WAP Help and User Guide Expenses Module


Table of Contents

1. Pre-requisites

1.1. Purchase Ledger Account Links to User Setup

1.2. Distance Calculator - Obtaining a Google API Key

2. Obtaining a Google API Key

2.1. Creating and configuring Google API key

2.2. Linking Google API Key and WAP

3. Expenses Type Configuration

3.1. System Expense Item Types

3.2. User Expense Item Types

3.3. Expense Item Type Allocation Wizard

3.4. Edit Per User

3.5. Copy from one user to another

3.6. Import from CSV

4. Mileage Configuration

4.1. Fuel Rates

4.2. Vehicles

4.3. User Vehicle Allocation

4.4. User Mileage Configuration

5. New Expense

5.1. Add Expense Items

5.2. Linking an Expense Claim to a Requisition

5.3. Expense Details

5.4. Add Mileage Lines

5.5. Mileage Favourites

5.6. Submitted Expense

6. Existing Expenses

7. Approve Expenses

8. Credit Cards

8.1. Credit Card Setup

8.2. Allocating Cards to Users

8.3. System Settings for Manual Credit Card Claim

8.4. Entering a Company Claim Manually

9. Importing Credit Card Transactions from Bank .csv

9.1. Template Configuration

9.2. User Type Setting for using Credit Card Statement Import Functionality

9.3. System Settings for using Credit Card Statement Import Functionality

9.4. Importing Credit Card Statements

9.5. Users Completing Imported Expense Claims

10. Subsistence

10.1. System Subsistence Settings

10.2. User Subsistence Settings

10.3. Enabling Subsistence Expense Types

10.4. Subsistence Grades

10.5. Subsistence Countries

10.6. Subsistence Rates

10.7. Enter Subsistence Expense Claim

11. Subsistence Incidentals

11.1. System Setup of Subsistence Incidentals

11.2. User allocation of Subsistence Incidentals

11.3. User claiming Subsistence Incidental

12. Expense Meetings

12.1. Meetings System Settings

12.2. System Setup of Meetings

12.3. User Allocation of Meetings

12.4. Linking Expense Types to Meetings

12.5. User Claiming Meeting Expense

12.6. Expense Vouchers

13. Reports

14. Configuring Email Reminders

15. Settings

15.1. Functionality Tab

15.2. Mileage Tab

15.3. Subsistence Tab

16. Expense Approval Stages

16.1. Expense Header

16.2. Expenses Line

17. Enable Module


Product overview

Help and User Guide maintained for WAP version v201x.17.0.108 and upwards


This WAP Help and User Guide will take you through all the settings and features of the Expenses module.  The module is designed to allow users of the WAP system to create, submit and approve expense item and mileage claims.  The WAP Expense Approval module supports processing of expenses in other currencies with conversion based on the Sage system exchange rates.

The module allows users to enter and approve Expense items and Mileage claims.  Each user is linked to a designated Purchase Ledger account in each associated company that they may claim from, and approved expenses are posted to the PL account.  If VAT is relevant to an expense claim being processed, the VAT handling is covered as part of the invoice processing, without any additional journals.

It is recommended that a new payment group for expense type Purchase Ledger accounts is created in Sage; all the associated expense accounts can be put in this group so that all expenses are paid in one PL payment run.  These can be linked to cheque or BACS payment methods.

Document Management Users

Expense receipts can be attached to the expense claim which will be filed within your document management solution from Sicon when the expense is approved and posted to Sage 200.

Multi-Currency

The WAP Expense module supports processing of expenses in other currencies with conversion based on the Sage system exchange rates.


1. Pre-requisites


1.1. Purchase Ledger Account Links to User Setup

When setting up each user, it is required to specify which Sage companies they have access to.  Within each company they are able to make an expense claim an Expense Purchase Ledger account will need to be configured.  Once the Purchase Ledger accounts are setup in Sage, link the WAP users to their PL accounts by accessing either User Setup – Company Access or User Setup – Users – Company Access tab.

Select the Expenses tab and click Edit for the required company to configure user accounts for, search and enter the appropriate supplier account to use for expenses.  If Sicon Job Costing or Sage Project Accounting is configured in System Settings, the user needs to be set up in Sage 200 as either a Resource or Employee and their name selected in the Resource box within this screen.

NB:  it is important to click Update to retain the information before closing the screen.


1.2. Distance Calculator - Obtaining a Google API Key

A Google API key is required to use the Google Maps calculator for mileage claims, please see section Obtaining a Google API Key to link explaining how to obtain the API key.  The API key will need to be entered into WAP System Settings – System Settings – Misc tab – Functionality – Google Maps API Key.


2. Obtaining a Google API Key

A Google account is needed in order to generate an API key; https://accounts.google.com/SignUp?hl=en

N.B. an additional fee will need to be paid if your organisation hits the limit per day with Google.  Please see below for pricing structure; it is free up to 25,000 map loads per day.  The below information is correct as of 08.05.2017.  Please refer to https://developers.google.com/maps/pricing-and-plans/ for further information.


2.1. Creating and configuring Google API key

If your organisation is using Google Business Apps, the administrator will need to enable API access first.  To do this, open the Admin console, click the Security icon (this may be located in the more controls section at the bottom of the screen).  Click on API reference and check the box next to Enable API Access and save changes.  At this point it is possible to enable the required APIs through the developer console, please find Google notes on generating API keys; https://developers.google.com/maps/documentation/javascript/get-api-key#key

Log into the Google API console using the created Google Account, a prompt will appear to create a new Project – enter a suitable project name (i.e. organisation name), the project name can be changed at a later stage if required.  There will be a prompt to enter credentials:

Google API - WAP Expenses - Add credentials to your project

Follow the link to create an API key and enter a description; any description e.g. Organisation Name API can be used.

Once created, the text string of the API key will be shown; take note of this as this key will need to be configured in WAP.

Specific APIs will need to be enabled from the Google API library.

Select the item from the list and enable the API.  WAP requires the following to be enabled:

  • Google Maps Direction API
  • Google Places API Web Service
  • Google Maps JavaScript API
  • Google Maps Geocoding API
  • Google Maps Distance Matrix API

Usage can be monitored to see if the quotas are being exceeded by viewing the dashboard.


2.2. Linking Google API Key and WAP

The API key will need to be entered into WAP System Settings – Misc tab – Functionality – Google Maps API key.

It is also possible to state after how many characters have been entered on the maps function should Google start searching; i.e. in the below example this has been configured as 3 so a search will begin once three characters have been entered in the search.


