Send Purchase Orders Directly to Suppliers 

Previously, once a purchase order has been approved, only the claimant who raised it receives a copy of it. You can now choose to send these purchase order copies directly to the suppliers or any other nominated email addresses.

When a supplier is chosen on a new purchase order, the system displays an "Email PO" switch which when turned on will allow the claimant to update the email addresses that the approved purchase order are emailed.

If there is an email address setup in the supplier profile, the system will default it in the "Email To" field. If it needs to be changed, the claimant can update the email address or they can also add additional email addresses separated by commas.

The "Email PO" switch by default will be turned off allowing the claimant to switch it on when sending the purchase order directly to the supplier. If the switch needs to be enabled by default, please log a support ticket from the portal which is accessed from within ProSpend by clicking on the help icon on the top right hand corner.

Once the "Email To" field is updated, the claimant can complete the purchase order and clicking submit. Once the approver approves that purchase order, the system will send the purchase order copy to those email addresses entered in the "Email To" field. The system will also continue to email a copy to the claimant.

If the claimant forgets to switch on the "Email PO" functional switch or update the correct email addresses before submitting the purchase order, they have an option to perform those actions once the purchase order has been approved. This can also be used if the claimant decides to send the purchase order to additional email addresses post approval.

To achieve this, the claimant needs to find the approved PO from their dashboard, go into the claim, click on "Actions" and click on "Email PO".

The system will display a pop-up box allowing the email addresses to be entered and upon clicking "Confirm", the system will email the POs to those email addresses.

The claim audit history will reflect the above actions with a date/time stamp.

The email sent to the supplier has the following look and feel. This email will be sent from no-reply@expense-manager.com.

Operational Dashboard as the Home Page for Admins

The Operational Dashboard is the home page for ProSpend admin users. When the user switches to "Admin" role or when the admin clicks on the ProSpend logo, the system will display the Operational Dashboard with the below look and feel.

The admin can access the "Company" page by clicking on "COMPANY" button from left hand navigation menu.

To learn more about the Operational Dashboard, click on the below button:

New Login Page

Payer and Admin Claim Search Screen Improvements

Claim Count

You can now see the number of claims found based on your search criteria at the top of the list.

Search Bar Text Included in the Search

Previously, you had to choose the filters shown below, click on the "Search" button and once the system returned the results, you could type text in the search bar to filter the results further.

You can now include your text in the search bar before clicking on the "Search" button and the system will use that to filter the claims.

We have also improved the error message if the system cannot find any claims with the required text.

Ability to Change Expense Gross Amounts when they are Splits

Previously, if there are splits in an expense, you were not allowed to modify the gross amount. The system used to show the below error -

This has been changed now. You can now change the expense gross amount even if there are splits. However, once you change the amount, the "Split Expense" button turns to red and the expense becomes invalid.

Within the split section, the error message indicates that the sum of the split amounts do not equal to the expense gross amount.

You can then modify the splits by adding another line or update the amounts in the existing lines, so the sum of the split amounts equal the expense gross amount.

Once that is done and saved, the expense becomes valid.