April 2022

Updated at August 6th, 2025

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Table of Contents

Change in "Include in ABA" Label and Available Options Duplicate Transactions will be Ignored when OFX Files are Uploaded Ability for the Approvers to be able to Close POs from Supplier Invoices Ability to Upload Zipped Files in the Supporting Documents Section Invoice Processing Report Consolidated Budget Reporting Enabled Smart Update Function for Supplier Invoices Added Category and Cost Centre Fields to the Smart Update Function Multiple Delegates per Claimant New User Interface for Claim Exports Screen New User Interface for Claimant and Approver Home Screens New User Interface for Export Claims Screen

Change in "Include in ABA" Label and Available Options

Previously, in the supplier setup, there was a field called "Include in ABA". This has now been changed to "Bank Account Details".

The available options within this field were "Yes" and "No", and the default option was "No" which means that the system didn't force the user to enter the bank details. These options are now changed to "None", "BSB and Account Number" and "Account Number Only".

The default option is "None" which means the system doesn't allow you to enter the Account Name, BSB and Account No.
"BSB and Account Number" will force the user to enter the Account Name, BSB and Account No. This will be chosen if the supplier has Australian bank account.
"Account Number Only" will allow the user to enter the Account Name and Account No. This will be chosen for countries like New Zealand.

The Account Name, BSB and Account No fields will be locked if "None" is chosen in the Bank Account Details field. If there were any supplier profiles that had "No" selected in the Include in ABA field but still had bank details stored against them, we have retained those details but the fields will be locked. To clear or edit the bank details, you will need to change the Bank Account Details field to "BSB and Account Number" or "Account Number Only".

Duplicate Transactions will be Ignored when OFX Files are Uploaded

For all transactions being imported via an OFX file, we now look-up 3 data points [FITID (Transaction ID), Transaction Date and Transaction Amount] against previously imported OFX file transactions.

Where all 3 data points match an existing transaction, that transaction is considered a duplicate and will not be created.
Where any 1 of the 3 data points are not exact matches against transactions in ProSpend, this transaction will not be considered a duplicate and will be created.
Where the new file has no value for FITID for a transaction, but that transaction still matches against an existing transaction on the Transaction Date and Transaction Amount, that transaction is considered a duplicate and will not be created.

This added functionality has been enabled across all ProSpend databases where OFX files are being used.

Ability for the Approvers to be able to Close POs from Supplier Invoices

Prior to this release, when a claimant raised a PO on behalf of the approver, the approver could approve the invoice for payment but could not close the PO. They would see the below error.

With this release, approvers can now check the ‘Close purchase on payment’ checkbox to close the linked PO. By closing a PO, approvers can now ensure that the PO is no longer available to be matched to more invoices.

Ability to Upload Zipped Files in the Supporting Documents Section

You can now upload zipped files 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 zipped files.

The system is able to auto attach zip files when emailed in, please contact support to better understand how this could work and the associated limitations.

The supporting documents will not appear in the claim summaries.

Invoice Processing Report

The Invoice Processing Report is a new report enabled in ProSpend. The 2 key metrics from this report are:

Approved Days = Approved Date (the date the invoice was approved in ProSpend) - Submitted On (the date the invoice was submitted forward for approval in ProSpend)
Processing Days = Processing End (the date the invoice was exported out of ProSpend) - Processing Start (the date the invoice was created in ProSpend)

The report also identifies the invoice date and the finalised date, as well as other useful information like a hyper-link to the linked PO.

It can be accessed via the Admin Dashboard by clicking the Avg. Processing figure, and can also be accessed by clicking on Invoice Processing Report on the side Navigation Bar.

The report has been made available on all ProSpend sites by default, available to the Admin user role.

Consolidated Budget Reporting

Prior to this release, users were limited to reporting on one budget at a time. This prevented users from reporting on multiple Categories (Companies) as each budget can only be set up for one Category.

With this release, users can now select multiple budgets to run a consolidated budget report, while still selecting filters such as Claim Type, Cost-Centre, Expense Type, Project and Project Task. The system will then display all budget lines individually at the bottom.

