Bank Account Details Validation

We've recently added Bank Validation to our AP Automation module, adding an additional layer of security by verifying supplier details before paying. By enabling this feature, the system extracts bank details from the invoices and validate them against the bank details setup in the supplier profiles.

Bank Account Details Extracted from the Invoice Match the Details Setup in the Supplier Profile 

Depending on the supplier setup, the system validates both BSB and Account Number, or Account Number Only. On the supplier invoice screen, the "Payment Info" tab will have a green tick against it which means the bank details extracted from the invoice match the bank details setup in the supplier profile.

The claimant can then submit the supplier invoice for approval.

To know more about how to setup bank details in the supplier setup, click on the button below -

Bank Account Details Extracted from the Invoice Do Not Match the Details Setup in the Supplier Profile 

• Extracted details do not match details setup in the supplier profile - When the BSB and/or Account Number that has scanned do not match with what has been setup in the supplier profile.
• No details extracted from the invoice - When the BSB and/or Account Number hasn't been extracted from the invoice but the supplier profile has those details.
• No details setup in the supplier profile - When the BSB and/or Account Number has been extracted from the invoice but the supplier profile doesn't have those details.

In the above cases, the supplier invoice will be marked as invalid and the "Payment Info" tab will have an invalid icon against it. 

The claimant home screen will also have a "Check - Payment Info" against such claims.

The claimant cannot submit the supplier invoice for approval.

User Permission to Receive the Mismatch Bank Details Email and Acknowledge these Mismatches

There is a new user permission for payers and admins which can be ticked for the users who should be receiving an email when extracted bank details do not match with what has been setup in the supplier profiles.

For the supplier invoices where such mismatches occur, the system shows below error message in the "Payment Info" tab.

Below is what the email looks like -

Once those users receive this email, they can go into the supplier profile to see the list of claims where the mismatch occurred.

• If the bank details in the supplier profile need to be updated, they can change them, save changes and the claimants should receive an email confirming that the details have been updated. The claimants can go into the supplier invoices to make sure the "Payment Info" has green tick against it and then submit those claims.

• If the extracted bank details need to be ignored due to one off differences in the payment details or incorrect extraction, there is a "Claims with mismatching payment info" section in the supplier profile. The user can tick the supplier invoices for which the extracted bank details should be ignored and click on "Ignore Scanned Payment Info". 

• The payer/admin can also go into each claim, go into the "Payment Info" tab, tick the "Ignore scanned payment info" and save the claim for it to be valid.

The claimant would then receive an email confirming that the extracted bank details have been ignored. 

The claimant can go into the supplier invoices to make sure the "Payment Info" has green tick against it and then submit those claims. The claimant can also see that the scanned bank details are different to the details setup in the supplier profile.

In the claim history section, the system shows that the payer/admin have acknowledged the payment info mismatch.

Ignore Bank Account OCR Checkbox in the Supplier Profile

If you don't want the system to validate bank details for certain suppliers, you can tick the "Ignore Bank Account OCR" checkbox in the supplier profile.

When this checkbox is ticked, the system marks the supplier invoices linked to that supplier as valid even when the below scenarios occur.

• Extracted details do not match details setup in the supplier profile.
• No details extracted from the invoice.
• No details setup in the supplier profile.

The "Payment Info" won't show a green tick or an invalid icon, and it doesn't show extracted bank details either.

Changes to the Supplier Import Template

There is a new column in the supplier import template for Ignore Bank Account OCR field. 

Populate the column with NO if the Ignore Bank Account OCR checkbox should be unticked and populate it with YES if the Ignore Bank Account OCR should be ticked.

Also, in the Pay By Cheque column (which translates to Bank Account Details field on the user interface), you can now populate A if you just want to have only account number for that supplier.

Below table explains all the available options in the Pay By Cheque column -

Please contact us via our support portal if you want to implement this for your company.

Changes to Entertainment Expense Types Setup

Previously, the recipient types were linked to the entertainment expense types and the general ledger codes for these receipt types were added within the expense type setup section. 

We have now changed this setup process. While the recipient types are still linked to the entertainment expense types within the expense type setup section, the general ledger codes will now need to be added in the category expense type section.

Linking the Recipient Types

Within the entertainment expense types, you will need to click on Link Recipient Types at the end of the page.

On the following page, you can tick the recipient types that this expense type should have and save changes.

Adding the General Ledger Codes for the Recipient Types

Once the recipient types are linked to the expense type, you can go into the category section on the left hand menu and click into expense types against each category to which the expense type needs to be linked to.

