WAP Help and User Guide Expenses Module


Table of Contents

1. Purchase Ledger Account Links to User Setup

2. Distance Calculator - Obtaining a Google API Key

3. Expense Claims

3.1. Expense Types

3.2. 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

3.7. Add Expense Items

3.8. Details and Values Tab

3.9. Extra Tab

3.10. Attachments Tab

3.11. Analysis Tab

3.12. Expenses Details

3.13. Details and Values Tab

3.14. Other Tab

3.15. Extra Tab

3.16. Attachments and Analysis Tab

3.17. Approval History Tab

4. New Expense Claim

4.1. Add Expense Items

4.2. Add Mileage

5. Mileage Claims

5.1. Fuel Rates Tab

5.2. Vehicles

5.3. Mileage User Settings

5.4. Add Mileage

5.5. Mileage Details and Values Tab

6. Credit Cards

6.1. Credit Card Setup

6.2. Allocating Cards to Users

6.3. System Settings for Manual Credit Card Claim

6.4. Entering a Company Claim Manually

6.5. System Settings for using Credit Card Statement Import Functionality

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

6.7. System Configuration

6.8. Importing Credit Card Statements

6.9. Users Completing Imported Expense Claims

6.10. Configuring Email Reminders

7. Subsistence

7.1. Subsistence Grades

7.2. Subsistence Countries

7.3. Subsistence Rates

7.4. Enter Subsistence Expense Claim

8. Printing an Expense Voucher

9. Existing Expenses

10. Editing Expenses

11. Approve Expenses

12. Reports

13. Settings

13.1. Functionality Tab

13.2. Mileage Tab

13.3. Subsistence Tab

14. User Type Settings

15. User Settings

16. Enable Module


Product overview

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

For Sage 200 it is recommended that a new payment group for expense type Purchase Ledger accounts is created.  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

Receipts can be scanned and attached to the expense claim.  These attachments 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. Purchase Ledger Account Links to User Setup

When setting up each user you need to specify which Sage companies they have access to.  Within each company they may be able to make an expense claim and will require an Expense Purchase Ledger account configured.  In addition to the expense account, you will also need to configure a nominal account for the mileage claim costs to be posted to.

Once the Purchase Ledger accounts are setup in Sage, configure the users with their accounts by accessing either User Setup – Company Access or User Setup – Users – Company Access tab.

Purchase Ledger Account Links to User Setup

Select the Expenses tab and click Edit for the required company you need to configure user accounts for.  Search and enter the appropriate supplier account to use for expenses.  If Sage Project Accounting or Sicon Job Costing is enabled in the 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.

Purchase Ledger Account Links to User Setup

The user will need to have a nominal configured to allocate any mileage claims to; select the Mileage tab and click Edit for the correct company.  Search and enter the appropriate nominal account.

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


2. Distance Calculator - Obtaining a Google API Key

You will need a Google account in order to generate an API Key: https://accounts.google.com/SignUp?hl=en

NB: if your organisation hits the limit per day with Google you will have to pay an additional fee.  As per the example below, this is pennies and it is free up to 25,000 map loads per day.

Sicon WAP Expenses module - Google Maps API Key and pricing

Please refer to https://developers.google.com/maps/pricing-and-plans/ for more information.

If your organisation is using Google Business Apps, your administrator will need to enable API access first.
To do this:

  1. Open the Admin Console
  2. Click the Security icon (if you can’t find it, it may be located in the More controls section at the bottom of your screen)
  3. Click on API reference and check the box next to Enable API Access
  4. Save changes

At this point, you can enable the required APIs through the developer console. Google notes on generating API keys: https://developers.google.com/maps/documentation/javascript/get-api-key#key

Go to the Goole API console and log in as the google account you have specified. You will be prompted to create a new Project.

obtaining-a-google-api-key

Click Continue and enter a suitable Project name. This can be any name you prefer, such as your organisation name. You can change the project name at a later stage.