3. Expenses Type Configuration


3.1. System Expense Item Types

Expense types need to be configured in System Settings before expense claims can be made.  There is no limit to the number of expense types that can be added, and expense types can either be linked to a Sage Company or unlinked (and therefore available across all Sage Companies linked to WAP).

To add an expense type, click ‘Add a new Expense Item Type’, enter the name, a Sage Company if it is to be linked to a Company, a maximum claim amount and a note if required.  If the new expense type is linked to a Sage Company, a default nominal code and tax rate can be entered if required (i.e. if all users expense claims will post through to one nominal, a default can be set here rather than against each user).

Mileage and Domestic and Foreign Subsistence expense types are System defaults and cannot be edited or deleted.


3.2. User Expense Item Types

Once expense types have been created they need to be assigned to users along with the nominal code to use; if different nominal codes will be posted to depending on the user who enters the claim, and the default tax rate; this is done in User Setup – Expense Item Types.  Users can be allocated multiple nominal codes per expense type if required.


3.3. Expense Item Type Allocation Wizard

Choose the expense type to edit, choose the users affected, and select the correct Company, Tax rate, a maximum claim amount if applicable, a memo if applicable, and whether the expense type is selectable.  Nominal codes are also allocated; multiple nominal codes can be allocated if required with one set as a default.  The user will then be able to select from these nominal codes when entering an expense claim.


3.4. Edit Per User

Use this to see what expense item types have been allocated to a user or add, edit or remove an expense type.  System expense types will be displayed but can be ignored if not applicable, i.e. subsistence claims.  Mileage is an expense type so before a user is able to enter mileage claims they must be allocated a default nominal code and tax rate (if a default was not allocated against the Expense Type).  Make sure that after any amendments are made against an Expense Type, the changes are Updated and then Saved.


3.5. Copy from one user to another

Select the user to copy from and the user to copy to from the drop down menu boxes and click Copy.  Only users who are not marked as leavers and allowed the ability to login will appear in the drop down lists.


3.6. Import from CSV

A CSV template can be generated, completed and imported to allocate expense types to users with the correct nominal codes, tax rates, maximum claim amounts and memos.  When importing there are a couple of options for how to proceed if there is already expense types or nominal codes allocated to a user.

Expense Item

  • Stop Import: validation will fail for the import to be corrected to remove any duplicated data.
  • Replace Existing: if the user expense item already exists for the specified User and Expense Item, the details such as Tax Rate, Memo and Selectable flag will be set to the import values.  Nominals and other User Expense Items will remain unchanged.

Nominal

  • Stop Import: validation will fail for the import to be corrected to remove any duplicated data.
  • Append Only: if nominals are found in the import that aren’t already allocated, they will be added.  Existing nominals won’t be removed.  The default nominal will be changed if one is specified in the import.
  • Replace Existing: if one or more nominals are found in the import file for a User Expense Item, all nominals for that User Expense Item not found in the import will be removed and the ones specified in the import for the given expense Item will be created.
  • Clear All: if this option is selected, All nominal allocations will be removed for All users and All Expense items prior to the import.  The User Expense Items will remain unchanged.

4. Mileage Configuration

Prior to mileage claims being submitted, configuration on vehicles, fuel rates and default mileage nominal codes will be completed.


4.1. Fuel Rates

Fuel rates are configured in System Settings – Fuel Rates.  A pre-configured list of rates will be created during the install process and these will reflect the current rates as defined by HMRC.  These rates can be edited in accordance with your organisation’s policy or new rates added as required.  These rates do not get updated automatically if changed by HMRC.

Add a new fuel rate.

To add a new rate, expand Options and select Add New Fuel Rate.  Enter a name for the rate, select a vehicle type, fuel type and country (if applicable).  Once the details have been confirmed, click Save.

Add a rate change and cut-off

If the amount to be paid is changing (i.e. if from 01.09.2017 then 48p per mile is to be paid rather than 45p per mile), add a rate change on the applicable rate.  Expand the fuel rate by clicking the arrow to the left of the rate and click ‘Add Rate Change’.  Select from the calendar the correct start date, enter a fuel component figure and passenger figure (if applicable).

To enter pence per miles values, click ‘Add Cutoff’.  There must be a rate beginning at zero.  Enter as appropriate the figures; in the below example up to 10,000 miles the pence to be paid is 48p, and after 10,000 miles the pence to be paid is 28p per mile.  Make sure to ‘Update’ the rate values once entered correctly.


4.2. Vehicles

Company (and Private vehicles if required) are added onto the system here.  Once mileage claims have been made against a vehicle it cannot be deleted but limited fields can be edited.

Registration:  the registration of the vehicle; this is used throughout the system to identify the vehicle.

Description:  if required, extra information can be entered here about the vehicle.

Fuel Rate:  the rate is selectable from a drop down list of preconfigured rates.  Once mileage has been claimed for a vehicle the fuel rate cannot be amended.

Fuel Type:  the fuel type is selectable from a drop down list of preconfigured system values.  Although “Any” is a valid option, it is recommended that the correct fuel type is selected.

Engine Capacity:  a free text field to enter the engine size.

Delivery Mileage:  free text field to enter the total mileage the vehicle had at the point of creation.

Business Mileage:  this field is automatically calculated based on mileage claims entered against it through the WAP system.

Personal Mileage:  this field is automatically calculated based on mileage claims entered against it through the WAP system, if ‘Record Personal Mileage’ is enabled within System Settings.

Total Mileage:  this field is automatically calculated by combining the business and personal miles.

In Service:  this can be used to stop a vehicle being selected for mileage claims.  Once claims have been entered against a vehicle, it cannot be deleted.


4.3. User Vehicle Allocation

All users will have access to a private car to put mileage claims through; if company cars have been created, these will need to be assigned to the relevant user through User Setup – Vehicle Allocation.  Users can have access to more than one vehicle, and one be set as their default.


4.4. User Mileage Configuration

Against the user’s WAP profile, configure any unclaimed business or personal mileage not claimed in the current financial year through WAP (this is to ensure that the 10,000 business mileage limit on private vehicles is adhered to), enter the user’s typical work place and calculate their regular commute distance.

Default Vehicle:  this will display the vehicle set as the default on User Vehicle Allocation.

Unrecorded Claimed Business Mileage (Company):  use when first setting up a new user to record any business miles already claimed on a company car but not recorded through WAP.

Unrecorded Claimed Business Mileage (Private):  use when first setting up a new user to record any business miles already claimed on a private car but not recorded through WAP.

