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6Introduction Customer Tracker: Customer Tracker is a Customer Relationship Management(CRM) solution that automates your customer service processes by allowingother Tracker Suite modules electronic access to current CRM data such asCustomer Information, Contacts, Contracts, Activities and related History.All Expense Report related data is pushed to the Tracker Reports, a powerful reportingengine.SummaryThis chapter provided an overview of the Expense Tracker module and how itstreamlines the expense reporting and approval process.This chapter examined the role-based user interface Tracker Suite provides, and howthe various user roles, including Employees, Managers, Accounting and Payroll, HRand Executives interact with Expense Tracker. In the following chapters, we will take acloser look at these role-based interactions as we learn how Expense Reports arecreated, approved and processed.We also touched on the interaction between Expense Tracker and other Tracker Suitemodules, Personnel Tracker, Project Tracker, Customer Tracker and the TrackerReports. The reports available are discussed in Chapter 4. Reporting.In the next chapter, we will look at the Expense workspace and how it is utilized.Expense TrackerDocument Version 06.16.2017

Expense Tracker User Guide72. Expense Tracker BasicsIn this chapter, we will learn the basic functions of Expense Tracker that all employeesutilize in creating and tracking their Expense Reports.In the next chapter, we will look at the experience of Managers with Expense Tracker,and the exclusive features available to them to better manage the expense reportingprocess of the organization.In this section, we will review the Expense Tracker workspace, how to access it andhow to navigate within it, and how the user’s role in Tracker Suite shapes their workexperience and access privileges.For more information on setting up Expense Tracker (as well as the other Tracker Suitemodules), please refer to the Tracker Suite Base Installation Guide and the TrackerSuite Base Configuration Guide.Opening Expense TrackerTo access Expense Tracker, open a supported internet browser (IE, Chrome, andFirefox) and enter the URL that corresponds to the location of Tracker Suite on yourWeb server. By default, Tracker Suite is installed in the TrackerApps folder on your Webserver. Typically, you can access Tracker Suite by navigating tohttp://tracker/trackerapps/Depending on the web server and domain configurations, a company may accessTracker Suite differently.For example, a company using the domainwww.Bizco.com might access Tracker Suite .After opening Tracker Suite in a Web browser, you are presented with a screen similarto the one shown below.Expense TrackerDocument Version 06.16.2017

8Expense Tracker BasicsNavigatorFigure 2 - Tracker Suite Welcome ScreenTo open Expense Tracker, click the Tracker icon in the lower left corner of the screen toopen the Navigator. A menu will appear of the various Tracker Suite modules that havebeen installed. Click Expense Tracker to bring up a sub-menu of available views, suchas New Expense Report, Inbox and Outbox.The available menu items in the Navigator are controlled by the user’s role in ExpenseTracker. For example, Administrators will typically have more menu items available tothem than other users such as Managers.Following is an overview of all the menu items available in Expense Tracker, with a briefdescription. New Expense Report: For creating a new Expense Report. Typically availableto all users.Expense TrackerDocument Version 06.16.2017

Expense Tracker User Guide 9Inbox / Outbox: These are message boxes for an internal email account formanaging Expense Reports. All users have their own Inbox and Outbox. Theyare utilized in different ways, depending on the user’s role.For example:The regular Inbox/Outbox views are utilized to track the user’s saved, approved,or disapproved Expense Reports.The Accounting Inbox/Outbox views are utilized to manage Expense Reportsawaiting processing. All Expense Reports: A view of all Expense Reports in the system that have notbeen disapproved or fulfilled. This view is typically available to Managers andAdministrators. Administration Dashboard: The views and tools within this category are usedfor high-level management of the Expense Reporting process, includingadministrative dashboards as well as views of archived and cancelled ExpenseReports. Proxy Inbox: A view that will show all Expense Reports where the current useris a proxy and can approver and disapprove an Expense Report. Expense Code Templates: A view of Expense Report templates that simplifyreporting. For example, a “Per Diem” template could be created with allocationsfor meals and travel, which could be utilized by travelling salespeople or projectstaff working in the field.Expense TrackerDocument Version 06.16.2017

