DOCUWARE TRAVEL AND EXPENSE

Transcription

1 DOCUWARE TRAVEL AND EXPENSE

2 Go To Webinar Info You will find the PDF Presentation on the control panel You can open and save the PDF Everyone will be in silent mode You can ask questions by keying them into the questions box from the control panel I will look for questions after each slide of the presentation You can raise your hand by clicking the hand icon by your name in the Attendees section of the control panel I will unmute to allow you to ask your question I will look for raised hands after each slide of the presentation

3 PURPOSE

4 Purpose Automating Travel and Expense Reporting Process Now completing the expense reporting process is just a click away. Ensures that you never have to manually create an expense report again! Time savings is now achieved for you, the employee, the approvers and finance through this new automated workflow. Compliance risk is reduced through ensuring correct classification of expenses along with the submission of appropriate receipts, as well as the ability to report on expenses easily to auditors. Just review, allocate, submit, and you're done!

5 AGENDA

6 Agenda Travel and Expense New Card/New Process DocuWare New Platform Logging into DocuWare Downloading PaperScan App Storing Receipts into Document Tray Submitting a Transaction Expense Report Approver

7 TRAVEL AND EXPENSE

8 Travel and Expense New Card/New Process New Card - New Cycle Nordea Diner s Club Master Card Cycle runs from the 20 th of the month thru the 19 th of the next month New Process Automated Workflow Posted Transactions will auto load into DocuWare daily by 2pm Transaction Owner will receive an notification to review, allocate and submit the transaction(s) Transaction Owner is DONE!!! At cycle end All transactions are batched by Charge to Business Unit to create an Expense Report for each Charge to Business Unit Each Expense Report is then routed to the Business Unit Owner for approval Business Unit Owner reviews, approves or modifies and approves Expense Report and Stamps it for audit purposes Approver is DONE!!! All of the cycle transactions then get loaded into JDE for Finance to reconcile with Nordea Bill

9 Travel and Expense - Required Approval Required Initial Approval: Business Unit Owner will always approve an expense report If it s their own, expense report will be escalated to their supervisor If approver s approval limit is lower than the expense report total, then a conditional second level approval is required Secondary Approval: After first level approval, the business unit owner s supervisor will be the secondary approver Conditional Secondary Approval of expense report will go to the approver that meets the approval limit A notification will be sent to the business unit owner to let them know that their supervisor/ supervisor s supervisor/ or CFO will be approving the expense report Required CFO Approval for Reports $10,000 and higher: CFO approval is required for all expense reports equal to or greater than $10,000 A notification will be sent to the business unit owner to let them know that CFO will be approving the expense report

10 Travel and Expense Escalation Schedule for Export Activity Credit card statement closes on the 19 th 0 Day Cardholder completes transaction coding All expense reports must be approved FD escalation HQ escalation Transaction entered into JD Edwards Approval Levels Example 19 th Business Days 19 th Business Days 19 th + 5 Business Day 19 th + 6 Business Days 19 th + 6 Business Business unit owners must approve expense reports that effect their P&L Secondary approval required if amount higher than initial approvers limits CFO approval required when expenses in a BU is $10K or greater Direct supervisor approval not required if expenses are for other business units Example: In July an IT manager traveled to Business Unit A & C spending $3K servicing Unit A and $11K at Unit C BU Manager A $2,500 limit BU GM A $5,000 limit BU Owner B BU Owner C $10,000 limit Expense Report Submitter $3,000 $0 $11,000 Approval Required Yes Yes No Yes & CFO In the example above the supervisor, business unit A manager and GM, business unit C manager and the

11 DOCUWARE

12 What is DocuWare? DocuWare is a Document management software Platform that allows users to electronically manage, store and share documents, regardless of format. Provides fast and transparent processes from capturing to longterm archiving. Documents are immediately available for all authorized people at any time and from any location.

13 DocuWare Terms Document Tray - A holding place for Items scanned or imported into DocuWare but not yet stored File Cabinet Electronic storage library for all types of documents from any source per process Standard Search Dialog - Search in the file cabinet and print the retrieved documents based on the individual user rights Tasks based on workflow a list of workflow activities/assigned documents to be processed by the user Index Entry a designated field in the file cabinet containing meta data used to identify a document so you can search for it in DocuWare and can viewed and edited by the user Metadata - is "data that provides information about other data Viewer window to open and view the document Workflow automatic scheduled process Wild Card (*) used for Searching Fills in beginning or end of a string to search The star alerts DocuWare that characters are missing

14 DocuWare and Travel and Expense Terms QR Code a Quick Response code is a type of 2D bar code used to provide access to information through a mobile phone device. MCC Code is a four-digit code assigned to a business by credit card companies and reflects the primary category in which the merchant does business Business Unit Owner is the person responsible for the cost center s budget, revenue and expenses Charge to Business Unit is the cost center that will be incurring the expense

15 LOGGING INTO DOCUWARE

16 Logging into DocuWare How to log into DocuWare How to change your Password How to find the QR Code

17 LOGGING INTO DOCUWARE Open up the Internet Explorer Browser IE Requirements Must have IE 10 or higher to accept login credentials If your computer has IE9 or lower, please submit a help desk ticket to get the latest version installed

18 Changing Password Click on chevron by login name to open DocuWare Menu Click on Settings to open Settings Window Click on Link to change password

19 PAPERSCAN MOBILE APP

20 Downloading PaperScan App This webinar will show you: How to download the necessary Mobile App PaperScan App How to configure the App to DW How to set the Auto Delete function within the App How to scan a receipt using the App

21 PAPERSCAN MOBILE APP Downloading Paperscan APP onto Mobile Device From GooglePlay for Android AppStore for I-Phone From your handset, find the 'App Store' icon and tap it to access the store.... The App Store will display a list of matching apps. Select the PaperScan App and click on the download button to load the App onto your mobile device. A new icon depicting the app you're downloading will be displayed on your device's desktop screen, along with a progress bar. Once the download is complete, the App is available to use and can be found on your mobile device s desktop screen. The App will then need to be configured to your DocuWare account.