Unrecorded Claimed Personal Mileage:  if tracking personal mileage, use when first setting up a new user to record any personal miles already claimed but not recorded through WAP.

Total Claimed Business Mileage (Company):  this is a calculated field that will show opening business mileage balance plus any business mileage claims submitted on a company vehicle.

Total Claimed Business Mileage (Private):  this is a calculated field that will show opening business mileage balance plus any business mileage claims submitted on a private vehicle.

Total Claimed Personal Mileage:  this is a calculated field that will show opening personal mileage balance plus any personal mileage claims submitted.

Total Claimed Mileage:  this is a calculated field that shows opening balance plus any mileage claims submitted.

Place of Work:  enter in the user’s typical place of work; this will then appear as a Favourite when the user enters a mileage claim.

Regular Commute:  if the user does not have a place of work and home address configured, use this to calculate regular commute distance which can be deducted if required from a mileage claim.  The Google Maps icon can be used to calculate the distance.


5. New Expense

To begin a new expense claim, select New Expense from the Expenses side menu.

Save Only:  clicking this will allow the user to save the expense before submitting; i.e. if extra lines need to be added before the expense is submitted.  Once an expense is saved it will be given an Expense ID number.

Save and Submit:  this will send the expense for approval and depending on User Type permissions, the user will no longer be able to make amendments or delete the expense.

Expense Voucher:  once approved an expense voucher can be printed and emailed from the system, or if the system setting is enabled, it can only be emailed (System Settings – Expenses).

Close:  this will close the expense screen without making any changes.  Note; if the expense has been previously saved, the expense will remain on the system even if the page is closed.


5.1. Add Expense Items

Details and Values Tab

Date:  using the calendar field, enter the date the expense occurred.

Receipt Attached?  Company policy will usually require a receipt to be attached and this can be attached electronically against the expense claim.  If the value is set to No, then the VAT rate will default to the non-tax rate configured in Sage Connections against the Sage Company and cannot be changed.

Type:  select the Expense Item Type from the drop down list.

Payment Method:  personal will post the claim to the user’s PL expense account, while if enabled, company claims will post to the user’s credit card account.

Currency:  this can be locked to the user’s currency if required (System Setup tab – System Settings – Expenses) or they will be able to select currencies as set up in Sage.

Amount (VAT inclusive £):  enter here the full value of the expense claim.

VAT Rate:  this will default to the VAT rate specified either against the Expense Type (System Setup tab – Expense Item Type) or the default allocated to the User and Expense Item Type (User Setup tab – Expense Item Type).  If the User Type has the correct permissions enabled, the user can change the VAT Rate and the VAT Value.

VAT Value:  this will be automatically calculated depending on the amount entered and the VAT rate, and can only be changed if the user has the appropriate User Type permission to do so.

Exchange Rate:  this is pulled through from Sage and cannot be amended.

Amount payable (£):  this is the amount the user will be paid once any foreign currency has been converted to base currency.

Nominal Account:  depending on System Settings configuration, the nominal account will be defaulted to either the nominal account allocated to the user (on their WAP Company Access tab), the nominal account allocated to the expense type (System Setup tab – Expense Item Type) or the default nominal account allocated to that user and expense type (User Setup tab – Expense Item Type).  If a user has permission to, they can change the nominal account and be able to select either nominal accounts allocated to that user against that expense type (User Setup tab – Expense Item Type), or all nominal accounts the user has access to (User Setup – Nominal Accounts).

Job & Header:  if Job Costing or Project Accounting has been enabled, the user will need to enter a Job or Project as applicable.

Details:  this is a mandatory free text field where details of the expense should be entered.  These details will post through to Sage to form part of the narrative against the nominal, unless the setting is enabled to consolidate nominal postings into Sage (System Setup tab – System Settings – Expenses).  It is possible to auto populate the Details box with the expense type name (System Setup tab – System Settings – Expenses).

Save:  once all the details have been entered, click Save to save the line.  There will be the option to add more lines or close and return to the expense entry page.

Extra Tab

This tab can be switched on if required (System Setup tab – System Settings – Expenses) and can be used to report on additional information if necessary.

Subsistence Type:  choose the subsistence type from the drop down menu and enter further detail if required in the free text box below.

Entertainment Type:  choose the entertainment type from the drop down menu and enter further detail if required in the free text box below.

First Class?  If there was a first class element to a journey (i.e. for train tickets), check this box.

Alcohol?  If there was alcohol on the expense claim, check this box.

Gratuity Included?  If a gratuity was included in the expense claim, check this box.

Gratuity Value:  enter the amount of the gratuity; depending on the configuration (System Setup tab – System Settings – Expenses), a user will not be able to save the line if this value is higher than the percentage configured.

Attachments Tab

Attachments can either be entered at a line level or main expense level.  Per line, click Choose file, browse and then Upload.  Files can be viewed or deleted once uploaded and multiple attachments can be added per line.

Analysis Tab

Additional WAP Analysis Labels can be added (System Setup tab – Analysis Labels) and these will appear in this tab.  These Analysis fields will not post through to Sage but can be set to appear in WAP Reports.

Approval Tab

Once the line has been saved, this tab will get populated with details of the configured approval route.  If the user has the correct User Type permissions, they will be able to edit this approval route.


5.2. Linking an Expense Claim to a Requisition

If the System Setting allows for requisitions to be linked to an expense claim, the below option will appear on expense line entry.  Expense claims may need to be approved prior to the expense spend; in this instance the user who will be claiming the expense must raise a requisition for the claim against their PL Supplier account and this will require approval as per requisition approval routes.  Once approved, this order is then marked as an Internal Order (it won’t post through to Sage) and will be visible for the user to select when entering an expense claim.

NB: the user must raise the requisition against their Purchase Ledger Supplier account that their personal expense claims post through to for the requisition to be visible when linking on an expense.

The approver is made aware there is a linked requisition when approving the expense and can view this if required.


5.3. Expense Details

Once all expense lines have been added the expense claim can be viewed and saved to add more lines later or submitted for approval.

Details and Values Tab

This tab will show a breakdown of the lines on the order with the type, description, date, gross amount, and if applicable, job and job header information.  These lines can be edited or deleted if needed.  Once the expense has been submitted, the status will change and the Waiting For column will be populated.

Other Tab

This tab shows further information about the expense lines, including net and tax values, the PL supplier account code, whether a receipt has been attached and the payment method.

Extra Tab

If the Extra tab has been enabled during expense entry and has been populated by the user, details will appear on this tab.

