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Expense Manager

The ExpensePoint Expense Manager module serves as a comprehensive solution designed to streamline and optimize the entire expense management process within an organization. 

To access Expense Manager, you need to log in, then select the second module from the top of the screen. 

Expense Reports module section indicated in the Expense Manager in ExpensePoint

 

Workspace Layout 

The workspace is divided into three main sections: 

  • Expense Reports: 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 centres. 

  • Receipts: Capture and upload receipts using various methods, such as mobile app photo uploads, email forwarding, and scanned documents. Advanced Optical Character Recognition (OCR) is employed to automatically extract information from receipts.

  Detailed layout of the Expense Manager workspace with the reports, expenses and receipts sections indicated

 

Navigation Menu

The left navigation menu from this module offers: 

  • Entry Tasks: Key actions involved in creating and submitting an expense report.  

  • View Tasks: Options to review expense report comments, print previews, and apply the applicable currency if necessary. 

  • Quick Search: A tool to help you track and monitor expenses efficiently. 

Navigation menu on the left side of the Expense Manager screen

Each section has a refresh icon , which is especially convenient when you move multiple times between tabs and sections. If you notice that any of the reports are not showing up, or any information seems to be outdated, click on the refresh button to view the most up-to-date information in the corresponding section from the workspace.

Refresh icon in the top right corner of the section of the Expense Manager workspace

 

Expense Reports Section

The Expense Reports section displays submitters’ expense reports in a table with the following columns: 

  • First Name  

  • Last Name   

  • Department 

  • Report Title 

  • Expenses counts 

  • Total (in your set currency) 

 Expense Reports section in the Expense Manager displaying a table of information about each report

Along these expense report line items, there are helpful icons indicating specific details: 

  • Comment Icon: There is a comment on the expense report.   
  • Paper Clip: There is a receipt on the expense report.
  • Number in Parentheses (1): Displays the number of expenses in the expense report.

  • Red Flag: Indicates a policy violation.

The Expense Reports section displays up to 20 results per page and includes the current count of them. You can adjust how many reports are shown by selecting an option from the drop-down menu at the bottom left of the section. Use the scrollbar to browse the Expense Reports. 

Clicking on any existing expense report from the Expense Reports section will open additional available options for actions that can be taken for the selected expense report. 

Expense Reports section with multiple available options in the Expense Manager

To view individual expenses within an expense report, click on the desired report in the above section first, and you should be able to see all the expenses from the selected expense report in the section below.   

 

Important Note: If you are on a per report plan, you get charged per report. For any unsubmitted, copied report, you would be charged. Be aware that creating and then deleting reports is not advised and will still incur charges, as every report you create gets a tracking number, and you are charged per new tracking number. It is recommended to rename or edit an existing report instead of creating new ones unnecessarily. 

 

Expense Details

The Expenses section displays such details for the Expense Reports as: 

  • Tracking Number: Usually in the format xxx-xxx-xxx. 

  • Submission Status: Submitted, Unsubmitted, Approved. 

  • Due Company: The amount owed to you by the company (in your currency). 

  • Due Employee: The amount you owe the company. 

  • Cash Advance Remaining: The remaining cash advance amount (in your currency). 

  • Report Total: The total amount of the report.  

  • Category: Expense category for each line item. 

  • Vendor: The company that issued the receipt. 

  • Comments: A comment icon appears if there are any comments on the expense line item.

  • Total: The total amount as per the receipt. 

  • Date: The date when the expense occurred. 

  • Status: The submission status of the expense report. 

  • Receipt Attached: A file icon appears if a receipt is attached to an expense line item.

 

Receipts Section

In the Receipts section, you can:

  • Preview receipts attached to expense reports or individual expense line items.

  • Upload receipts directly into an expense report. 

  • Add receipts from the Receipt Wallet.

    • Click the icon to select receipts from the wallet.  

Receipts section of the Expense Manager with multiple options available

Once receipts are attached to an expense, you can Edit, Delete, Link, or Download them using the buttons at the top of the section. 

Note: Deleting a receipt from an expense moves it back to the Receipt Wallet and it can be found in the trash tab.