In the bottom then, users can click through the Spent column to drill down to a detailed view of the individual claims impacting that particular budget line. If users would like the detailed view for all available budget lines from the get go, they can select Detailed in the Report Type option before hitting submit.

The detailed view looks like the below, identifying and providing a link to the individual transactions impacting the particular budget line(s) in question.

Enabled Smart Update Function for Supplier Invoices

The smart update function is used to bulk update multiple or all lines in a claim with an activity code, project group code and/or project code. Previously, this was applied to cash claims, card claims or purchase orders. Now, this is available for supplier invoices too.

To access the smart update page, click on Actions within a claim and then click on Smart Update.

Added Category and Cost Centre Fields to the Smart Update Function

Along with making the smart update function available for supplier invoices, we have also added category and cost centre fields to the smart update function. You can now bulk update multiple or all lines in a claim with a category and/or cost centre.

To access the smart update page, click on Actions within a claim and then click on Smart Update.

On the smart update page, you can choose a category, cost centre, project group, project and/or activity code, and choose the lines that need to be update and then click on Update Expenses.

All the user permissions are still applied on this page -

The claimants will only see the categories that are enabled in the user permissions section.
The claimants will only see the cost centres that are enabled in the user permissions section.

All the list restrictions work in the same way as they do on the expense form -

If the activity codes are restricted by categories in a database, the system changes the activity code list when a category is selected.
If the project groups are restricted by categories in a database, the system changes the project group list when a category is selected.
If the activity codes are restricted by integrations in a database, the system changes the activity code list depending on the category (which in turn is linked to an integration) selected.
If the project groups are restricted by integrations in a database, the system changes the project group list depending on the category (which in turn is linked to an integration) selected.

This smart update function is only available for claimants on the desktop version and only for not submitted and rejected claims.

Multiple Delegates per Claimant

If your site has user permissions feature enabled, you will have an option to setup multiple delegates for each claimant. With the release of this feature, if your site has user permissions feature enabled, the setup of delegates will also change.

As an admin, go into the profile of the user who will be the delegate, go into the user permissions, tick Delegate for claimants, click into Select and then choose the user who they should be a delegate for.

If you need another delegate for the same user, go into the other delegate's user profile and repeat the above process.

If you need to same the same user as a delegate for other users, tick the other user names in the user permissions section

On the user list page, the system will show only one of the delegates name in the delegate column.

To get the full list of delegates, you can go into export database section and download user permissions export.

If user permissions feature is not enabled, the setup of delegates doesn't change. As an admin, go into the profile of the user who requires a delegate, scroll down to Claimant Details section and in the Delegate field, choose a delegate.

On release of this feature, the user export file in the export database section doesn't contain a column for delegate. If you don't have user permissions enabled, the easiest way to check who is setup as a delegate for each user, you can go into the user section and view it on the user interface.

For clients who have user permissions feature enabled, on release of this feature, we will migrate the existing delegates setup to the user permissions section and remove the delegate field in the claimant details section. You will need to follow the above process to setup any new delegates.

The delegate access for the claimants remains unchanged. To know more about delegate access, please click below -

New User Interface for Claim Exports Screen

There is be a new user interface for the claim exports screen where the payers and the admins usually find all the historical export batches.

To access this page, login as an admin or a payer and click into "Claim Exports" under the "Reports" menu.

By default, the system will now show all the export batches created in the last 60 days. The "From Date" field will be defaulted to "Current Date (-) 60 Days".

There are multiple filters using which you can look for different lists of exports or even a particular export batch.

Status - This will be defaulted to "All" statuses but you can change it to any of the below -

Completed Exports - For API exports, this includes the batches that have been successfully exported to the finance systems. For non API exports, this includes all the batches that have been created irrespective of the files being downloaded or not.
Pending Exports - This is used only for API exports and this includes all the batches that have been created but not sent to the finance systems yet.
Failed Exports - This is used only for API exports and this includes all the batches that have been created but failed to be sent to the finance systems.

