Exact Expense Management (Exact SRXP) in Exact Lightweight Integration Server (ELIS)

Introduction

Exact Expense Management saves you time when processing declarations. The solution integrates your Exact Globe+ company with the mobile app where your employees can submit expenses.

Explanation

• Conditions
• Install and configure the Exact Expense Management solution
• Configure Exact Expense Management
• Synchronised information
• Migrate Exact Globe+ master data to Exact Expense Management
• Portal usage

Conditions

To use this solution, you must meet the following criteria:

• You must have Exact Lightweight Integration Server (ELIS) installed. For more information, see How-to: Installing Exact Lightweight Integration Server (ELIS).
• You must have The Exact Globe+ products and clients installed. For more information, see How-to: Setting up client endpoints for Exact Lightweight Integration Server (ELIS).
• You have a valid Exact Globe+ license.
• You have a valid Exact Expense Management account.
• The user has administrator rights in Exact Expense Management.
• The Exact Globe+ company for which you want to perform the synchronisation must be created in Exact Expense Management.
• Every Exact Globe+ company is linked to a separate Exact Expense Management company.
• You must create a separate Exact Expense Management configuration for ELIS for every Exact Globe+ Company.

Install and configure the Exact Expense Management solution

When you have defined the Exact Globe product and client in ELIS, you must install the solution. A solution ensures that data can be synchronised between the clients.

To install the Exact Expense Management solution in ELIS, do the following:

1. Open the ELIS management console.
2. Connect to the server.
3. In the ELIS management console, click Console and select Check for updates from the drop-down menu. The overview of all available solutions is displayed in the Check for updates section.
4. Select Exact Expense Management.
   
   
5. You can see the available versions of this solution on the right-hand side of your screen.
6. Click Install in the Action column of the version you want to install. The Supported product(s) column displays to which products the version applies. For example, when you use product update 501 of Exact Globe+, select the corresponding version, and then click Install. The left panel displays the Exact Expense Management.
   

Configure Exact Expense Management

1. To configure Exact Expense Management, click Exact Expense Management in the Products section in the left panel.
2. On the right-hand side of the screen, click Add. You now see the Add new client screen.
   
   
3. Define the following:
   • Base Address - Enter the URL of the Exact Expense Management environment followed by /AP/1. For example, https://portal.srxp.com/api/1.
   • User name - Enter the user name of the user who has rights to the Exact Expense Management web services. This user must have at least administrator rights in Exact Expense Management.
   • Password - Enter the password of the Exact Expense Management environment.
4. Click Connect and then Save.
5. In the Solutions section of the left panel, click Exact Expense Management.
6. Click Add on the right-hand side of the screen.
7. Select the clients you want to use for this solution. Select Exact Expense Management and one or more clients for the Exact Globe+ companies.
   
   
8. Click Next. Enter a name and description for the solution.
   
   Define the following:
   • Company ID - Enter the company ID of the company in Exact Expense Management. You can find this in Exact Expense Management at Management > Company account > General.
   • Export format ID - Enter the ID of the Globe export format from Exact Expense Management. You can find this in the Exact Expense Management. Go to Management > Connections > Export formats.
   • Invoice synchronization status - Select the state of the expense claim that you want to synchronise to Exact Globe+. If you select Ready to Export, the system will synchronise the expense claim with the Ready to Export state to Exact Globe+, and if you select Approved, the system will synchronise the expense claim with the Approve state to Exact Globe+.
   • Item Group SRXP Categories - Leave this field blank. This field was used in the older releases but the field is still available for certain situations. If you need to configure this, use the advanced item filter under the Exact Expense Management section in the general settings in Exact Globe+.
   • Description Language - Select the language of the descriptions that must be synchronised. This applies to languages that are selected in the Descriptions in list boxes section. Go to System ➔ General ➔ Settings ➔ General settings in Exact Globe+. Description 1, is the first language from Exact Globe+, Description 2, is the second language from Exact Globe+, etc. This applies to the descriptions of items, cost centres, VAT codes, and payment conditions.
   • Schedule: repeat task every - Select how often the synchronisation is repeated.
   • Time - Select at what time the synchronisation must be performed. This schedule is used for synchronising the data between Exact Expense Management and the Exact Globe+ company. The time is only used when the repeat task is set to once a day.
9. Next, select the Activate now check box to activate the solution and click Save. You now see a message that requests confirmation about saving and activating the configuration. Click Yes to continue. For more information about activating and deactivating solutions, see How-to: Activating and deactivating solutions for Exact Lightweight Integration Server (ELIS) and How-to: Setting up client endpoints for Exact Lightweight Integration Server (ELIS).
   

Synchronised information

The following information is synchronised. In this paragraph you can read more about it.

• Company data
  
• Cost centres
  
• Items
• VAT codes
  
• Payment conditions
  
• Financial entries

The entries are synchronised from Exact Expense Management to Exact Globe+, and the master data mentioned below is synchronised from Exact Globe+ to Exact Expense Management.

Note: As of release 502SP4, attachments will not be automatically synchronised to Exact Globe+. There will be an option for you to choose if you want the attachments to be synchronised automatically. 

Company data

Note:

• Only the synchronisation of updates of company data from Exact Globe+ to Exact Expense Management is supported.
• Creation or deletion of company data in Exact Expense Management is not synchronised to Exact Globe+.

Cost centres

Note:

• For synchronisation to be successful, you must define the Description language field in the ELIS configuration.
• There is no immediate change to Establishments in Exact Expense Management if a cost centre in Exact Globe+ is recoded. The change will be reflected only after the next edit of a
  
• Cost center field in Exact Globe+.
• If the status of a cost centre in Exact Globe+ is set to Inactive, the establishment in Exact Expense Management will be deleted.
  