Attachments and Analysis Tab

Attachments added to an expense line will show here and further documentation can be added if needed.  Free text notes can be added by the user; these will be visible during the approval process but won’t post through to Sage.  If WAP Analysis labels are configured against the expense claim (rather than the expense line), these will be visible here.

Approval History Tab

Once the expense has been submitted and is progressing through the approval route, this tab will get populated.  If the expense has been marked as Urgent, the reason will be entered here.


5.4. Add Mileage Lines

Mileage Declaration

It is possible to add a mileage declaration onto the system (System Settings – Expenses – Mileage) so that before a user can enter a mileage claim, certain conditions must be agreed to.

Once the declaration has been accepted, the user can add new mileage claim lines.  Details of the default vehicle and fuel rates and the total mileage claimed by the user to date are shown at the top of the page.  The user can select an alternative vehicle if they have the permission or have been allocated both a company and private vehicle.

Select New Line to enter journey details.

Date:  enter the date the expense occurred.

Journey Details:  free text box to complete or this will get automatically populated with details generated by the Mileage Calculator.

Number of Passengers:  if passenger mileage claiming is enabled (System Settings – Expense – Mileage), select the number of passengers on the trip.

Receipt:  as per company policy, select whether a receipt has been added; receipts can be attached electronically.  The receipt attached value can be configured in System Settings (either Yes, No, or leave for the user to choose).

Job & Header:  if Job Costing or Project Accounting has been enabled, the user will need to enter a Job or Project as applicable.

Nominal Account:  depending on the configuration in System Settings – Expenses, the nominal will be defaulted to either the nominal account allocated to the user (on their WAP Company Access tab), the default nominal account allocated to that user and expense type (User Setup tab – Expense Item Type) or the nominal account configured against the job and job header.  This can only be changed if the user has the User Type permission to do so.

Business/Personal Mileage:  mileage can be added manually; alternatively, select the map icon to use the distance calculator.  Users are able to add destinations as their favourites and can have Home and Office locations configured to enable quicker mileage entry.  Clicking on the green addition sign will allow for via points to be added; i.e. if the user has stopped off at a different site on the way to a client visit.  If applicable, regular commute distance (configured on the user’s WAP profile) can be deducted from this mileage claim.  Once the distance has been calculated correctly, click Accept to close.  The option to record personal mileage will only be available if the system has been configured to allow recording of personal mileage, and the user is entering a mileage claim for a Company vehicle.

Amend:  if configured (System Settings – Expenses – Mileage), the user may need to enter a positive or negative figure in the amendment box and enter a justification reason for the amendment.

Click Save to save the line and enter further mileage claim lines as needed, or close to return to the main expense claim screen.

If the claim is complete, select Save and Submit.


5.5. Mileage Favourites

A user can add locations to their Favourites; i.e. if the same location is used frequently this can speed up the mileage entry.  To add a new location, click Maintain Favourites, enter a description, search for the address and click Add.  If configured on the user’s WAP profile, a home and work address can be entered per user.

When the user goes to enter a mileage claim the drop down box can be clicked which will bring up the default Home and Work addresses and any other favourite addresses added by the user.


5.6. Submitted Expense

Once an expense has been submitted, it will appear under Existing Expenses menu option, in the Submitted tab until it has been fully approved.  Hover over the blue information flag to show line breakdown detail and who the approver is.  A paperclip icon will mean that there is an attachment on the expense, two paperclips means there are multiple attachments.  Once fully approved, the expense will move to the Approved tab and then once posted through to Sage, will show in the Completed tab.


6. Existing Expenses

Select Existing Expenses from the side menu.  The current expenses in the System will be sorted by Document Status in each of the tabs of results.  Hovering over the blue information icon will show a summary of the items on the expense claim and its current approval status.

A user is able to edit an expense while it is awaiting approval; new lines can be added or existing can be edited or removed.  The expense claim will need to be resubmitted for the approver to pick up the changes.

Include Completed:  this will show expenses that have already been posted to Sage.

Show My Expenses:  refreshes and lists all expenses entered by that user.  By default, completed expenses will not be shown in searches.

Show All Expenses:  depending on User Type permissions, all Users’ Expenses will be shown.

Show expenses I have approved:  available to users with User Type permission to Approve Expenses

Show expenses awaiting my approval:  available to users with User Type permission to Approve Expenses.


7. Approve Expenses

When a user has an expense to approve, they will be listed under the approver’s Approve Expenses page and will show expense ID, Sage Company, Employee name, Net and Gross values and expense date.  The arrow on the left can be used to expand the expense and show all the line detail that the user has to approve (if there are additional lines on the expense that have gone to another user to approve, they will not be visible to both approvers).

Lines tab:  this tab will show further breakdown of expense type, description, line values, currencies, job or project information if applicable.  If an attachment has been added, the paperclip icon can be clicked on to open a popup showing the attachment information.  Individual lines can on this tab be approved or rejected; an expense will not post through to Sage until all lines have been fully approved.

Attachments tab:  this tab will show any attachments added and can be downloaded if required.

Details tab:  this tab shows nominal account, tax rates and payment methods.  If the approver has the appropriate User Type permissions, they can on this tab edit the nominal code, tax rate or mileage amounts.

Currencies tab:  this will show the currency of each line and if applicable, the exchange rate used will be visible.

Extra tab:  if the Extra tab was populated during expense input, this information will be displayed on this tab.

Notes:  any notes added by the user during expense input will be displayed here.

Approval History:  as the expense is approved, approval history will be built up on this tab per line.  If the delegate function was used to approve an expense, this will be recorded on the Approval History tab as “user X has approved on behalf of user Y”.

Analysis Codes:  if analysis labels have been configured against the expense, these will be displayed here.

Once an expense has been fully approved, it will post through to Sage and move to the user’s Completed tab.  To view Completed expenses, make sure the “Include Completed” box is ticked under the Quick Links filter.  Once an expense has had a payment allocated to it in Sage, the Paid column will show this to the user.

Against the user’s PL supplier account the approved expense will post through; if DMS is configured the expense documents will post through and can be viewed in Sage.


8. Credit Cards

If applicable, credit cards can be added onto the system and allocated to specific users.  When entering Company expenses these will post through to the Credit Card account – this is the Purchase Ledger account set up in Sage and linked with the credit card.


8.1. Credit Card Setup

Create the Company Credit Cards within System Setup – Credit Cards.  Cards on the system will be listed here and to add a new one, click Add New Card and enter details.