Export Types - This will be defaulted to "All" export types but you can choose a particular export type like bills or journals, or if you have multiple integrations to different finance systems, you can choose an export type linked to a particular finance system.
From Date and To Date - By default, the "From Date" will be "Current Date (-) 60 Days" and the "To Date" will be blank which means the system will show you all the export batches created in the last 60 days.
Claim ID - If you are looking for an export batch that has a particular claim, you can enter the claim ID in this field, press "Enter" and the system will bring up the export batch which has this claim.
Export ID - If you are looking for a particular export batch, you can enter the export ID in this field, press "Enter" and the system will bring up the export batch.

On the top of the page, there are 4 boxes which shows below details -

The blue box shows the total number of export batches created as per the search criteria.
The green box shows the total number of export batches that were successfully exported as per the search criteria. For API exports, this includes the batches that have been successfully exported to the finance systems. For non API exports, this includes all the batches that have been created irrespective of the files being downloaded or not.
The grey box shows the total number of export batches that have been created but not sent to the finance systems yet as per the search criteria. This box will show a number only for API exports.
The red box shows the total number of export batches that have been created but failed to be sent to the finance systems as per the search criteria. This box will show a number only for API exports.

The export batch list is now paged which means you will see 30 items per page and the page navigator is available both at the top of the list and at the end of the list.

In the export batch list, below is what each column contains -

Export ID - This shows the export ID for each batch. The list can be sorted by export ID. You can click into the export ID to go into the batch where you can view the list of claims within that batch, download expense report, claim summary, etc.
Export Date - This shows the date of export batch creation.
Export Type - This is the export type name along with the name of integration, if available.
Claim ID - If there is only one claim present in an export batch, the system shows that claim ID in this column. If there are multiple claims present in an export batch, the system shows the number of the claims present in that batch.
Completed On - For API exports, this shows the date on which all the claims in that export batch got successfully exported or if the export fails, this column shows the error details. For non API export, this column will be blank.
Details - This shows the "From Date", the "To Date" and the "Email To" information that was populated at the time of export batch creation.

You can also create a new export batch from the "Claim Exports" screen.

New User Interface for Claimant and Approver Home Screens

The home page for claimants and approvers has a new interface. While all the previous functionality remains as it is, we have added a few new features which will help you find claims faster.

We have added a few additional filters -

Status - this is defaulted to "Not Submitted/Review", so by default, you will see all the not submitted and rejected claims. You can change this to filter claims in any other statuses.
Users - this filter will appear only if the user is setup as a delegate for other users. This drop-down shows all the users for whom the user is setup as a delegate and you can filter claims for each user.
Category - this filter will help look for claims linked to a particular category. If user permissions are enabled, this filter will show only the categories enabled in the "Report Category" section. If user permissions are not enabled, this filter will show all the categories.
Cost Centre - this filter will help look for claims linked to a particular cost centre. If user permissions are enabled, this filter will show only the cost centres enabled in the "Report Cost Centre" section. If user permissions are not enabled, this filter will show all the cost centres.
Claim Type - this shows all the claim types enabled in your site, so you can filter the list for supplier invoices, card claims, etc.
From Date and To Date - you can filter claims created in a certain date range.
Claim ID - this can be used for search for a particular claim using the claim ID.

We have also added a search bar. The system will search the below fields when you type something in the search bar -

Claim ID
Claimant name
Supplier name (for supplier invoices and purchase orders)
Invoice number (for supplier invoices)

The home page will now have 4 additional columns if your site has supplier invoices module enabled -

Supplier name
Invoice number
Invoice date
Due date

Some badges such as "Ready to submit", "Processing", "Supplier not found" and "Supplier pending review" have been moved to the status column on the right hand side.

Previously, all the claims were shown on the same page. The list is now broken down into pages. Each page will have 30 claims.

New User Interface for Export Claims Screen

There is a new user interface for the export claims screen where the payers and the admins usually go to export finalised claims to external financial systems.

To access this page, login as an admin or a payer and click into "Export Claims" under the "Claims" menu.

Below is the new export claims screen -

To know more about how to export claims to external financial systems, please click below -

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