Expenses in Enterpryze is designed to help staff capture and manage day to day expenses and mileage. The process uses the SAP Business One Purchase ledger to manage these transactions. Each user is setup as a supplier in SAP Business One and the expenses post to that supplier account. In the case that the employee has a company credit card then they are setup with 2 supplier accounts. One for their out of pocket expenses and one to be reconciled against the credit card statement.

Within the expense module there are a number of setting.

  • Assigning an Enterpryze user to an SAP Business One Supplier account – or 2 accounts if they have a company credit card
  • Setting up expense types with default GL account postings and tax rates if applicable
  • Mileage rates

Expenses can be added through the mobile apps or via the browser.

Once an expense is added it requires approval form the manager. Once approved the expense is added to a draft (Enterpryze draft) Purchase invoice for that employee. The finance team can then review that draft transaction and amend the posting details. Once reviewed it can be posted to SAP Business One directly.

There are 3 key screen for expenses

Creating Expenses – receipts, mileage and view of My expenses

Expense posting – review of expenses for finance users

Expense review screen – reporting tool to analyze company expenses

Key Features

Save time Managing Expenses and mileage

Ensure expense approvals are managed accurately

Ensure Audit compliance on expenses and petty cash

No need to store paper based receipts

Ensure accurate posting of expenses to correct GL account, cost centre and company

Assign Cost centres to employees

Easily report on company wide expenses

See potential duplicate expenses

Reassign approval to different user

Tag expenses as billable to customer

Reclaim taxes automatically (if applicable)

See expense number in SAP Business One for audit purposes

Automatic posting of currency gains and losses against expenses in SAP Business One

Manually set exchange rates or foreign / home currency amounts

Post expenses to multiple SAP Business One Databases / companies

Reconcile credit card statements against Employee supplier accounts

Mobile App

Enterpryze Expenses captures receipt and mileage information and provides the user with key information on the status of their expenses. The Expense app works offline allowing users to enter their expenses without internet access.

New Features

  • Allows the capture of multiple images per expense
  • Auto calculates mileage distance from start to end point
  • Converts foreign currency receipts
  • Assign expenses to project codes in SAP Business One
  • Enterpryze Analyze Dashboards
  • View outstanding, approved and rejected expenses
  • Post to multiple SAP Business one databases

New Features

  • Differentiate company credit card and personally paid expenses.
  • Auto populate expense location
  • Assign expense to expense type
  • Enter expense or mileage prupose
  • Approve expenses from the app
  • Receive notification of expenses to be approved
  • Email expense for approval
  • Save expenses to draft