Once a card has claims against it, it cannot be deleted; click Edit card and then uncheck the Selectable option.

Description:  enter a reference for the card to allow it to be recognised throughout the system.

Sage Database:  the card will need to be linked to a Sage Company that can be selected from the dropdown list here.

Supplier Account:   link the card to the correct Supplier Account as listed within the Sage Company.

Debit/Credit:  by default this is set to Credit.

Card Type (Mastercard/Visa):  choose the card type from the drop down list.

Issuer (Bank):  if applicable, enter an issuer here.  This is not a mandatory field.

Card Number:  enter the card number; the user will be able to see the last four digits when entering their expense and this will also be visible during reporting.

Expiry Date:  enter the card expiry date in the format MM/YYYY.

Selectable:  check this box to allow the card to be allocated to a user.  If this card should no longer be available to use, it will not be able to be deleted but the selectable box should be unchecked.

Once a card has been allocated to a user, their name will appear in the Allocated User box below.  One user can have multiple cards but a card can only be assigned to one user.


8.2. Allocating Cards to Users

Once cards have been created they will need to be allocated to users; this is done through User Setup – User Credit Cards.

Choose a User from the drop down list and then select an available card to assign to them.  Cards already allocated to the user will show on the right.  A user can be allocated multiple cards and one marked as their default card.


8.3. System Settings for Manual Credit Card Claim

Allowed Expense Payment Method:  this must be set to Both (or just Company if personal expense claims are not allowed).

Enable Credit Card Statement Imports:  this must not be ticked.


8.4. Entering a Company Claim Manually

When entering a manual claim, the user enters their expense claim and chooses the payment method to be Company, the default credit card will be selected.  If the user is able to access other cards, they can be selected from the drop down box.  If a user has access to a company credit card, the payment method will default to Company rather than Personal.

The expense claim can then be completed and submitted as normal.


9. Importing Credit Card Transactions from Bank .csv

To assist both Finance Teams and Expense Users, there is functionality to import credit card transactions to automatically create a Company Expense Claim that the User would then complete e.g. select a Job/Project, add attachments and provide further detail prior to submitting.

Once the Credit Cards have been set up and allocated to Users, the following set up is required.


9.1. Template Configuration

Prior to using this functionality the system must be configured to work with the CSV file that is created by the Credit Card Supplier.  A monthly statement should be generated and sent through to Sicon to ensure the correct information is contained within and then the Sicon development team will configure the import correctly to work with the WAP system.  Please note that this configuration will involve chargeable consultancy.

Certain information must be contained in the CSV statement, detailed below.  This is an example of a CSV credit card statement generated by a credit card provider.  Four columns below are mandatory, the fifth is optional.  The column headers and the order they appear on the CSV may vary depending on the credit card provider.  No commas should be included in this file; please ensure any are removed prior to the import being uploaded.

Transaction Date:  this is a mandatory column and is the date that the expense occurred on; in the example above this is column B.

Credit Card number:  this is a mandatory column and is the card number the expense is linked to and must be the full 16 digit card number that matches how the card was entered in WAP.  There must be no * icons replacing numbers.  In the example above, this is column A.

Transaction amount:  this is a mandatory column and is the amount of the expense claim and must be the settlement amount (so any foreign currency conversions are calculated); in the example above this is column C.

Transaction description:  this is a mandatory column and is the detail of the expense claim that will assist the end user with completing the relevant information; in the example above this is column K.

Transaction notes:  this is an optional column and will be any further information that could be included to assist the end user; in the example above column L could be used for notes.


9.2. User Type Setting for using Credit Card Statement Import Functionality

At least one User Type needs the ability to import credit card statements; usually this is a Finance role that will be downloading and then importing the statements into WAP.

 


9.3. System Settings for using Credit Card Statement Import Functionality


Allow Negative Amounts:  this must be ticked to ensure that if any refunds are put back on a user’s card, the system can process these.

Allow Expense Payment Method:  this must be set to Both (or just Company if personal expense claims are not allowed).

Enable Credit Card Statement Imports:  this must be ticked.  As soon as the option to import credit card statements is enabled, users are not allowed to enter manual company credit card claims.  This is to prevent duplicate claims being entered.


9.4. Importing Credit Card Statements

Under the Expenses menu option on the left – Statement Imports.

Browse and choose the file to import (this is the CSV downloaded from the credit card provider, with no payment line, no commas in, the full 16 digit card number entered and all the columns correct as per the original configuration).

Enter a Statement Description – i.e. March 2017.

Select Import Format – this will be the configuration for the bespoke statement – do not leave as Default.  Usually this will be in the format of Company Name and Credit Card provider; e.g. Sicon Barclaycard.

Enter the Statement Date – if there are dates on the import after the statement date, the file will fail validation.

Click Validate.

Once the file has been validated, expense lines will be created here and the Statement Total will show; please ensure this matches the total of the statement downloaded from the Credit Card Provider.  The expense lines shown will be how they will appear to the users once imported.  Select the Import File again and click Import.  Once imported, the users will need to complete the expense and submit for approval.


9.5. Users Completing Imported Expense Claims

Under Expenses – Existing Expense, the imported claim will now show to the end user with a Note icon to show it has been created using an import.  The user is not able to delete this expense or expense lines, or add extra lines as it has been imported.

The user will click Edit to open the expense, edit each line to enter the expense type, attach a receipt, ensure VAT values are correct, link to a Job or Project if a costing module is enabled, and amend the description if required.  The Expense claim cannot be submitted for approval until all lines have been completed.

Once all lines have had all information completed, the expense can be Submitted and sent for approval.  The standard approval routes configured for expenses will be used.


10. Subsistence

The WAP subsistence claim functionality is based on predefined allowances, dependant on time spent away from the workplace.  When subsistence is claimed there is usually no option for hotels, meals, refreshments etc. as these are covered by the allowable Subsistence amount.  Other expense types e.g. Taxi, Parking, Tolls will still need to be setup as Expense Item Types for the user to select.

The Subsistence function within WAP can be enabled to take into account the country and if necessary, the city where the expense was incurred, the user’s company grade and the number of hours or nights of the claim.


10.1. System Subsistence Settings

To enable the Subsistence function, select within System Settings – Expenses – Subsistence.  The system Rate Days will only appear once subsistence claims have been enabled.  The Rate Days are the number of days incrementally that a rate applied, and is defaulted to 14, 14 and 28 but can be edited in accordance with the organisation’s policy.  In the below example, a user claiming subsistence when away for 21 days would get the Overnight rate for the first 14 days and the Conference rate for the next 7 days.


