June 2022

Updated at August 6th, 2025

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Table of Contents

Updates to Budget Module Supplier Item Codes Change on the Claim Screen for Currency (Amount Totals) Desktop User Interface Mobile User Interface Change in Date Format Across ProSpend Exporting Due Dates for Supplier Invoices to Reckon Accounts Hosted Claim ID and Expense ID Filters in the Expense Report Business Central Jobs and Job Tasks Sync Cancelling Purchase Orders that were Exported to MYOB Advanced Exporting Foreign Currency Supplier Invoices to Quickbooks Online Open and Closed Purchase Orders Claimant and Approver Home Screens Payer and Admin Claim Search Screen Header Memo Field in NetSuite Bills Export Type Quickbooks API - Supplier Cheques

Updates to Budget Module

ProSpend’s budgets module drives increased visibility for end-users and decision makers. As it were, users could set up budgets only by Category, Cost-Centre and Expense Type. With this release, users will also be able to set up budgets by the Project Group, Project ID and Activity Code dimensions.

The change rolled out with this release is Opt-In so, for all existing ProSpend databases, things will remain unchanged until you request the change. If you currently do not have the Budgets Module and would like it set up or would like more dimensions enabled please contact Support.

If you use the new dimensions enabled for budgets, you will not be able to continue using the old Budget Allocations Screen, pictured below, as it accommodates for the pre-existing dimensions.

Instead you will have 2 options, (1) to enable the new Budget Allocations Screen or (2) to keep the new Budget Allocations Screen disabled and set-up/manage budgets by exporting and importing our budget template files via the screen pictured below. ProSpend Support team can can help you with this file if need be.

With the new Budget Allocation Screen, everything else will remain the same as it was before. You can click on the button below to access the release notes that cover how the budget module works, outside of the new Budget Allocation Screen, shown below.

The dimensions shown and made available under “Filter Allocations” (red box below) are adjusted via the back-end by the support team. As you can see, the picture on the left has all possible dimensions made available and the picture on the right only has 3 dimensions. Please reach out to them if you need these adjusted.

Selections for each dimension can be made at the top by toggling the drop downs under Filter Allocations or by selecting the required dimensions within the corresponding lines, under the pertaining dimensions’ columns in the table at the bottom. Once lines with the desired combination of dimensions are displayed in the table, the user can allocate budgets by entering the amount in that line, under the “Amount” and/or “Opening Balance” columns.

For those dimensions that are enabled via the back end, but are not relevant for the particular budget being set up, users can choose to leave those dimensions “Unspecified” or select “All” where relevant. In the example below, we have set up a budget for all Mileage expenses regardless of the Cost-Centre, Project Group and Project.

Please note, the option to set-up/manage budgets via export and import of the budget template file is still available in the new Budget Allocation Screen under the actions button, as can be seen above.

The third change to the budget module has been made to Budget Reports. While they are still accessed from the navigation bar on the left, we have now enabled users to be able to report on multiple budgets within the same report. Please see below.

If you have questions in relation to any of the above, or would like to have the Budgets Module set-up or changed, kindly contact ProSpend Support.

Supplier Item Codes

An exciting new feature has been added to enable users to do more within their supplier set up. Payer and Admin users can now add and maintain Items for each supplier.

To do so, on the Supplier Setup page, click the “Items” button available at the end of a particular supplier’s row (first image below). Alternatively, when on an individual supplier’s settings page, click the “Manage Items” button (second image below).

In the next screen, click “Add Item”.

In the New Item screen (see below), the “Supplier” field is locked to the supplier under which the item is being set up. The “Supplier Item Code” field refers to the code the supplier lists for this item on their invoices. The item’s “Supplier Item Code”, along with the “Name”, will be presented to users when selecting this item in ProSpend.

On the right side of the above image, under the “ERP Item Code” section, users can enter the matching inventory code they use in their ERPs or Inventory Management Systems. As you can see, different codes can be entered as required for different exports.

In the “Expense Type” field, Items can be linked to particular Expense Types. When this Item is selected on a claim in the “Item Code” field, the Expense Type for that line will be automatically populated as per the settings for the Supplier Item, see below.

The “Item Code” field on the Claim will only show those items that are set up under the particular supplier that is selected on that Claim.

Creating these items one at a time, across multiple suppliers, can be too laborious. As such we have also built the functionality to create items across suppliers via imports. The option to import can currently be only done by the ProSpend support team as doing it incorrectly can create difficult to reverse errors.

Please feel free to reach out to the support team if you need help with importing items, or for other questions related to this feature. This change has been rolled out across all ProSpend databases.

Change on the Claim Screen for Currency (Amount Totals)

Prior to this release, while the individual line items in our claims displayed both the User’s and the Supplier’s currencies, the Total value of the claim (Claim Total) was only reflected in the User’s currency.

With the new release, Claim Total for Purchase Orders and Supplier Invoices will now be displayed in both User’s and Supplier’s currency, for Desktop and Mobile versions.

Desktop User Interface

Mobile User Interface

Where the Supplier currency is the same as the User’s currency, the system will display the Claim total in only one currency, the User’s currency, as per below.

For those claims that existed in the system before a Supplier Currency was nominated in the Supplier settings, the amounts across the 2 Claim Totals will be the amount converted to User Currency.

