March 2023

Updated at August 11th, 2025

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Change to the Import Supplier Invoices Process

When importing supplier invoices, you will now see a new field called Template.

Please choose Standard CSV/Excel option when importing supplier invoice files in standard ProSpend format.

If you have AGL electricity and AGL gas invoices in Excel format, you can choose the respective options in the template field but the way the system imports these invoices is different to the standard supplier invoice template. Please reach out to us for more information on this.

New Columns in the Expense Report for Custom Fields

If you have custom fields setup in your ProSpend database and if they are reportable, you will see new columns in the expense report. The new columns will only appear for the below custom fields data types -

Searchable
Text - only if there are options linked to the field

The new columns will appear if you have options available in your custom fields.

These new columns display the name or the description of the option selected. The existing columns display only the selected option code, so these columns are added to display the names or the descriptions.

If the data type is date, number or text without options, you will still see only one column per custom field in the expense report, if the custom fields are reportable.

Okta Single Sign On

ProSpend now has an option to login via Okta if your business has an Okta account. This is available on both desktop version and mobile app.

Desktop

Mobile App

You will see Sign in with Okta button only if your site has this option enabled.

Please reach out to us if you want this setup.

Ability to Export Tax Amount for Sage Bills

For clients using Sage Intacct, the system, by default, exports tax codes at line level for bills which allows Sage to calculate the tax amount. However, if you want ProSpend to send the tax amount too, the system can now do that.

Please reach out to us if you want the tax amount to be exported.

Option to Use Original Approver's Limits when Acting Approver is Setup

Currently, when an acting approver is setup in ProSpend, the acting approver’s approval limits will be applied when they are approving claims on behalf of another approver.

Example - Approver A has an invoice approval limit of $10,000 and Approver B has an invoice approval limit of $5,000. If Approver B is setup as an acting approver for Approver A, the approval limit for Approver B remains at $5,000 and that limit will be applied when Approver B is approving claims on behalf of Approver A.

You now have an option to use original approver's limits when an acting approver is approving claims instead of an original approver. In the above example, the system will use Approver A’s limits even though Approver B is setup as an acting approver and will be approving the claims. In other words, the approval limit will be $10,000 when Approver B is approving the claims.

Original Approver User Profile

When an acting approver is being setup in the original approver’s profile, there will be an option to set the acting approver’s approval limits when they are approving original approver’s claims. The field will be called “Acting Approver’s limits”. There will be 2 options in the drop down -

Use acting approver own limits - this will be the default option.
Use {originalApproverName}’s limits - the system will show original approver's name in this option.

If the acting approver’s limits are used, then no change to the current way i.e the acting approver’s limits will be applied when they are approving claims on behalf of another approver.

If the original approver’s limits are used, then the original approver’s limits will be applied when the acting approver is approving claims on behalf of another approver.

Audit in Original Approver’s User Profile

ProSpend currently shows the acting approver selection/changes and acting from and to dates in the user history. The system will include the acting approver’s approval limit selection/changes in the user history.

If Acting Approver's limits record shows 1, then it means that the system will be using the original approver's limits. If it shows 0, then the system will be using acting approver's limits.

Audit in Acting Approver’s User Profile

When an acting approver is setup in another profile, the system will show these changes in the acting approver’s user profile history too. The system will show -

Who they have been setup as an acting approver for.
What approval limits are to be used.
The date range for when the acting approver is setup.

Any changes to the above fields in the original approver’s profile will shown in the acting approver’s user profile history.

If Acting for limit record shows 1, then it means that the system will be using the original approver's limits. If it shows 0, then the system will be using acting approver's limits.

Claim Approval

When the acting approver is approving the claims -

If “Use acting approver own limits” option is selected, then the system will use the acting approver’s limits.
If “Use {originalApproverName}’s Limits” option is selected, then the system will use the original approver’s limits.

The system will still continue to use Expense Approval Limit, Invoice Approval Limit and Purchase Order Approval Limit depending on the claim types that the acting approver is approving.

Acting Approver Period

If the acting approver period ends and if the acting approver is approving claims on behalf of the original approver (the claims that were submitted during the acting approver period but weren’t approved during that period), then the system will always use the acting approver’s limits. As the system doesn’t automatically redirect the claims back to the original approver, this will stop the acting approver from approving claims that are above their limit.

Acting Approver for Multiple Approvers

If an approver is setup as an acting approver for multiple approvers, then the system will use the option selected in each of the original approvers profiles when approving claims on behalf of those approvers.

For example - Approver A is setup as acting approver for Approver B, Approver C and Approver D. Below are the options selected in each approver’s profile when setting up the acting approver.

Approver B - Use Approver B limits
Approver C - Use acting approver own limits
Approver D - Use Approver D limits

When Approver A is approving claims for each of these approvers, below limits will be applied.

When approving claims for approver B and approver D, the approval limits for approver B and approver D will respectively be applied.
When approving claims for approver C, approver A’s limits will be applied.

Claims Submitted to the Acting Approver

When an approver is setup as an acting approver for other approvers, if there are any claims submitted directly to that approver i.e not approving claims on behalf of another approver, then the system needs to use the acting original approver’s approval limits.

In the above example, if any claims are submitted to approver A directly, then the system needs to use approver A’s limits.

Caveats

The above changes will only only work for new claims.
If the new option is set to use original approver's limits limits, it will apply even if the acting approver has higher limits. For example - Approver B has limit of $10,000 and Approver A has limit of $5,000. If Approver B is acting for Approver A, the system will use a limit of $5,000 even though it is lower than their original limit of $10,000.

Header Category Field

We have introduced an option to add category field in the header section.

This field will be available for all the claim types. When a claim is created, this field will be defaulted to the default category of the claimant.

Expense Category User Permissions

The claimant can choose any other category in the header category field as long as they have access to that category. The system uses Expense Category permissions to show the available categories.

If you don't have user permissions enabled, then all the active categories will be shown in this field.

Suppliers for Supplier Invoices and Purchase Orders

The suppliers displayed in the supplier field for supplier invoices and purchase orders will be based on the header category selected. When it is chosen, the system displays only suppliers linked to the integration to which the selected category is linked to. As the header category changes, the supplier list will updated.

Supplier validation will still be done based on the integration to which the first line in that claim is linked i.e the system will check if the supplier selected has a supplier code setup against the integration linked to the first line. If there is no supplier code setup against the integration linked to the first line, then the user will see below error.

For example - in the below supplier invoice, the first line is coded to MYOB AccountRight category but because the supplier profile doesn't have a supplier code setup against the integration linked to this category, the system displays an error.

Suppliers Restricted by Categories

For our MYOB Advanced clients who currently have suppliers restricted by categories, this change won't have any impact. The suppliers will continue to be restricted by categories.

Header Category Not Enabled

For clients that don't want the header category field enabled, the functionality works the same as it does now. The suppliers will be continued to be restricted based on the integration linked to the default category of the claimant. The supplier selected will still be validated based on the integration to which the first line in that claim is linked.

Exporting Header Category Details

We can export header category name or header category code to your finance system, if needed.