PNG and GIF) will automatically be ignored.
• The system will allow duplicate supporting documents.

Setting a Supporting Document as the Invoice

If the system incorrectly chose one of the documents as the invoice or primary document, you can set one of the supporting documents as the invoice and move the document set as the invoice to the supporting documents section.

Please note that when you set one of the supporting documents as the invoice, the system won't scan the new document. The user will need to update the supplier invoice details manually.

Export Database - User Export

Previously, there were two exports in the "Export Database" section for users - Claimant Export and Authorisor Export. We have now renamed the "Claimant Export" as "User Export" and this new export contains all the users.

This new export file also consists of details such as below -

• Delegate
• Role(s)
• Workflows
• Approval Limits