February 2023
Written by Rafi Mubarak
Updated at August 5th, 2025
Table of Contents
Change Amount Sign via Smart Update
If you want to update amounts for multiple lines in a claim from positive amounts to negative amounts or vice versa, you can do this via smart update moving forward.
To do this, please click on Smart Update in a claim.
Then tick Change Amount Sign checkbox, choose lines that need to be updated and you can see the updated amounts in red.
To confirm these updates, you can click on Update Expenses button and then click on Close.
The page should then automatically refresh and the amounts should be updated. If you have price field enabled, then the system will update the price. If not, the system will update the gross amount field.
Exporting Data to Transaction Body Fields in NetSuite
NetSuite Bill
NetSuite Journal
.png)
We can export any standard ProSpend claim field data to these custom fields. For example - any IDs, text, etc.
We can map up to 2 transaction body fields each for bills and journals export types and the fields have to be linked to below data types -
- Text
- Integer Number
- URL
In order to set this up, we need below information from you -
- Transaction Body Field ID - This can be found in Customization -> Lists, Records, & Fields -> Transaction Body Fields -> Click into the actual field
.png)
- The data that should go into these fields.
If the corresponding field doesn't already exist in ProSpend, we will need to create it and there might be some additional charges involved.
Please reach out to us if you want this setup.
Location, Department and Class Details for Clearing Lines in Sage Intacct Journals
ProSpend can now export location, department and class details for clearing lines in Sage Intacct journals.
Please reach out to us if you want this setup.
Ability to Setup a Different Purchase Order Required Amount for Each Category
Previously, ProSpend had an option to setup only one purchase order required amount for the whole database i.e if we setup 5,000 as the purchase order required amount, then no matter which category the supplier invoice is linked to, the system will always require a purchase order if the invoice value equals or exceeds 5,000.
The above caused issues when you have setup companies in different countries as categories in ProSpend . For example - 5,000 for Australian category is not the same as 5,000 for US category.
PO Required Amt Config in Category Section
We have now introduced an option to setup different purchase order required amounts for each category. To access this, please login as admin, go into Category section, click into a category and the click into Settings.
In settings, there is an option called PO Require Amt. You can enter the purchase order required amount here.
You just need to enter amount value in here. You don't have to populate any currency code.
Once this is saved, any supplier invoice which has its first line linked to that category which will have this rule applied. For example - if we enter 10,000 in the PO Required Amt field in Jims Construction category, any supplier invoice which has its first line coded to that category will require a purchase order if the total supplier invoice value equals or exceeds 10,000. If the total value is below 10,000 a purchase order won't be required but you can still link one, if needed.
The system will only look at the category from the first line when applying this rule. In the above example, the second line is linked to Petes Plumbing category which has PO Required Amt field set to 20,000 and the system still requires a purchase order because the first line is linked to Jims Construction which has PO Required Amt field set to 10,000.
Audit
The system also audits any changes to this new field. You can view the audit history by going into each category.
Supplier Setup
In the supplier setup, one of the options in the Require Purchase Order field has been changed to "Default - POs are mandatory if the invoice value is more than value setup in each Category". If you choose this in a supplier profile, then the system will apply the PO required amounts setup against each category. You can still use Required and Not Required options in the supplier profiles to make the POs completely mandatory or optional.
Exporting Files to MYOB Advanced
For our clients using MYOB Advanced, we can now export files to MYOB Advanced. For supplier invoices, we can export the full invoice document as a file and for cash and card claims, we can export the claim summary as a file.
File Names
When exporting files, MYOB Advanced requires us to provide a file name for each file. The file name format can be different for Bills and Journals.
Please let us know what the format should be for these file names. Example - EMS-Claim ID or EMS-Invoice number, etc.
Tip - Choose names that will help you in locating the attachments easily when you go into those folders in the future.
MYOB Advanced Bill
MYOB Advanced Journal
Please reach out to us if you want this setup.
Header Location for NetSuite Bills
ProSpend can now export to the location field in the header section for NetSuite bills.
Please reach out to us if you want this setup.