10Expense Tracker BasicsManaging Personal Expense ReportsExpense Tracker offers users the ability to track and review their own Expense Reportswith an easy-to-use Inbox / Outbox interface.Figure 3- The Expense Tracker Outbox The Inbox holds all Expense Reports that the user has saved but not submitted,as well as Expense Reports which have been returned to them after beingdisapproved by the user’s Manager, or Accounting. The Outbox provides links to all the Expense Reports the user has submitted thathave been approved, as well as those Expense Reports awaiting approval. TheOutbox allows users to easily track the status of their Expense Reports.Creating a New Expense ReportTo create a new Expense Report, either navigate to the New Expense Report view, orclick New Expense Report in the top menu of the Inbox / Outbox view, to open a newExpense Report.Figure 4 - A Personal Expense Report (Local Form)Expense TrackerDocument Version 06.16.2017

Expense Tracker User Guide111. Select the International Form if this Expense Report includes expenses incurredoutside the United States.2. If the time period for the Expense Report is not the default value, choose a newPeriod Start date by clicking the arrow button next to the field.3. Provide a detailed overview of the Expense Report in the Description field.4. There are a several ways to enter line items in the Expense Report:a. Enter your first expense item on the first row, select the appropriateProject, Code, Disc, Pay Type, Amount, etc. and then click the Add Rowbutton or the Insert icon (identified on the first row.). This will carry down the Date and Projectb. You can also use the Add Expense button, which bring up a form insteadof grid for entry, but will not carry down previous information unless yousubsequently click the Fill From Previous button on this form.c. You can type information directly into the line-item fields. A type-aheadfunction will generate possible values in the text fields, based on availableprojects and the configuration of Expense Tracker. Values outside ofthese parameters will not be accepted.d. If you would like to select a project or projects to charge the line itemsagainst, click the Select Project button. A window will appear with a list ofthe projects. Check the boxes next to the projects you would like to chargethe items against, and click OK. A line item will be created for each projectyou selected. If you click the Add Row button after using the SelectProject button, the default project will be the last project you selected.5. If you would like to create a new Expense Report from a template, click theSelect Template button. Creating Expense Report templates is discussed later.6. Utilize the checkbox to indicate if the line item is billable or non-billable.Expense TrackerDocument Version 06.16.2017

12Expense Tracker BasicsThe Billable checkbox may not be editable, depending onthe configuration of Expense Tracker. This is discussedlater in Expense Tracker Administration.7. The Non-Reim checkboxes mark expenses for which employees do not need tobe reimbursed.8. If the International Form is used or if the tax fields are marked to be displayed inlocal form, the columns for Tax Type and Tax Amount will be displayed. Theseare used to record the type and amount of tax charged for the expense. Thechoices for Tax Type include GST: Goods and Services Tax and VAT: ValueAdded Tax. These are defined in Company Global setup document.9. If the International Form is used, the columns for Currency and Rate will bedisplayed. Select the currency that was originally used to pay for the expenseand the exchange rate will automatically be populated from the currency profile.The default exchange rate can be edited directly on the form.10. The Receipt Total is the total amount paid for the expense in the originalcurrency.11. The Receipt Curr is also only available in the international form. The Totalcolumn displays how much the employee will be reimbursed for in the company’sdefault currency.12. The Receipt Total is the total amount paid for the expense in the originalcurrency.13. To add another line item, click the Add Row button.14. You can modify your line items using the icons on the left side of each row.Delete: Delete the entire line item.Edit: This will open the Expense Detail dialog boxfor the row, allowing you to make changes.Insert Row: This will insert a new row before thecurrent row.Expense TrackerDocument Version 06.16.2017