10.2. User Subsistence Settings

On each WAP user profile, under the Expenses & Mileage tab, the user can be set to enter subsistence claims and which subsistence grade they will claim.

Within each user’s profile, allocate the correct country on the Person Details tab.  When new users are created they are automatically allocated the Country that has been set as the default Country but this can be overridden.


10.3. Enabling Subsistence Expense Types

Two System subsistence expense types are created as defaults and cannot be amended; these can be found under System Setup – Expense Item Types.

Please ensure these expense types are allocated to a user with a default nominal code and tax rate, either by editing per user or using the wizard found under the User Setup tab – Expense Item Types.  This will need to be done for each user prior to them being able to submit a subsistence expense claim.

If subsistence claims are to be split between Meals and Accommodation, please ensure both expense item types are allocated to the users, with different nominal codes allocated per accommodation or meals.


10.4. Subsistence Grades

To be able to submit Subsistence expense claims, users need to be allocated a Grade (even if these are not a factor within the organisation).  Subsistence Grades are set within System Settings – Subsistence Grades.  If the organisation does not use a grade system, all users and rates can be based on a single grade, e.g. A Grade.  By default, two grades will be pre-configured, A Grade and B Grade.  Further Subsistence Grades can be added as required.


10.5. Subsistence Countries

Users also need to be allocated a default country to allow them to enter subsistence claims.  By default, countries are already created within the system but if cities are also a factor in subsistence claims, these will need to be added as required.  Cities can be added in System Settings – Countries & Cities.



10.6. Subsistence Rates

Subsistence Rates are based on time spent away from the workplace are setup within System Settings – Subsistence Rates.  Enter the rates in accordance with the organisation’s policy.  If the city is not a factor, leave this blank.  Once configured, these will then be available to all users, depending on their Grade, for each subsistence claim.  New rates can be added as applicable (i.e. if the rate changes, don’t just Edit the individual rate but add a new rate with a new start date).

NB: the Overnight, Conference and Detention Rate timescales are set within System Settings – Expenses – Subsistence.


Country:  rate being created will apply to Subsistence claims incurred in country selected.

City: if applicable, rate being created will apply to Subsistence claims incurred in city selected – this can be left blank.

Start Date: select appropriate start date. If a rate has been updated, create a new rate, do not edit an existing one.

Grade: select as required (rates set in System Setup – Subsistence Grades).

Currency ISO: all rates should be entered in the currency of the specified Currency ISO Code (e.g. GBP).

0-5 Hours Rate:  enter the rate in accordance with the organisation’s policy.

5-10 Hours Rate:  enter the rate in accordance with the organisation’s policy.

10+ Hours Rate:  enter the rate in accordance with the organisation’s policy.

Overnight Rate:  enter the rate in accordance with the organisation’s policy.

Conference Rate:  enter the rate in accordance with the organisation’s policy.

Detention Rate:  enter the rate in accordance with the organisation’s policy.

Absence Rate:  enter the rate in accordance with the organisation’s policy.

Breakfast Discounted Rate:  if breakfast has been provided, choose the rate to discount.

Breakfast Discounted %:  enter how much to deduct if breakfast has been provided; i.e. if breakfast is provided, reduce the 0-5 hour rate by 50%.

Lunch Discounted Rate:  if lunch has been provided, choose the rate to discount.

Lunch Discounted %:  enter how much to deduct if lunch has been provided; i.e. if lunch is provided, reduce the 5-10 hour rate by 50%.

Dinner Discounted Rate:  if dinner has been provided, choose the rate to discount.

Dinner Discounted %:  enter how much to deduct if dinner is provided; i.e. if dinner is provided, reduce the 10+ hour rate by 50%.

Dual Meal Discount Rate:  if two meals are provided, choose the rate to discount.

Dual Meal Discount %:  enter how much to deduct if two meals are provided; i.e. if lunch and dinner are provided, reduce the 10+ hour rate by 100%.

Accommodation Discount Rate:  if accommodation has been provided, choose the rate to discount.

Accommodation Discount %:  enter how much to deduct if accommodation has been provided; i.e. reduce the Conference rate by 25%.

NB: the discounts are to say how much of the hours or days should not be paid due to the user having lunch, dinner, accommodation etc.  The system will not allow a user to claim a negative subsistence claim; if the amount to deduct is more than being paid, the claim will show as £0.


10.7. Enter Subsistence Expense Claim

Select New Expense from the side menu and click on Add Expense Items.

Click the Subsistence box and the date and time fields will appear.  For a single day claim, enter the start and end date to be the same and enter a start and end time.  The rate will be calculated in accordance with the System Subsistence Rates.  The Country will default to the User’s Country but can be changed if required.

For overnight claims, enter the start and end dates and the overnight rate will be calculated in accordance with the System Subsistence Rates.  However, as day rates are calculated separately from overnight rates, it is necessary to enter the hours for the final day to calculate the subsistence allowance for that day.  If applicable, a costing header will need to be selected and expense details entered.

In the above example, a subsistence claim is being entered for 2 overnights plus 5-10 hours on 04.05.2017; the calculations are visible but cannot be edited.

The line can be saved and additional lines added to the claim (including Expense Item and Mileage lines if required).  Once the expense is completed, it can be submitted for approval.


11. Subsistence Incidentals

Incidentals can be added and claimed when Subsistence is enabled (System Settings – Expenses – Subsistence).  If applicable, subsistence incidentals can be added onto the system and allocated to users; for example these can be fixed monthly payments owed to a user to cover phone/broadband/other costs.  These incidental costs should be added onto the system by the user as a standard expense claim which will require approval before posting through to their PL account.  The example set up below will be a fixed monthly payment to a user to cover a Phone Allowance.

 


11.1. System Setup of Subsistence Incidentals

Incidentals are added onto the system under System Setup – Subsistence Incidentals.  Each incidental must be given a name, currency code, rate (amount) and whether there is a maximum claim amount per month or per year.


11.2. User allocation of Subsistence Incidentals

Incidentals are allocated to users under User Setup – User Subsistence Incidentals.  Select a user to either view what incidentals have been allocated to that user or to link a new incidental.  When assigning an incidental to a user, it must be linked to a Sage Database with default nominal account and tax rate.


11.3. User claiming Subsistence Incidental

An expense claim is added as usual, but the user should select the Incidental radio button and then choose the relevant incidental from the drop down box.  The amount will be populated and the user cannot change this.  If applicable, a job or project will need to be chosen, a date will need to be selected and details will need to be entered into the description field.  Once filled out correctly, the expense line can be saved and then submitted as usual.

