The ExpensePoint ™ Expense Manager module serves as a comprehensive solution designed to streamline and optimize the entire expense management process within an organization.
To get to the Expense Manager, you would need to login, then select the second tab/module from the top of the screen.
The workspace has 3 main sections:
- Expense Reports - easily create and submit expense reports through a user-friendly interface.
- Expenses - track and categorize expenses by type (e.g., meals, travel, supplies) and assign them to specific projects, clients, or cost centers.
- Receipts - capture and upload receipts using various methods, such as mobile app photo uploads, email forwarding, or scanned documents. Learn about our Advanced Optical Character Recognition (OCR) technology employed to extract information from receipts automatically.
The left navigation menu from this module offers:
- Entry Tasks – lists the key actions involved in creating and submitting an expense report.
- View Tasks - allow users to review expense reports comments, print preview and apply the applicable currency if necessary
- Quick Search - essential for tracking and monitoring expenses.
Each sections has the Refresh icon 
, which is especially convenient when you move multiple times from tab to tab, section to section or from the navigation. Click on this icon at any time you believe you are seeing the outdate information. If for some reason, any of the reports are not showing up or anything seems to be outdated, click on the Refresh button to view the most up-to-date information in the corresponding section from the workspace.
The Expense Reports section displays submitters’ expense reports in a tabular view with columns such as:
- First Name
- Last Name
- Department
- Report Title
- Expenses counts
- Total (of the expense report in your set currency)
Additionally, along each expense report line item, there could be helpful icons notifying you about different cases:
- the comment icon shows you that there is a comment to the expense report.
- shows the presence of a receipt in the corresponding expense report.
- shows the presence of a policy violation.
The Expense Reports section will display up to 20 results per page and will include the current count of them in this section. If necessary, you can adjust the number of results displayed, by clicking on the drop-down menu from the bottom left side of the Expense Reports section:
Make the selection of your choice to view more expense reports in this section. You may also use the scrollbar form this section to browse the Expense Reports.
If you click on any existing expense report from the Expense Reports section, the navigation bar will display additional available options for actions that can be taken for the selected expense report.
To view the Expenses from each Expense Reports, click on any of the Expense Reports in the above section first and you should be able to see all the expenses from the selected expense report in the section below.
Imoprtant! If you are on a per report plan, you get charged per report. For any unsubmitted, copied report you would be charged. Therefore, creating and then deleting reports is not advised. Every report you create gets a tracking number and you are charged per new tracking number. It is better to rename an existing report or make any adjustments to it, but not create a new one.
The Expenses section displays such details for the Expense Reports as:
- Tracking Number - usually in format xxx-xxx-xxx
- Submission status (Submitted, Unsubmitted, Approved)
- Due Company - the amount the company owes you in your set currency
- Due Employee - the amount you owe the company
- Cash Advance Remaining - the amount of cash advance remaining in your set currency
- Report Total - the amount of the report.
- Category - for each expense line item
- Vendor - the company where the receipt was issued
- Comments - if there are any comments to the expense line item, a comment icon will be displayed
: - Total - total amount as per receipt
- Date - the date when this expense occurred
- Status - submission status of the expense report
- Receipt Attached - if a receipt is attached each expense line item will display the file icon which can be previewed by clicking on the file icon
and/or the attachment icon 
.
For your convenience, you may click on the Refresh button at any moment you believe the section displays outdated information in this section after your actions 
. Click on the icon form the upper right corner of the Expenses section.
The Receipts section allows you to preview the receipts attached to an expense report or to an expense line item. From the Receipts section, you can:
- Upload - directly upload receipts into the expense report, or
- Add from the Wallet by clicking on the
icon to pick the receipts from the Wallet.
Once you have any receipts attached to an expense, you will be able to Edit, Delete, Link and Download them by clicking on the corresponding button from the top of the Receipts section.
Note: If you Delete a receipt from an Expense, it would go back to the Receipt Wallet, but you will be able to find it in the Trash tab.