prospendsupport Knowledge Base

December 2023

Published August 10th, 2025 by Rafi Mubarak

Sage Intacct - Project Cost Types Sync and Export Sync For our clients using Sage Intacct - Construction edition, we now have an option to sync project cost types from Sage Intacct in to ProSpend. The cost types within each project will be created as cost codes in ProSpend. Cost types can only be synced into ProSpend if both projects and tasks are b

January 2024

Published August 10th, 2025 by Rafi Mubarak

Option to Display Expense Type Name on Purchase Order Copies ProSpend now has an option to display expense type names on purchase order copies that are sent to the suppliers. Stacked format - Standard format - Please reach out to us if you need more information on this and want this setup for your company. E-Claims on the Operational Dashboard E-C

June 2023

Published August 10th, 2025 by Rafi Mubarak

Order Coding Details in Stacked View on Purchase Order Claim Summary By default, the order coding details on purchase order claim summaries are shown in different columns. We now have an option to show these details in stacked view. Please reach out to us if you want this changed. Exporting Data to Item Field in Sage Intacct For our Sage Intacct cus

May 2023

Published August 10th, 2025 by Rafi Mubarak

List of Purchase Orders Shown in the Purchase Order Field in Supplier Invoices We have made some changes to the list of purchase orders that will be shown in the purchase order field in supplier invoices. The system will still continue to show only approved or finalised purchase orders that are open for the selected supplier but the list of options

Prospendsupport Glossary

Published August 10th, 2025 by Rafi Mubarak

This is a auto-generated Article of all your definitions within the glossary. Glossary This is a auto-generated Article of all your definitions within the glossary. All

January 2023

Published August 10th, 2025 by Rafi Mubarak

Exporting Bills to Xero with Awaiting Approval or Awaiting Payment Status Currently, ProSpend creates all the bills in Xero in Draft status. We can now change this, so all the bills can be created in either Awaiting Approval or Awaiting Payment status. Please reach out to us if you want this changed. Copying Claimants in Approval Reminders There is

June 2024

Published August 10th, 2025 by Rafi Mubarak

Changes to Access All Purchase Orders Checkbox When user permissions functionality is enabled on a site, previously the Access All Purchase Orders checkbox was shown in two places - On the user profile page On the user permissions page We have now made a change to remove the Access All Purchase Orders checkbox on the user profile page to avoid any c

November 2024

Published August 10th, 2025 by Rafi Mubarak

Move Expense Lines For Credit Card claims, Claimants are required to complete every expense line before they can submit the claim for approval. If one of the expenses is incomplete, or is missing the receipt, Claimants are unable to submit their claims, and it holds up the reconciliation process when Payer/Admin Users cannot finalise claims for pay

February 2024

Published August 10th, 2025 by Rafi Mubarak

Business Central Supplier Sync Our clients using Business Central now have an option to sync supplier data from Business Central to ProSpend. ERP Sync To sync the suppliers, the admins have to go into ERP Sync section, connect to Business Central (if it hasn't been connected already), tick Suppliers and then click on Update. Active Suppliers ProSpen

December 2024

Published August 10th, 2025 by Rafi Mubarak

Update Workflow and Apply to Not Submitted and Rejected Claims Previously, the updates made to an Approval Workflow will not apply retroactively. With this new functionality when updating an existing workflow the interface will prompt the Admin User making the update to choose if they would like to apply this to existing Not Submitted and Rejected C

September 2024

Published August 10th, 2025 by Rafi Mubarak

Header Cost Centre Field We have introduced an option to add cost centre 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 cost centre of the claimant. Expense Cost Centre User Permissions The claimant can choose any other cost centre in the header

December 2022

Published August 10th, 2025 by Rafi Mubarak

NetSuite Supplier Sync Our clients using NetSuite will now be able to sync supplier data from NetSuite to ProSpend. ERP Sync To sync the suppliers, the admins have to go into ERP Sync section, tick Suppliers and then click on Update. Active Suppliers ProSpend will create all the suppliers that are active in NetSuite i.e in the supplier profile in Ne

September 2023

Published August 10th, 2025 by Rafi Mubarak

Ability to Create Bills in Submitted Status in Sage Intacct Our Sage Intacct customers can now choose to create bills in Submitted status instead of Draft status when they are being exported from ProSpend. Please reach out to us if you want this updated. Option to Create Different Journals in Sage Intacct By default, ProSpend exports credit card c

PO Number and PO Date Columns on Claim Search Screen

Published August 10th, 2025 by Rafi Mubarak

We are adding 2 new columns and 1 new filter on our Claim Search screen for claimants, approvers, payers and admins. Columns PO Number PO Date Filter PO Number The PO Number and the PO Date columns will always appear on the Claim Search screen unless the claim type filter is set to a claim type that is not Purchase Order. In that case, the system wo

August 2023

Published August 10th, 2025 by Rafi Mubarak

Option to Configure Dates and Due Dates for Xero Exports ProSpend now has an option to configure dates and due dates for Xero exports, so you can choose to export date of export, claim date, etc as dates or due dates for the bills that get created in Xero. This can be different for reimbursements, credit card claims and supplier invoices. Please rea

