November 2021
Written by Rafi Mubarak
Updated at August 6th, 2025
Table of Contents
Budget Changes Included in the Audit Trail Report
Any changes made to the budget or budget allocations are now reflected in the audit trail report for admins. In the "Audit Trail Report" for admins, there are now 2 new audit types -
- Budget - this includes all the changes made in the budget details section like the budget name, budget period, etc.
- Budget Allocation - this includes all the changes made to the budget allocation amounts.
This report shows when the changes were made, what the changes were and who the changes were made by. This can also be exported to Excel.
To know more about the audit trail report and other admin reports, click on the "Learn more" button below -
.png){kind=small}
Link to Help Page on the Operational Dashboard
We have added a "Guide" button on the Operational Dashboard now. By clicking on this button, you will be taken to the help page on operational dashboard which has more information on each of the tiles and other functions within the dashboard.
Invoice Related Columns on the Claim Search/Update Claims Screen for Payers and Admins
If your ProSpend site doesn't have the supplier invoice or the invoice module enabled, the payers and admins do not see the invoice date and the due date columns on the Claim Search/Update Claims screen anymore.
User Permission to View All Finalised Claims via Claim Links
If your site has user permissions enabled, you will now see a new permission called "View All Finalised Claims".
By enabling this permission, the claimant can access all the finalised claims via claim links exported to the finance systems.
For example, if a user has this permission enabled, they can view a claim by clicking on the link exported to MYOB Advanced even if they are not the claimant or the approver of that claim.
This permission is linked to the claimant role, so the user should have the claimant access and can view all the finalised claims only when they are logged in as a claimant.
Re-Open Purchase Orders when they are in Finalised Status
You can now re-open the purchase orders when they are in finalised status.
You cannot re-open a purchase order if it has been both finalised and exported. If you want to re-open a purchase order that has been finalised and exported, you need to remove it from the export batch first and then re-open it.
Emails Sent to the Claimants when the Documents are Rejected
When the receipts or the invoices are sent to the vault, sometimes the system will reject them for various reasons such as below -
- Duplicate document
- Invalid format - ProSpend only accepts PDF, JPEG, JPG, GIF and PNG
- Size exceeds limit - each email can only be upto 10MB is size
The claimant will now receive an email if a document that was sent to their vault has been rejected by ProSpend. This email contains below important details -
- Reason for rejection
- Sender's email address
- Document that has been rejected
The claimant can then either reach out to the sender and ask them to resend the document based on the rejection details or they can resend it themselves.
Below is what the email looks like -
Change Filenames for Supplier Invoices and Purchase Order Claim Summaries
Once you export claims to your finance systems, you have an option to download archive files from ProSpend which contains the claim summaries. These claim summaries have all the claim data along with the documents. Please see the archive files section in the export claims page for more information on this.
.png){kind=small}
By default, these archive files are names in the following format - "Claim{Claim ID}".
You now have an option to change these filenames for supplier invoices and purchase orders. You can now include the claimant name, the supplier name and/or the invoice date in these filenames.
Please reach out to our support team if you want this to changed.
Export Database - User Permissions
You can now export user permissions as an admin, so you can see what permissions each user has. To get this data, login as admin, go into "Export Database" under "Report" and click on "User Permissions Export".
The system will download a .csv file with the permissions enabled for all the users. This file will have a row for each permission enabled for a user. For example, if a user has permission to access 10 categories, the report will have 10 different rows for that user, one for each category.
If a user has access to a category, the file will just have one row for that category. It doesn't have a row for each cost centre. However, if a user has access to certain cost centres within a category, then the file will show multiple rows for those cost centres.
To know more about user permissions, click below.
.png){kind=small}