Assigning Payers to Specific Groups

Purpose: Enable companies to assign a set of payers to specific groups of users, so that the payers can view and approve for payment expense reports for only the users in that group.

Benefit: Companies can automatically route expense reports to the appropriate payers in the organization.

When a group-assigned payer logs in and visits Expense, the payer can view and approve for payment only the Approved Reports from the payer's group. There is no change in the submitter's or approver's experience.

A site administrator can assign a payer to more than one group, and can assign multiple payers to the same group. See Managing Payers and Payer Groups for details.

If you have different groups of users (such as departments) that require different sets of payers or different rules, the site administrator can:

• Create a group for each group of users. See Groups Tab for Managing Groups.
• Create a configuration for each group, assign Expense rules to the configuration, and create and assign a payer set, as described in /wiki/spaces/EN/pages/12058792.

Group Enablement for Expense Types and Policies

Purpose: Enable companies to assign expense types and policies for each group.

Benefit: Companies have flexibility to configure different expense types and policies for different groups of users.

A site administrator can assign expense types and policies to one or more groups. If you have different groups of users (such as departments) that require different rules, the site administrator can: 

• Create a group for each group of users. See Groups Tab for Managing Groups.
• Create a configuration for each group, and assign Expense rules to the configuration including expense types and policies, as described in /wiki/spaces/EN/pages/12058792.

Notifying Payers by Email

Purpose: Notify payers by email of approved reports from their groups that are ready for payment approval.

Benefit: Payers don't have to be logged into Expense to be notified of expense reports awaiting their attention.

Payers receive an email notification whenever they have new Approved Reports in their queues that require their attention to approve for payment. The notification arrives once a day with a summary of all approved reports awaiting payment approval. The notification includes reports that were approved by the approver since the last notification. The submitted date for a report in the notification is the most recent submitted date, even if the report had been denied and resubmitted. The payer can click a link in the email to go directly to the Pay Reports tab in Expense.

Note: If the payer has been assigned to a group, the payer is notified only of reports from that group. If the payer has been reassigned to another group, the payer no longer receives notifications of reports from the previously-assigned group, and is blocked from approving reports from the previously-assigned group.

Deleting Transactions from the Digital Wallet

Purpose: Enable users to delete travel services and personal credit card transactions from the Digital Wallet.

Benefit: Users can delete transactions from the Digital Wallet that they don't need to expense.

Users can now delete any transaction that appears in the Travel Services or credit card sections of the Transactions tab of the Digital Wallet. To delete one or more transactions, click the checkbox to select the transactions, and then click Delete Selected as shown below. After clicking Delete Selected, the user can click to confirm deletion (or cancel the operation).

Deleting transactions in the "Amex Green Card" section of the Transactions tab.

Overriding the Currency Conversion in Expense Reports

Purpose: Enable users to override the currency conversion rate or amount when entering amounts in expense reports.

Benefit: Easily fix discrepancies between the conversion rate and receipts that show a different conversion rate.

Users can override the currency conversion rate or amount when entering amounts in expense reports so that if a discrepancy occurs between the conversion rate and what the user was actually charged, the user can change the conversion rate multiplier or the amount itself.

After making a currency selection different from the company's default currency selection, two more fields appear:

• X field (multiplier rate): This is the rate pre-populated by Expense based on the date of the transaction, or a recent date.
• Amount field: The amount converted into the company's default currency.

The user can override either field. Changing the multiplier rate automatically changes the amount, and vice-versa.

Other Enhancements 

• The screen refreshes immediately to show that the calculated amount for mileage has changed after changing the Miles Traveled field.
• Before entering attendees in an expense report for attendee tracking, the submitter is automatically added as the default attendee.
• A currency selector now appears when entering a cash advance.
• Additional profile fields now appear in payer exports.