Items

Note:

• There is no immediate change to the Category in Exact Expense Management if an Item in Exact Globe+ is recoded. The change is only reflected after the next edit of an Item field in Exact Globe+.
• The item group specified in the ELIS configuration must be the same as te item group that is linked to the items. If these are different, the items will not be synchronised.
• The Item code field is only mandatory when an item is to be included in the purchase entry. When an item doesn’t have to be included in the purchase entry, it is sufficient to create a category in Exact Expense Management as long as the same value exists as a GL account in Exact Globe +.

Note:

• If the status of an item in Exact Globe+ is updated to Active, this creates a new category in Exact Expense Management.

VAT codes

Note:

• There is no immediate change to a VAT percentage in Exact Expense Management if the VAT code in Exact Globe+ is recoded. The change is only reflected after the next edit of a VAT code field in Exact Globe+.
• Synchronisation to Exact Expense Management will only happen if the VAT type field in Exact Globe+ is specified as Including.
• VAT with three decimal points and above will be rounded up to two decimals in Exact Expense Management.

Payment conditions

Note:

• There is no immediate change to a Payment method in Exact Expense Management if the Payment condition in Exact Globe+ is recoded. The change is only reflected after the next edit of a Payment condition field in Exact Globe+.
• The synchronisation of payment conditions is only done when you click Save in the maintenance of the payment condition (so not in the detail screen of the maintenance of the payment condition).

Financial entries

The following field are synchronised as purchase entry from Exact Expense Management (Submit ➔ New expense) to Exact Globe+:

Note:

• To ensure the transactions can be synchronised, the export format must be available in Exact Expense Management. You can find the standard export format at Management > Connections > Export formats > Globe. You can further adjust these in Exact Expense Management according to the required invoice format as long as the end result is a valid XML file. However, you must set Free text 5 as Expense ID for synchronisation purposes and you must disable the Mark exported reports as 'Processed' option. You can use the other fields in the table above as a guideline.
• In the event where Exact Expense Management records multiple expense claims with different expense claim types in one report, Exact Globe+ will create separate purchase invoices per type.
• If there is an error with the master data during synchronisation, the unsuccessful expense claim entry will remain in the Approved status. You must rectify the error before the status can change to Processed. The error message will be captured in ELIS Integration Console.
• If an expense claim was submitted using a currency other than EUR, during synchronisation, Exact Globe+ will create a purchase invoice with the equivalent value in EUR (according to the exchange rate as recorded in Exact Expense Management).
• If an expense is of VND (Non-deductible VAT) VAT type, during synchronisation, Exact Globe+ will still create a purchase invoice with a normal VAT line.
• If an expense claim was submitted with a negative amount (such as to rectify overcharging), during synchronisation, Exact Globe+ will create an entry with the negative amount accordingly. If there is more than one expense claim, the net effect of the total claims will determine the type of purchase invoice type Exact Globe+ (purchase credit note or purchase invoice).
• If an expense claim was recorded with a VAT amount but the Exact Globe+ company doesn’t have VAT enabled, during synchronisation, no VAT amount entry will be recorded in the purchase invoice of Exact Globe+.

Migrate Exact Globe+ master data to Exact Expense Management

When you install the Exact Expense Management solution, ensure the new and modified information is synchronised. You can use the synchronisation in the general settings in Exact Globe+ administration to synchronise the existing data. The existing data are only activated if the add-on is activated in ELIS.

In the Exact Expense Management section of the general settings, you can define which master data you want to synchronise. Use the filter to make your selection. Click the icon to start the synchronisation.

Using an SQL statement, you can select which master data to synchronise from the table and column. This can be up to a maximum of 255 characters.

Example: Only cost centres that start with “001” have to be synchronised: kstpl.kstplcode like '001%'

If you do not define filter criteria, the master data is synchronised based on the default criteria. For more information, see Which information is synchronised?.

Click the icon to start the synchronisation. If you close the settings during the synchronisation, the synchronisation will stop. The synchronisation won't resume when you open the settings again, so you'll have to restart the synchronisation by clicking again. The icon is disabled during the synchronisation. Once the synchronisation is done, the icon will be enabled again.

Portal usage

Submitting receipt expenses through the portal

1. Log in to the portal.
2. The inbox is displayed.
3. Click New expense.
4. Click Receipt.
5. Select the picture of the receipt.
6. Select a category.
7. Enter the amount.
8. Select the payment method
9. Click Save.
10. The expense is now added to the inbox.
11. (Optional) Add more expenses.
12. Select one or more expenses and click Add to report and New report to add the expenses to a report.
13. Select the expenses in the form and click Submit.
14. Select the approver and click Submit.

Submit milage expenses through the portal

1. Log in to the portal.
2. The inbox is displayed.
3. Click New expense.
4. Click Milage.
5. Select a start and end location to adjust the route.
6. Indicate if it was a return route. You will now see the distance and the amount that will be reimbursed.
7. Click Save. The expense is now added to the inbox.
8. (Optional) Add more expenses.
9. Select the expenses and click Add to report and New report to add the expenses to a report.
10. Select the expenses in the form and click Submit.
11. Select the approver and click Submit.

Approving expenses through the portal

1. Log in to the portal.
2. Go to the form overview.
3. Check if all expenses are complete and correct.
4. Click Approve to Approve the form or click Reject to reject the form. When you reject a form, you must provide a motivation.

Note: You always reject the entire form and not just one expense.

Related documents

• Getting started with Exact Lightweight Integration Server (ELIS)