System Set Up - Upvise Expense Claims

Owned by Lisa Robb
Last updated: Nov 21, 2024
3 min read

Change log:

10/07/2023 RN 4.6.11 Sync Expense Claims as APPROVED
26/06/2023 RN 4.6.9 Credit Card Expenses

 

Workbench Expense Claims - Setup

Before you start using Expense claims in Upvise, you must complete the set-up of your Expense claim module in Workbench.

Refer to Expense Claim Setup to complete this step.

Upvise Expense Claims - Setup

After Expense claims are set up in Workbench, you can proceed to complete the Upvise setup.

  1. Firstly you will navigate to the Expense Claim Module in Upvise, and .

     

  2. Go to the 'Payment Modes' Tab

 

image-20241121-234031.png
Upvise- Expense Claim - Payment Modes

 

  1. In the payment modes tab, you need to create two payment modes

a) Employee Reimbursement

b) Credit Cards

 

Do this by clicking '+" and typing the payment mode "Employee Reimbursement" into the pop up. Click OK.

 

These payment modes are critical as the integration of expenses to workbench from Upvise is dependant on these. If you are not recoding Credit Card Expenses you do not need to set these up.

  1. The next step is to set up your

Expense Categories. Categories are activities in workbench. The category Name must match exactly the Activity Description as it is in workbench. See Example

  1. After setting up your Categories and payment mode, navigate to "

Options", set "Employee Reimbursement" in the Default Payment Mode field. You also have the option to hide payee and supplier here as well.

  1. Expense claims in Upvise use a approval workflow that is driven by user setup in "Manage Users" setting in Upvise.

You will need to decide on two things:

  • Who will be the users being "managed". These are usually standard users or managers who will just be using Upvise to lodge their expense claims.

  • Who will be the managers (the users who will be approving expense claims in Upvise, usually administrators or Managers)

  1. Select the "Manager" (this will be a manager or administrator)

  • Select the "edit" button to edit the user In the "Manage Users" field

  • Select the employees who this person will be managing. Whoever is selected, this manager will be responsible for approving the expense claims in Upvise for. Note: you can just set this to "All standard users" to make this process simpler

 

 

Sync Expenses as APPROVED:

For those using standard approval of Expense Claims (see CP “Expense Claim Approval Process”), to avoid an Expense requiring to be approved again in Workbench after it has been synced from Upvise, we have introduced a new setting to indicate that the Expense Claims will be synced as approved. Setting: “Upvise Sync Expense Claims Approved”.

 

This concludes the set up process.