On the following page, you can see a plus button below the expense types which have recipient types linked to them. You can click on the plus button, choose a recipient type, add the GL Code and click on Save. You can repeat this until all the recipient types are added in that category expense type section and repeat this in all the other required categories.

Tax Code for Each Recipient Type

This is a new feature which allows you to export a portion of the entertainment expenses, usually the client portion, without tax to the finance systems.

When adding the GL code for each recipient type in the category expense type section, you can also setup a tax code for each recipient type.

By default, this will say Default which means it will use the tax code selected in the expense, so this portion won't be treated differently to the other recipient types.

If you choose a tax code in this section, the system will re-calculate the tax for the portion linked to that recipient type when exporting the claims. 

For example - An entertainment expense type is setup with two recipient types - employee and client. The tax codes for these recipient types are - Default for employee and No Tax for client. An expense for $110 (including $10 tax) is created with two recipients - one employee and one client. When this claim is exported, the system will create two lines - one for employee with $55 (including $5 tax) and another for client with $55 (including $0 tax).

Claimable Tax in Expense Report

The expense report now has another column - Claimable Tax. The amounts in this column shows the tax calculated based on the tax codes setup against each recipient type in the category expense types section. In the above example, the claimable tax for the client portion will be 0 and the employee will be 5. 

Please note - this claimable tax is only calculated at the time of the export as it needs to reflect what has been exported to your finance systems.

Linking Recipient Types to any Expense Type

Previously, the recipient types could be linked only to entertainment expense types. Now, any expense type can have the recipient types linked to it. The process of linking recipient types, adding GL codes and setting up tax codes for each recipient type remains the same as the entertainment expense types. Click on the button below for more information on this -

This will allow the claimants to enter the recipient details when selecting any expense types that have recipient types linked to them. To know more about what the claimant sees when coding their expenses, click on the button below -

Expenses Show "G" Icon

As far as the claimant and approver are concerned, the only difference between entertainment expense types and other expense types linked to recipient types is the icon shown on the expenses. For entertainment expenses, the system shows "F" icon. For other expenses linked to recipient types, the system shows "G" icon.

Setup Each Expense Type Differently to Allow Claimants to Enter the Number of Recipients or Choose/Enter the Recipient Names

Previously, all the expense types linked to the recipient types in one site, will either require the claimants to enter the number of recipients or choose/enter the recipient names. Now, you can setup each expense type differently to allow claimants to enter the number of recipients or choose/enter the recipient names.

Each expense type has a field called FBT Actual Enabled. If the checkbox is ticked, then the system will force the claimants to choose or enter the recipient names and if the checkbox in unticked, then the claimants will just have to enter the number of recipients.

Recipient Report

If you are just linking the recipient types to entertainment expense types, you can continue using the FBT Report. Click on the button below for more information on this -

However, if you have linked recipient types to non entertainment expense types, you can obtain the recipient details by running the new Recipient Report.

This can be accessed by both admins and payers.

This report can be generated using expense date, claim status, category, cost centre, claimant and expense type filters. 

The report shows below details -

• Claim ID
• Expense ID
• Expense category
• Expense cost centre
• Claimant name
• Claim description
• Expense type
• GL code
• Expense description
• Recipient type
• Recipient name
• Number of recipients
• Expense date
• Net amount per recipient
• GST per recipient
• Gross amount per recipient
• Receipt link

You can also see the Net Total, GST Total and Gross Total for the generated report on the top right hand section.

The report can be downloaded in the CSV or Excel formats.

Ability to Enable a Supplier and Copy Supplier Code for all Integrations

In the supplier setup, there is an option now to enable a supplier for all the integrations. You can just tick the "Check all" box and all the integrations should be ticked.

You can also copy the supplier code from the first integration to all the other integrations, if it is the same across all the integrations. As soon as you enter the supplier code against the first integration, you will see a couple of new buttons like below.

If you want to copy the supplier code from the first integration to all the integrations, click on Copy 1st code to all and if you want to clear all the codes including the first one, click on Clear all codes.

Added AP Account Code Details on the Claim Search Screen

ProSpend payers and admins can now see AP Account Code details for supplier invoices on the claim search screen. 

This AP Account Code details is obtained from the supplier setup section.

On the claim search screen, you can also look for supplier invoices linked to a particular AP Account Code by typing the account code details in the search bar once you have filtered out the supplier invoices using the available filters.