22 PaperScan App Main Window Main Window Top Left Corner MENU Settings Help Import Top Right Corner TOOLS Delete Rename Crop Bottom Left Corner ADD Button Press to Scan a new receipt Bottom Right Corner UPLOAD Button Send Receipt to Document Tray

23 CONFIGURING MOBILE APP LOG INTO DOCUWARE TO GET QR CODE

24 CONFIGURING MOBILE APP cont. OPEN PAPERSCAN APP ON MOBILE DEVICE GO TO SETTINGS FROM THE MAIN SCREEN CLICK ON SETTINGS CLICK ON DOCUWARE LOGIN CLICK ON THE QR CODE ICON CAPTURE THE QR CODE WITH MOBILE DEVICE KEY IN PASSWORD AND CLICK CONTINUE

25 CONFIGURING MOBILE APP cont. AUTO DELETING AFTER UPLOADING GO TO SETTINGS FROM THE MAIN SCREEN CLICK ON SETTINGS GO TO DELETE UPLOADED TURN ON THE AUTOMATICALLY BUTTON Click Done

26 Scanning Receipt Via Paperscan App OPEN THE PAPERSCAN APP TO CAPTURE AN IMAGE OF THE RECEIPT AND CLICK ON THE ADD BUTTON CLICK ON RENAME ICON KEY IN THE RECEIPT NAME AND AMOUNT TO SCAN RECEIPT LAY THE DOCUMENT ON A HIGH-CONTRAST BACKGROUND WITH DOCUMENT AND FLATTEN IT AND CLICK ON THE SHUTTER BUTTON TO CAPTURE THE SCAN ADJUST THE BLUE BOX AROUND THE SCAN TO CROP SACAN AS NEEDED THEN CLICK ON THE CHECK MARK ON THE TOP RIGHT CORNER CLICK DONE CLICK THE SHARE BUTTON AT THE TOP RIGHT CORNER CLICK ON THE DW QUICK STORE TO UPLOAD SCAN TO YOUR DOC TRAY THEN CLICK ON THE PAPERSCAN ICON ON THE TOP LEFT CORNER TO GET BACK TO THE MAIN SCREEN CLICK ON TOOLS ICON TO RENAME RECEIPT

27 Scanning Receipt Via Paperscan App

28 Importing Receipt to Document Tray

29 Storing Receipts into Document Tray How to store receipts/documents into the Document Tray Scanning from PaperScan App Drag and Drop from Computer Desktop or Folder Import From Computer Desktop or Folder

30 Importing Receipt to Document Tray Each user can import documents from the file system or the desktop into the document tray OR Drag and Drop into Document Tray Screen Click on Import Icon found in the Document Tray Screen

31 SUBMITTING A TRANSACTION

32 Submitting a Transaction Transaction Owner: How to Submit a Transaction HOW TO VIEW THE TRANSACTION FROM THE TASK LIST HOW TO ATTACH RECEIPT TO THE TRANSACTION FROM DOCUMENT TRAY HOW TO CODE/ALLOCATE EXPENSE WITH VIEW OF RECEIPT Meal MCC Transaction Codes default to Meeting Meals Requiring additional info MCC Transaction Codes default to Other when criteria does not match ISS Categories Require a Sub-Category to be selected SUBMITTING TRANSACTION WITH RECEIPT SUBMITTING TRANSACTION WITHOUT A RECEIPT

33 DW Submitting a Transaction STEP BY STEP PROCESS OF EXPENSE ALLOCATION PER TRANSACTION notification will be received through Outlook From Task List - Attaching Receipt to transaction From Receipt Attached View Validating the Charge to Business Unit Validating the Pre-Populated Category Keying in additional information for a meeting meal Selecting Sub-Category for an Other Category Transaction

34 DOCUWARE - TASK LIST VIEW

35 DOCUWARE - CLIPPING RECEIPT

36 DOCUWARE - ALLOCATING EXPENSE

37 Transaction - Other Category

38 Transaction Meeting Meals

39 EXPENSE REPORT APPROVER

40 Expense Report Approver The Expense Report Approver/ Business Unit Owner: How to Review the Expense Report How to Approve the Expense Report Approve without changes Modify and Approve the Expense Report Stamping the Approved Expense Report

41 Expense Report Approver APPROVING EXPENSES LOG INTO DOCUWARE TASK LIST VIEW SHOWS EXPENSE REPORT(S) PENDING APPROVAL

42 APPROVING WITHOUT CHANGES

43 MODIFYING TO APPROVE

44 APPLYING THE APPROVAL STAMP

45 SEARCHING FOR EXPENSE REPORT

46 APPROVED EXPENSE REPORT WITH STAMP

47 P-Card Request Form P-Card Request Form can be accessed on the DocuWare in Gateway Log In Credentials:

48 Thank You! Questions? Contact ISS Help Desk via Gateway

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