August 2024

Published August 10th, 2025 by Rafi Mubarak

Supplier ABNs in the Expense Report A new column for supplier ABNs has been added in the expense report now. This column will be populated only for supplier invoices and purchase orders. If ABN is not present on the supplier profile, this column will be blank. The downloadable Excel report also has this new column. Ability for Delegates to Link Purc

March 2023

Published August 10th, 2025 by Rafi Mubarak

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 templa

July 2023

Published August 10th, 2025 by Rafi Mubarak

Exporting Documents to Business Central For our clients using Business Central, we can now export documents to Business Central. For supplier invoices, we can export the full invoice document as a document and for cash and card claims, we can export the claim summary as a document. Document Names When exporting documents, Business Central requires u

Azure User Sync

Published August 10th, 2025 by Rafi Mubarak

ProSpend can sync user details from Azure using SCIM Provisioning. The client needs to create an app in Azure. ProSpend will provide instructions on how to do this. Once provisioning is enabled, every 40 minutes Azure will send user details for all the users updated in the previous 40 minutes. New Users If a user profile is active in Azure, the bloc

February 2023

Published August 10th, 2025 by Rafi Mubarak

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

November 2023

Published August 10th, 2025 by Rafi Mubarak

Changes to App Header Support Button We have replace the question mark icon with support button in the app header. The functionality remains the same as before - If the user has access to admin and/or payer roles, they will see 2 options when they click on Support - Knowledge Base - clicking on this will take the user to ProSpend's help site. Cont

A refreshed, cleaner, and more intuitive ProSpend interface

Published August 10th, 2025 by Rafi Mubarak

Discover ProSpend’s refreshed interface. A sleek, modern update that’s all about making your experience cleaner, faster, and easier on the eyes. Enjoy a simplified layout, improved readability, and a more consistent look and feel - all designed to make your day-to-day experience smoother and more intuitive. This isn’t a new feature release. It’s a

Virtual Cards

Published August 10th, 2025 by Rafi Mubarak

A virtual card has all of the same information as a physical card - card number, CVV, expiry, the account it is linked with etc - but instead of being printed on a card, it's made available digitally. This allows for increased speed, security and usability. Linking a Wise Business Profile to ProSpend ProSpend can integrate with your Wise Business Pr

October 2023

Published August 10th, 2025 by Rafi Mubarak

Prefix and Sequential Numbering for Purchase Order Numbers Prefix There is now an option to set a prefix for purchase order numbers. For example, the PO numbers can be PO12, PO223, etc. This prefix will be the same for all purchase orders in a database. It cannot be a different one for each category or entity. If you require a prefix, you will also

July 2024

Published August 10th, 2025 by Rafi Mubarak

Ability to Close and Open Bill Cycles With this option, your team can now close your bill cycles for your corporate credit cards. Your admins will be able to do that within the application. Any open bill cycle will have an option to close it. Once a bill cycle is closed, all the claims within that will be available for submission. Any new expense th

Physical Cards

Published August 10th, 2025 by Rafi Mubarak

This article covers in detail the changes we are making to our system to introduce physical cards. This article is written to build on top of your understanding and knowledge of how our virtual cards work. So it covers what is changing to accommodate physical cards. To know more about how virtual cards work, please click below. Physical vs Virtual P

October 2024

Published August 10th, 2025 by Rafi Mubarak

Ability to Enter Tax Rate in 4 Decimal Points Previously, the tax rate field accommodated only 2 decimal points. This has now been increased to 4 decimal points. The tax amount will be calculated accordingly. Finalised Date Filter and Column in the FBT Report We have now added a new date filter in the FBT Report. This filter can be used to filter ex

April 2024

Published August 10th, 2025 by Rafi Mubarak

Export Job G/L Journals and General Journals to Business Central Previously, a credit card claim could be exported as either a general journal or a job G/L journal but not both. We now have an option to export a claim as both journals. Expenses without jobs and job tasks will be exported as general journals and expenses with jobs and job tasks will

Budgets

Published August 10th, 2025 by Rafi Mubarak

Whether your business is running an event, managing construction sites or wanting to give your teams more autonomy, ProSpend's budgets really help your people to make informed decisions No longer is your budget a hidden excel spreadsheet, your employees get visibility before making a purchase. Budget creation An administrator is able to create new b

May 2024

Published August 10th, 2025 by Rafi Mubarak

Ability to Copy Budgets We are excited to announce a new enhancement to our Budget Module - the ability to copy existing budgets for a new period. This feature is designed to save time and effort, making budget creation more efficient and user-friendly. To copy a budget, please follow below steps - Choose any existing budget that you want to copy. C

March 2024

Published August 10th, 2025 by Rafi Mubarak

Include Category Names in the PO Approved Email Notifications to Suppliers Currently, ProSpend includes the database (company) name in the purchase order approved email notifications to the suppliers. There is now an option to show the category name instead of the database name in that email. Please reach out to us if you want this setup in your Pro

April 2023

Published August 10th, 2025 by Rafi Mubarak

Ability to Force Invoices Linked to Particular POs to Go Through Approval or Have Them Auto Approved Previously, each client could choose if the invoices linked to POs are to be auto approved or if they are forced to go back to the approvers for second approval. This was setup by your ProSpend consultant at the time of implementation and from there