You should be prompted to enter credentials:

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You will only need to follow the link to create an API key.

Enter a description for your API key. Any description – e.g. [Organisation Name] API – can be used.

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Click Create. This will show you a text string of your API key. Take note of this key as this is the string you will have to enter in WAP.

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You will now need to enable specific APIs from the Google API library.

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Select the Item from the list and enable the API.

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WAP requires the following to be enabled:

  • Google Maps Directions API
  • Google Places API Web Service
  • Google Maps JavaScript API
  • Google Maps Geocoding API

Earlier versions of WAP may also require:

  • Google Maps Distance Matrix API

You can monitor usage to see if you are keeping within your quotas by viewing the dashboard.

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

wap-google-api-key


3. Expense Claims


3.1. Expense 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.

Expense Types

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 and a note if required.

Expense Type Maintenance

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


3.2. Expense Item Types

Once expense types have been created they need to be assigned to users along with the nominal code to use and the default tax rate; this is done in User Setup – Expense Item Types.

Expense Item Types


3.3. Expense Item Type Allocation Wizard

Choose the expense type to change, choose the users affected, and select the correct Company, Nominal account, Tax rate and whether the expense type is selectable.  This wizard can be used to add or remove expense item types from a user.

 


3.4. Edit Per User

Use this to see what the expense item types have been allocated to a user, add, edit or remove an expense type.

Edit per user

 

 

 


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.

Expenses Image 7

 


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 and tax rates.


3.7. Add Expense Items

Select New Expense from the Expenses side menu and select Add Expense Items.

Add expense items

  • 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.
  • Print Expense Voucher: please see printing an expense voucher section.
  • 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.

3.8. Details and Values Tab

Details and Values Tab

  • Type: select the Expense Item Type from the drop down list.
  • Date: choose the date the expense was incurred.
  • Nominal Account: this will default to the nominal specified in the User Settings and can only be changed if the user has the appropriate User Type permission to do so.
  • 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.
  • Receipt Attached?: Company policy will usually require a receipt to be attached and this can either be attached electronically or physically using the Expense Voucher.  The option must be Yes if the VAT value needs to be changed (this is a User Type permission).
  • Currency: this can be locked to the user’s currency if required (System Setup – System Settings – Expenses).
  • Amount (VAT inclusive): enter here the value of the expense claim.
  • VAT Rate: this will default to the VAT rate specified in the User Settings and can only be changed in the user has the appropriate User Type permission to do so.
  • 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 will show the value that will be posted to the user’s PL account.
  • Details: this is a mandatory free text field where details of the expense should be entered.
  • Save: once all details have been entered, click Save to save the line.  There will be the option to add another item or close and return back to the expense entry page.

3.9. Extra Tab

Extra Tab

This tab can be switched on if required 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 the journey 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 System Setting a user will not be able to save the line if this value is higher than the percentage configured.

3.10. Attachments Tab

Receipts can be attached electronically by clicking Browse and Upload.  Multiple attachments can be added per line if required.

Attachment Tabs


3.11. Analysis Tab

Additional WAP Analysis Labels can be added in System Settings and these will appear in this tab.  These Analysis fields will not be pulled through to WAP but can be set to appear in WAP reporting.

Analysis Tab


3.12. Expenses Details

Once all the expense lines have been entered the expense details can be viewed and either saved to be added to at a later date or submitted for approval.


3.13. Details and Values Tab

This tab will show a breakdown of the lines on the order with the type, description, date and gross showing.  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.

Details and Values Tab


3.14. Other Tab

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

Other Tab


3.15. 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.

Extra Tab


3.16. 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 also be added as well as WAP Analysis Labels.

Attachments and Analysis Tab


3.17. Approval History Tab

Once the expense has been submitted and is progressing through the Approval Route this tab will be populated.

