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Expense Report - Feedback

Rob Rebman

I was in a demonstration with the Vancouver Convention Centre.  While demonstrating the functionality a couple items came up.  Ryan Ungerboeck  can you review these.   

1. Document Attachment Limitations

  • Currently, documents can only be attached at the overall expense report level—not to individual line items.
    • The team would like the ability to attach receipts directly to each line item.
    • If this is not available today, they would like to submit a change request to support this functionality.
    • The concern is that reviewers must search through all uploaded documents to match them to the correct line item.
      • Michelle shared an example expense report from the Momentus Conference with 15+ line items, noting that it would be time-consuming and inefficient for someone to review each line and locate the corresponding receipt.

2. Workflow and Editing Constraints

  • In the current workflow, an employee creates and submits an expense report once it is complete.

    a. Post-Submission Changes

    • No edits can be made after submission.
    • If a manager identifies an issue (e.g., incorrect GL code or Major Group), they must:
      1. Reject the report
      2. Move it back to a submitted status
      3. Make corrections
      4. Resubmit it through the approval process

    b. Accounting Review Limitations

    • After manager approval, accounting cannot make any corrections to the expense report.
    • The system does not allow an approved report to be rejected and returned to a submitted status.
      • As a result, accounting must post the report and make corrections through a journal entry instead.

3. Multi-Level Approval Capability

  • Is there an option to support multiple levels of approval, similar to POS workflows?

    a. Business Need

    • A department manager may be able to approve an expense, but higher-value reports should require additional approval at a higher level.

Related to

Comments

4 comments

Date Votes
  • Seth Halvaksz

    Following. If Ryan notes these are enhancements, if Rob could enter then in Product Feedback.

  • Rob Rebman

    any update on this? Seth Halvaksz 

     

  • Seth Halvaksz

    Ok i saw you tagged Ryan Ungerboeck so assumed he saw the question.

    Ryan - can you review the above?

  • Ryan Ungerboeck

    Expense reports overall is in a version 1 or 2 state - as we wanted to see if there was sufficient demand for a lightweight expense reporting system (not to be confused with a full expense reporting / travel system, where you'll see most companies are NOT using their ERP for this but a specialty expense reporting tool).  

    So we had to draw some lines in the sand on some things and say we can't slippery slope ourselves into requests that start to try to compete with these niche solutions as the effort wouldn't justify the return.

    That said:

    1.) Document limitations - makes sense to be optionally able to do this - I just saw it as extra overhead at the time to link documents to specific items and wanted to keep it lightweight

    2.) Post Submission changes - I can see a privilege to allow users to make certain modifications to submitted items

    3.) Multi-level approval - again, we were trying to keep it a little bit more lightweight than purchase order approval process.  Was hopeful we could get away with a Submit - Approve - Post workflow that would allow for up to 2 levels of review (if approvers did not do the posting)
     


     

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