If the user tries to submit a further claim with the same incidental in the same month (and there has been a maximum figure entered on the setup of the incidental), the below message will appear to the user when they try to submit the claim.


12. Expense Meetings

Meetings can be configured in the system (System Settings – Expenses) if required; these have been added to allow for tracking of spends against different meetings and to limit occurrence of meetings if required; meetings are linked to nominal codes per expense type.


12.1. Meetings System Settings

Sicon WAP Help and User Guide Expenses - Expense Meetings

Enable meeting selection on expense entry:  tick here if meetings are to be configured in the system against expense claims.

Meeting selection is mandatory on expense and mileage entry:  if all expense claims (i.e. subsistence claims, incidental claims, mileage and general expense entry) should be allocated to a meeting, ensure this setting is ticked.

Maximum number of characters in meeting codes:  if applicable, enter a maximum value for the meeting code.


12.2. System Setup of Meetings

Expense meetings are set up under System Setup – Expense Meetings.  Meetings must be given a code, name and description.  If applicable, an analysis code can be entered to group meetings together although this is not a mandatory field; this will be visible to the user when they select the meeting on expense entry and will also be visible on expense reporting (these fields will be under the Customise option when running reports).  Maximum claims per month or per year can be entered if required.

Sicon WAP Help and User Guide Expenses - New Meeting


12.3. User Allocation of Meetings

Meetings can either be allocated to a user through their WAP User Profile (Expenses & Mileage tab – Expenses Meeting sub tab) or through User Setup – Expense Meetings (as shown below).  If applicable, a user can be given access to all meetings; as new meetings are added onto the system they will be automatically available to users with access all permission.  Meetings can then be selected and moved across to be either allocated or removed from the user as required.

Sicon WAP Help and User Guide Expenses - User Expense Meetings Allocation


12.4. Linking Expense Types to Meetings

Expense types must be linked to meetings to configure nominal code and tax rates; as expense types are linked to users.  This is done through User Setup – Expense Item Types – Edit per User/Meeting – select the Sage Database and Meeting and Load.  Edit the relevant expense type and set a tax rate and default nominal account.  Make sure to save these changes before moving away from this screen.

NB: It is not possible to select both a User and a Meeting.

Sicon WAP Help and User Guide Expenses - Expense Types per user / Meeting


12.5. User Claiming Meeting Expense

In the below example the user will be claiming a hotel stay and a mileage claim and will be allocating this to a meeting.  Subsistence claims and Subsistence Incidentals can also be claimed and allocated to a meeting.

Sicon WAP Help and User Guide Expenses - Expense Line Entry

Expense claims are completed, submitted and approved as normal.


12.6. Expense Vouchers

In the event that the user needs to submit hard copies of receipts, it is possible to print an Expense Voucher to attach the receipts to.  An expense line number is allocated to each expense line that can then be written on the corresponding receipt.  If required, the expense voucher can be configured to not allow users to print but only to email (System Settings – Expenses – Functionality – “Disable printing Expense Vouchers (Send Email only)”).


13. Reports

Select Reports from the Expenses side menu.

Both reports are generated on a grid based system and incorporate all the expense fields relating to Expense Item Type or Mileage claims.  Columns can be customised as required using the Field Choose.  In addition, all reports can be exported to Excel or PDF.

NB: in order to retain customised reports, the browser settings need to allow cookies from the WAP site.

 


14. Configuring Email Reminders

A reminder email should be set up to send an email to users submitting expenses that there may be credit card expenses for them to complete and submit.  System Setup – Document Type Reminders.

Document Type:  choose required document type, in the example above, expense has been selected.

Priority:  select desired priority level, in the above example High has been selected.

Interval:  either weekly or monthly; in the above example this has been configured to be a monthly reminder.  Depending on the Interval selected, another option will appear to either pick the day or the date to send the reminder on.  For date, no date further than the 28th can be selected.

Time of Day:  set the time this reminder should be sent; in the above example this has been set to 11:30am.

Description:  enter as required.

Use Out of Office Alternates:  if a user has marked themselves as out of office in WAP, whether to send the reminder email to their out of office alternate users.

Text:  enter as required.

The above configuration will send an email each month on the 27th at 11:30am to any user who has the ability to enter an expense.


15. Settings

System Settings relating to the Expense module are accessed in System Settings – Expenses.


15.1. Functionality Tab

Post Expenses to Sage:  tick if expense claims are to be posted to the User’s Sage PL account.

Nominal Account Source for Expense Items:  the expense item nominal can be set to default to either the user’s default nominal, to the Expense Item Type nominal or to the Project Item nominal.  Users can only change the nominal if they have the expense User Type permission to do so.

Override expense type nominal with project item nominal:  if the nominal code is being driven from the user’s expense item type, but the Cost Centre or Department should be overridden from the job selected, tick this box.

Nominal Selection Filter Source:  if the user has permission to change nominal code on expense entry, whether to allow the user to choose from all nominal accounts they have access to, or just nominal codes that have been assigned access to that expense type.

Expense Claim Posting Method:  expenses can either be posted as a claim through Sage Project Accounting or as an Invoice to the user’s PL account.

Maximum Gratuity Percentage:  set as required to restrict the gratuity amount a user can claim.  A user will not be able to enter an expense claim with a gratuity amount higher than the percentage entered here.

Enable ‘Extra’ details tab for expenses:  this will enable the Extra tab on an expense claim where additional information (such as gratuity amounts) can be recorded if required.

Display Allocated (Paid) Status:  this will show to users when a payment has been allocated to their expense claim in Sage; only new expenses put onto the system after this setting is configured will show payment status.

Automatically Load Existing Expenses on Page Load:  whether to automatically load expense claims when the Existing Expense page is loaded or whether the user needs to click to show their expenses.  This will prevent speed issues when loading if there are large numbers of expense claims.  N.B. by default completed expenses will not show, the Include Completed box will need to be ticked.

Enable Linking Requisitions to Expenses:  to link a PO approved through the Requisition module to an expense claim.  N.B. the requisition must be raised by the user against their PL account; this will keep the requisition within WAP (it won’t post through to Sage) and can then be linked to an expense claim.

Allow Negative Amounts:  this feature may be required to cope with refunds through company credit card expense claims, or against a user’s personal expense claim, e.g. prepayment for a hotel room booking which was not used.

