Smart Update function allows the claimants to bulk update expenses or items in a claim with a category, cost centre, project group, project, expense type and/or activity code.

In the Smart Update modal, the claimants can choose a category, cost centre, project group, project, expense type and/or activity code in the top section.

• The category and the cost centre will be set to the default category and the default cost centre of the claimants but they can be updated depending on the user permissions.
• In some cases, the project groups are restricted based on the category selection.
• Project will be defaulted to the first option within a project group as soon as a project group is selected but it can be changed.
• If there are no project groups, then the project group field won't be shown and all the projects will be available for all the categories.
• Expense type options will be restricted based on the category or the cost centre selected.
• Activity code options will be restricted based on the category or the cost centre selected.

The Reset button will set the category and the cost centre fields to the default category and the default cost centre of the claimants and will clear the rest of the fields.

Once the above fields are chosen, the claimants can choose multiple or all expenses that need to be updated with the new details.

The system will show the new details for each expense in red text, so the claimants can check those details before updating the expenses.

Once the claimants are okay with all the details, they can click on Update Expenses and then confirm the changes, so all the expenses are updated with the new details.

The system will confirm the number of expenses that have been updated.

The claimants can then close the modal and the system will auto refresh the page, so the claim page shows the updated details for all the expenses or items.

To access the smart update page, click on Actions within a claim and then click on Smart Update.

On the smart update page, you can choose a category, cost centre, project group, project and/or activity code, and choose the lines that need to be update and then click on Update Expenses.

• The claimants will only see the categories that are enabled in the user permissions section.
• The claimants will only see the cost centres that are enabled in the user permissions section.

• If the activity codes are restricted by categories in a database, the system changes the activity code list when a category is selected.
• If the project groups are restricted by categories in a database, the system changes the project group list when a category is selected.
• If the activity codes are restricted by integrations in a database, the system changes the activity code list depending on the category (which in turn is linked to an integration) selected.
• If the project groups are restricted by integrations in a database, the system changes the project group list depending on the category (which in turn is linked to an integration) selected.

Smart Update Changes

Previously, the Smart Update function was under the Actions menu on the claim screen for claimants. This function is used to bulk update multiple or all expenses or items in a claim with a category, cost centre, activity code, project group code and/or project code.

We have now added a button for this Smart Update function on the claim page for easy access and have removed it from the Actions menu.

Also, moving forward the Smart Update page opens in a modal on the claim page itself.

We have also added Expense Type drop down, so multiple expenses or items can be updated with an expense type. The expense type restrictions based on the category or cost centre still work in this function.

We have removed the option to update individual expense or an item with an expense type. This can still be done within the actual expense or item itself or can be done via the quick code section.

Once a category, cost centre, project group, project, expense type and/or activity code are chosen, the user can choose expenses and click on Update Expenses.

Once the expenses are updated, the modal can be closed which will auto-refresh the claim screen, so all the expenses or items are updated with the new details.

To know more about the smart update function, please click on the button below -