In the details of the Item, there will be an error message highlighting that the currency of the line is still set to the old currency, and must be manually switched to the Supplier’s currency.

Please note, all screenshots above are for Supplier Invoices, but the feature will work the same way for Purchase Orders too. This change is being made globally across all ProSpend accounts.

Please feel free to reach out to support should you have any questions.

Change in Date Format Across ProSpend

Previously, most of the screens in ProSpend display the dates in DD/MM/YYYY format.

We have now changed the date format to be DD-MMM-YYYY.

Below are the screens that would be updated to show the new format -

Claimant and approver home screens
Claim screen
Expense/item screen
Claim search screen
Import claims screen
Export claims screen
Bill cycle screen
New bill cycle screen
Edit bill cycle screen
Expense report screen
FBT report screen
Invoice processing report screen
Claim exports screen
Receipts report screen
Activity code report screen
Audit trail report screen
Budget report screen
Usage report screen
Operational dashboard
Budget list screen
Budget creation screen
Workflows list screen
User setup screen

Below are the areas that have been left unchanged -

Claim description on claim screen
Claim status report screen
All the downloadable Excel reports such as expense report, claim status report and FBT report.
All the claim summaries
CSV credit card transactions import file
History screens

However, if you want the below to have new date formats, please reach out to our support team -

Expense report in Excel
Claim status report in Excel
Claim status report screen
CSV credit card transactions import file

Exporting Due Dates for Supplier Invoices to Reckon Accounts Hosted

We now have an option to export due dates for supplier invoices to Reckon Accounts Hosted.

Please reach out to us via our support portal to get this enabled.

Claim ID and Expense ID Filters in the Expense Report

We have now added 2 new filters in the expense report -

Claim ID
Expense ID

These filters have been added for all the users who have access to this report.

You can either search for a claim or an expense by entering the IDs in one of these filters and clicking on the search button. If a user doesn't have permissions to view a claim that they are searching for, the system will show the below error.

Business Central Jobs and Job Tasks Sync

We have updated the jobs and job tasks sync for Business Central, so the system just creates -

Jobs that are in Open status

Job Tasks that have the type as Posting

Cancelling Purchase Orders that were Exported to MYOB Advanced

If you are using MYOB Advanced and if you're exporting purchase orders from ProSpend to MYOB Advanced, ProSpend already does the below -

If the exported purchase order is cancelled in ProSpend, the system automatically cancels the corresponding purchase order in MYOB Advanced.
If the exported purchase order is closed in ProSpend, the system automatically closes the corresponding purchase order in MYOB Advanced.

We are now auditing the cancellation process of the purchase orders in MYOB Advanced i.e if the purchase order is automatically cancelled in MYOB Advanced, the claim history shows "MYOB PO cancelled successfully".

If ProSpend cannot cancel the corresponding purchase order in MYOB Advanced, the claim history shows "MYOB PO cancellation failed (Missing PurchaseOrder.id)".

Exporting Foreign Currency Supplier Invoices to Quickbooks Online

If a supplier is setup with a foreign currency in ProSpend, all the supplier invoices linked to that supplier will have to be in that currency.

For example - the supplier below is setup with USD as the currency.

When a supplier invoice for this supplier is created, the system defaults the currency to be USD.

When this supplier invoice is exported to Quickbooks Online, the system will just export the foreign currency amount, in this case it is $82.50. Quickbooks Online would then default the currency based on the supplier setup and convert the amount into local currency.

We can also setup a different A/P account for each supplier in ProSpend

Open and Closed Purchase Orders

Previously, irrespective of purchase orders being open or closed, the system just showed the status as Approved or Finalised. We have now added 2 new statuses for purchase orders - Open PO and Closed PO.

If a purchase order has been Approved or Finalised and if it is still open, you will see Open status along with Approved or Finalised status.

If a purchase order has been Finalised and if it is linked to atleast one supplier invoice and if it is closed, you will see Closed status along with Finalised status (once a purchase order is closed, the system will automatically finalise it).

Claimant and Approver Home Screens

If a purchase order has been closed, you will see Closed badge in the Description column on the claimant and approver home screens. However, if a purchase order is open, you won't see any badge in the Description column. You will still see Approved or Finalised statuses in the Status column at the end.

There are also 2 new Status filters - Open PO and Closed PO which will allow you to filter open and closed purchase orders respectively.

Payer and Admin Claim Search Screen

On the claim search screen, if the purchase order is closed, you will see Closed status under Finalised status in the Status column but if it is open, the Status column will just show Approved or Finalised.

This screen also includes 2 new Status filters for Open PO and Closed PO.

Header Memo Field in NetSuite Bills Export Type

Currently, for most of our clients using NetSuite, the header memo field for bills export type is set to EMS-EXPORT-export ID. We can now customise this. For example - we can export claim links to this field, so you can easily copy and paste that link on to your browser to view the claim back in ProSpend.

Please reach out to us if you want this to be changed.

Quickbooks API - Supplier Cheques

In March this year, we developed an API for Quickbooks Online which enabled our clients using Quickbooks Online to export all claims as bills via API.

We have now improved this API, so that the credit card claims can be exported as Supplier Cheques instead of Supplier Bills.

Please reach out to us if you want this to be enabled or changed.

summer 2022