Optimize your settings, adjust workflows, and configure payroll codes to align with your business processes.
The Settings section is where you manage workflow adjustments, modify payroll codes, and apply integrations. It's important to carefully configure these settings when you first start using the system to ensure everything functions smoothly.Important Settings to Configure
1. Approval Method:
- The default approval method is set to digital. You can adjust this if needed based on your approval process.
2. Allow Submission Without Posting:
- Enable this option if you prefer that employees submit expense reports without posting the transactions themselves. This is useful if financial control over posting is centralized.
3. EU VAT:
- If your company operates with EU VAT, make sure to activate this setting. Set up two accounts in the chart of accounts—one for incoming VAT and one for outgoing VAT. Then, link these accounts under the Accounting tab for proper VAT handling.
4. Credit Accounts:
- Configure the credit accounts where all expense reports will be posted. If your company uses corporate cards, you can match reports from Expense with the vendor invoices from the bank via the corporate card credit account for seamless reconciliation.
5. Expenses/Private Cards:
- Set up the necessary accounts for personal expenses or private card transactions. These transactions are typically booked against a private card credit account or an employee liability account, allowing clear tracking of personal expenses.
6. Import & Export Settings:
- Go to Settings > Import & Export to tailor how your data is exported. You can adjust the format and structure to fit the requirements of your accounting or ERP system.
7. Automated Email Reminders:
- Enable automatic email reminders by going to Settings > Miscellaneous. This helps keep employees on track with report submissions or other tasks.
8. License Information:
- In Settings > Miscellaneous, scroll down to the bottom of the page to view your license details. Here, you can see how many licenses you have purchased and how many are currently being used.
Final Tip:
Be mindful of each setting's impact on your overall workflow. Customizing these settings will help streamline your processes, enhance efficiency, and ensure that your expense management system is fully aligned with your company's operational needs.