Expense Management - Unanet Technologies
Expense Management - Unanet Technologies
Expense Management - Unanet Technologies
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<strong>Unanet</strong> Annual Customer Meeting<br />
<strong>Expense</strong> <strong>Management</strong><br />
May 5, 2011<br />
Stephanie Picardi, PMP<br />
Director of Customer Account <strong>Management</strong><br />
spicardi@unanet.com
Today’s Agenda<br />
Overview of <strong>Unanet</strong> <strong>Expense</strong> Features &<br />
Benefits<br />
Processes Support by <strong>Unanet</strong> <strong>Expense</strong><br />
Recent Enhancements<br />
Configuration of Data Elements<br />
Copyright © 2011 <strong>Unanet</strong> <strong>Technologies</strong> 2
Web-based and integrated with the timesheet<br />
<strong>Unanet</strong> <strong>Expense</strong> Features<br />
Configurable approvals with e-mail event notification<br />
Real-time reporting on expenses<br />
Approval history on expense report<br />
Allocate expenses across multiple projects<br />
Multi-Currency, Per Diems, VAT/GST<br />
Electronic attachments, including receipts<br />
Enter one expense report for multiple projects<br />
Increase speed and accuracy of reports using data from AMEX and<br />
other credit cards on reports<br />
<strong>Expense</strong> Requesting supports pre-authorization for travel and PR/PO<br />
processes<br />
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Initial Setup & Maintenance<br />
<br />
Initial Setup<br />
1. Setup Company-Specific <strong>Expense</strong> Types and Policies<br />
2. Map <strong>Unanet</strong> <strong>Expense</strong> data elements to Accounting and Payroll<br />
3. Update People, Managers, Projects, and properties for <strong>Expense</strong>s<br />
4. Import/setup Approval Groups<br />
5. Import Latest Per Diem Data<br />
<br />
Periodic / Ongoing Process<br />
1. Import AMEX KR-1025 or Generic Credit Card file<br />
2. Import Latest Per Diem Data<br />
3. Review <strong>Expense</strong> Report Status<br />
4. Audit Receipts and Enter Approval for “Completed” Status<br />
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Integration<br />
Accounting /<br />
Payroll<br />
Import Other Direct Costs<br />
Export Employee Entered<br />
<strong>Expense</strong>s for Invoicing and<br />
Reimbursement<br />
<strong>Unanet</strong><br />
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Processes<br />
Travel and Employee Reimbursement of<br />
<strong>Expense</strong>s<br />
PR/PO Process<br />
Travel Request/Authorization<br />
Subcontractor Invoicing<br />
Project <strong>Expense</strong> <strong>Management</strong><br />
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Project Status –with <strong>Expense</strong>s<br />
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<strong>Expense</strong> Planning<br />
Plan expenses by type by period. Multiple expenses per type are allowed<br />
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<strong>Expense</strong> Planning<br />
See expense plans on Summary tab, by Task, By <strong>Expense</strong> type or both<br />
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Customer Request<br />
To<br />
Project Manager<br />
PM Generates<br />
<strong>Unanet</strong> <strong>Expense</strong><br />
Request using<br />
Purchaser ID<br />
(alternate)<br />
PM Submits<br />
Request<br />
for Approval<br />
(approval group<br />
Defined)<br />
Purchasing<br />
Approves<br />
Request And<br />
places Order for<br />
Goods<br />
Person<br />
Approval<br />
Group<br />
(Purchasing<br />
Mgr>Finance)<br />
Purchase Req In <strong>Unanet</strong><br />
Material<br />
Received<br />
And<br />
Verified<br />
Project<br />
Approval<br />
Group<br />
(Customer>PM)<br />
PM attaches<br />
Receiving doc<br />
With Inuse<br />
<strong>Expense</strong> Report<br />
(Approved ER)<br />
PM submits the<br />
<strong>Expense</strong><br />
Report for<br />
approval<br />
COMPLETED<br />
<strong>Expense</strong><br />
Report is<br />
exported to AP<br />
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Subcontractor Invoicing<br />
Vendor Billing<br />
Clerk initiates<br />
<strong>Expense</strong> Report<br />
Subcontractor<br />
Labor/Invoice <strong>Expense</strong><br />
Type is charged and<br />
documentation is<br />
attached<br />
VBC Submits<br />
<strong>Expense</strong> Report<br />
for Approval<br />
(approval group<br />
Defined)<br />
Person<br />
Approval<br />
Group<br />
(Contracts<br />
Mgr>AP)<br />
Project<br />
Approval<br />
(PM)<br />
COMPLETED<br />
<strong>Expense</strong> Report<br />
is exported to<br />
AP<br />
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Recent Enhancements<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<strong>Expense</strong> Planning & Budgeting<br />
Additional Mileage Rate Wizard<br />
Default Project Type option in <strong>Expense</strong> Report<br />
Per Diem Overage line item<br />
Import for Major Credit Cards (v9.2.13)<br />
<strong>Expense</strong> Detail Reports can show Voucher Number (v9.3)<br />
Hide Project Type Drop Down (v9.3.3)<br />
Control whether Imported Credit Card Items can be deleted (v9.3)<br />
Customer Approver can now optionally see receipt attachments and approval history<br />
(v9.3)<br />
Restrict <strong>Expense</strong> Types by Project (v9.4)<br />
M&IE Unallowable (v9.4.2)<br />
<strong>Expense</strong> Type Mark up (v9.4)<br />
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<strong>Expense</strong> Type Markup<br />
Define <strong>Expense</strong> Type Markups at System-Wide or Project level<br />
Billable Amounts with Markup Appear on Reports and in Exports<br />
Copyright © 2011 <strong>Unanet</strong> <strong>Technologies</strong>
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