Expense Tracker User Guide1315. To add attachments, such as scanned receipts, open the Attachments area andeither use Drag and Drop or click the paperclip icon.16. This will open a window for adding and removing attachments to the ExpenseReport form. Once you’ve attached files and closed the Manage Attachmentswindow, the files you’ve attached will appear in the Attachments section. Clickingon the file’s hyperlink will allow you to open or save the file.17. If the user attempts to submit an Expense Report that does not satisfy theconfigured rules for validation, the user will be notified and directed to makecorrections. To avoid this, the user can click the Validate button in the upper rightarea of the Expense Report form. If all fields in the Expense Report have notbeen correctly entered then a notification outlining the errors will appear.Once the Expense Report is complete, the user may save the Expense Report for futureediting by clicking the Save or Save and Exit button, or submit the Expense Report forapproval by clicking the Submit button.If the user submits the Expense Report for approval, an email notification will be sent tothe designated approver, and it will also appear in that individual’s Expense TrackerInbox as well. The user may review their submitted Expense Report and its status intheir own Outbox.Expense Tracker may be configured to alter its approvalworkflow if a line item exceeds the maximum dailyallotment for its account code. In such a case, thesubmitted Expense Report will be sent for specialapproval from a profiled user, before continuing in theregular approval process. This is discussed in theTracker Suite Base Configuration Guide.Depending on the stage of workflow an Expense Reportis in, informative messages for each Expense Report arelisted in Inbox views in the Workflow Message column asto whose approvals are required and when to completeprocessing.Expense TrackerDocument Version 06.16.2017

14Expense Tracker BasicsCreating an Expense Report from a TemplateUsers also have the option to create a new Expense Report from a pre-configuredtemplate. This is a useful function if the user is routinely submitting similar ExpenseReports, for example, if their job responsibilities require travel on a regular basis.To create an Expense Report based on a template, the user clicks the Select Templatebutton. A dialog boxes will appear, asking the user to select the template to use (forexample, our travelling user might utilize a Per Diem or Per Diem Internationaltemplate), the period of the activity, and the cost center to charge it to. After selectingthe appropriate option, the Expense Report will be auto-populated based on thetemplate, with the amount fields left for the user to fill in.The configuration of these templates is discussed in the Tracker Suite BaseConfiguration Guide.Updating a Personal Expense ReportUsers can update their saved or disapproved Expense Reports by just clicking the linkprovided in the Inbox view, which will open the Expense Report form for editing. Aftermaking changes, the user can save, validate or submit the updated Expense Report.SummaryIn this chapter, we learned how users can manage their personal Expense Reportsusing Expense Tracker’s intuitive Inbox / Outbox interface. The Inbox makes it easy tosave and update Expense Reports prior to submission, and the Outbox simplifies thetracking of recently submitted Expense Reports and their status, as well as the review ofprevious, approved reports.We walked through the creation of an Expense Report, including how to use anInternational form if the Expense Report includes charges accrued in a foreign currency,and how the user can validate an Expense Report prior to submitting it.This chapter covered an activity that all Expense Tracker users participate in, creatingpersonal Expense Reports. The next chapter will cover the experience of Managers andAccounting in managing and processing Expense Reports.Expense TrackerDocument Version 06.16.2017

Expense Tracker User Guide153. Advanced Expense TrackerThis chapter will study the tools that users with Supervisor, Manager and/or Accountingroles may utilize to better manage the expense reporting process. We will learn how tocreate an Expense Report for another employee, how to track and review ExpenseReports in the system, and how the Expense Report approval process works inExpense Tracker.In Tracker Suite, there is usually more than one way toaccomplish any single action. The activities described inthis chapter may only illustrate one workflow from aparticular view, but the activity may be available in otherviews as well, depending on the user’s role in TrackerSuite.Creating an Expense Report for another UserUsers may be profiled in the Expense Tracker Database Setup Document to have theability to create Expense Reports for others, a useful feature when an employee isabsent on vacation or extended travel. The Database Setup Document is discussed inmore detail the Tracker Suite Base Configuration Guide.Users with this ability may create an Expense Report for another employee from theAdministration Dashboard view by clicking New Create Expense Report for Othersfrom the top menu. A dialog box will

Expense Tracker interacts with Personnel Tracker, Project Tracker, and Customer Tracker as shown in below. Personnel Tracker: Personnel Tracker provides the list of people who can submit an Expense Report as well provides other person related information like Business Unit, Manager etc. The user's Person Document also includes the