Lock Expense currency to User account currency:  enable if the user is to be restricted to only enter expense claims in the currency of their PL supplier account.  If disabled, currencies set up in Sage will appear in a dropdown selection.

Set Expense Header Date based on latest line on the expense claim:  if disabled, the expense header date will default to the current date.

Consolidate Expense Line nominals when posting to Sage:  if enabled, lines with the same nominal code on a user’s expense claim will be consolidated when posting to Sage.

Restrict Expense Line Date Entry/Current date +- number of days for date restriction:  this restricts the time period an expense can be submitted, depending on the organisation’s policy.  The default will set to 31 days.

Warn user when future expense line date is entered:  if the user selects a future date on an expense, a pop up warning will appear to the user.

Allowed Expense Payment Method:  select whether users are able to enter either Personal or Company expense claims or both.

Enable Credit Card Statement Imports (Disables user company expense claims):  using credit card statement imports will stop users from manually entering company expense claims.

Obtain Expense Project Item from Expense Type:  if using a Costing Module, choose if the costing header should be selected from the Expense Type, rather than the user choosing manually.

Enter Expense Type into Line Description on selection:  this will populate the expense type name into the Description field; this can speed up expense line entry for users.

Disable printing Expense Vouchers (Send Email only):  if this is enabled, the user will not be able to print the expense voucher, but will be able to email directly from WAP.

Prompt user on potential duplicate Expense Line entry:  if this is checked and the user enters an expense claim with the same expense item type, date and value, they will need to enter a reason for why this is not a duplicate claim.  Potential duplicate expense claims are highlighted as such to the approver.

Enable meeting selection on expense entry:  tick here if meetings are to be configured in the system against expense claims.

Meeting selection is mandatory on expense and mileage entry:  if all expense claims (i.e. subsistence claims, incidental claims, mileage and general expense entry) should be allocated to a meeting, ensure this setting is ticked.

Maximum number of characters in meeting codes:  if applicable, enter a maximum value for the meeting code.


15.2. Mileage Tab

Enable Mileage Line Entry:  uncheck if the organisation does not permit mileage expenses to be claimed.

Mileage Unit (can be overridden per country):  select either miles or kilometres.  If required, this can be overridden per country (System Setup – Countries & Cities).

Mileage Year Change (can be overridden per country):  this is the date that the mileage values will be reset; i.e. the calculation of business miles recorded on a private vehicle.  If required, this can be overridden per country (System Setup – Countries & Cities).

Nominal Account Source for Mileage Items:  the mileage item nominal can be set to default to either the user’s default nominal, to the Expense Item Type, to the Category Component or to the Project Item nominal.  Users can only change the nominal if they have the User Type permission to do so.

Obtain Mileage Project Item from Expense Type:  if Job Costing is being used, the default costing header can be set per Sage Company to automatically populate the job header when a user is submitting a mileage claim rather than the user choosing manually.  The nominal can be driven by the job header if required.

Default ‘Receipt Attached’ Value:  for mileage claims it is possible to default the receipt attached value; if the receipt value is Yes, VAT will be calculated on the fuel component on the rate selected, if the receipt value is No, no VAT will be calculated.

Warn user when future mileage line date is entered:  if the user selects a future date on a mileage line, a pop up warning will appear to the user.

Record Personal Mileage:  this enables the system to record a user’s personal mileage as well as business mileage.  This may be required for some company car schemes.

Track Private Vehicles:  by default there will be a system Private Vehicle that all users will have access to; only select this option if user’s private cars must be listed individually.  The majority of organisations will not require tracking of private vehicles.

Enable claiming for passengers:  allow the users to claim a passenger rate on mileage claims.

Prevent users editing calculated business mileage (use mileage amendment):  if the user is not allowed to manually enter mileage figures or edit the figure provided by Google; the user must use an amendment field and provide an explanation for why they are making the amendment.

Prompt user on potential duplicate Mileage Line entry:  if this is checked and the user enters a mileage claim with the same date and mileage figures, they will need to enter a reason for why this is not a duplicate claim.  Potential duplicate mileage claims are highlighted as such to the approver.

Mileage Line Declaration required:  by default this is on with the below text.  When a user goes to enter a mileage claim, they must accept the below; if they do not accept, they cannot submit a mileage claim.  This text can be edited to match the organisation’s required declaration text.  This can be turned off if required.


15.3. Subsistence Tab

Enable Subsistence Claims:  check if the organisation allows for subsistence claims; once checked, the below options will become visible.

Subsistence Overnight/Conference/Detention Rate Days:  the number of days incrementally that a rate applies; defaults are installed but can be edited in accordance with the organisation’s policy.

Disable ‘Receipt Attached’ drop down for Subsistence Claims:  if receipts are not required for subsistence claims, this settings should be ticked

Separate Meals and Accommodation in Subsistence Entry:  if required, the subsistence overnight and meal claims can be broken down to post to different nominal codes.  If configured, the domestic and foreign subsistence expense types will require nominal codes to be entered per Subsistence (Meals) and Subsistence (Accommodation).


16. Expense Approval Stages


16.1. Expense Header

New:  the expense request has not yet been submitted.

Submitted:  the expense request has been submitted for approval.

Approved:  the expense request has been approved but not yet posted through to Sage.  Expense claims should only appear here temporarily while they are waiting to post to Sage.

Rejected:  one or more lines on the expense request has been rejected.  N.B. a rejected line must be edited and saved before being submitted again for the reject flag to be cleared – a rejected expense simply submitted again will not clear the reject flag.  An expense will not post through to Sage if there is a rejected line.

Completed:  the expense request has posted through to Sage.  N.B. to view completed expense claims, make sure the ‘Include Completed’ box is ticked.

Failed:  if an expense has failed to post to Sage it will appear here.  Most likely reasons for the expense to fail are if a costing module is enabled but the project or job has been closed or set to not allow costs entered against it.  Please check the Project and then clear the error and repost the expense (these are usually Superuser permissions).

Archived:  not currently used for expense requests.


16.2. Expenses Line

New Line:  the line has not yet been submitted.

Waiting:  the line is awaiting approval from the authoriser.

Authorised:  the line has been approved.

Rejected:  the line has been rejected; all lines must be authorised before the expense will post to Sage.

No Authorisers:  there are no authorisers for the line; the line will need to be reset and the expense claim submitted for the correct approval route to be used.


17. Enable Module

Each year your WAP system will require a new enable string to continue working.  When the new one has been issued, select System Settings – Misc – Licencing.

NB: for your information, the module expiry date is shown along with the modules that have been enabled and the maximum number of users.


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