Approval History Tab


4. New Expense Claim


4.1. Add Expense Items

Select New Expense from the Expenses side menu and select Add Expense Items.

WAP Expenses - New Claim

WAP Expenses - New Claim

  • Type: Select the Expense Item Type from the drop down list.
  • Date: The date the expense was incurred.
  • Nominal Account: Default to the nominal as specified in the expense System Settings. This can only be changed if the user has the User Type permission to do so.
  • Payment Method: Personal will post the claim to the user’s PL expense account. Company will post the claim to the user’s Credit Card account.
  • Receipt Attached? Company policy is usually all claims should have a receipt attached. This can be attached electronically or physically using the Expense Voucher. The option must be Yes if the VAT value needs to be changed (User Type permission).
  • County/City: Only applicable to Subsistence claims (see Subsistence section).
  • Currency: Can be locked to the user’s account currency if required (System Setup – System Settings – Expenses).
  • Exchange Rate: Set in Sage.
  • Amount (account): Amount payable depending on the account currency.
  • Job/Project: Available if a costing module is enabled in system setup.
  • Details: mandatory free text field.
  • Attachments (Tab): Receipts can be attached electronically.

Click Save to save the line. The option is to add another item or close and return back to the expense entry page.

WAP Expenses - New Claim 3WAP Expenses - New Claim 4

Additional documents/receipts can be uploaded through the Attachments and analysis screen.

WAP Expenses - New Claim

  • Notes: additional notes regarding the claim.
  • Analysis: If required, additional analysis field can be set up in System Setup – Analysis Labels.

If the claim is complete, select Save and Submit.


4.2. Add Mileage

Select Add Mileage.

WAP Expenses - Add Mileage

 

Details of the default Vehicle/Fuel Rate and the total mileage claimed to date are shown at the top of the page. The user can select an alternative vehicle if they have user type permission to do so.

Select New Line to enter journey details.

WAP Expenses - Add Mileage

  • Date: The Date the expense was incurred.
  • Journey Details: Free text box or will also populate with details generated by Mileage Calculator.
  • Job/Project: Available if a costing module is enabled in system setup.
  • Nominal Account: Default to the nominal as specified in the expense System Settings. 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 map icon to use the distance calculator

WAP Mileage Map

Click Save to save the line. The option is to add another item or close and return back to the expense entry page.

WAP Mileage Save Line

If the claim is complete, select Save and Submit.

WAP Expenses


5. Mileage Claims


5.1. Fuel Rates Tab

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 and new rates configured as required.

Fuel Rates Tab

N.B:  the Private Cars and Vans rate cannot be deleted as it is a system entry.


5.2. Vehicles

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

Expenses: Vehicles

  • 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 a 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 through the WAP system.
  • Personal Mileage: this field is automatically calculated based on mileage claims entered 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.

Expenses: Vehicles


5.3. Mileage User Settings

Once a vehicle has been setup it can be assigned to a user; User Setup – Users – Expense and Mileage Tab.  Select the user’s default vehicle from the drop down list and this will be automatically pre-selected when the user enters a mileage claim.  The user will still be able to change the vehicle if ‘Can Select All Company Vehicles’ on their User Type is checked or ‘Can Select Other Private Vehicles’ on their User Profile is checked.

Mileage User Settings

  • Unrecorded Claimed Business/Personal Mileage: opening balance mileage claimed by the user prior to their creation in WAP.  Mileage allowance is recorded per user per year and therefore previously claimed mileage needs to be included in the total claimed for the current year.  It will only have a value in the first year WAP is used to record user’s mileage.
  • Total Claimed Mileage: this is automatically calculated based on claims entered through WAP and the user’s unrecorded mileage and cannot be edited.

5.4. Add Mileage

To add mileage to either a new or saved expense claim, click Add Mileage.

Add Mileage


5.5. Mileage Details and Values Tab

Details of the default Vehicle, Fuel Rate and the total mileage claimed to date are shown at the top of the page.  The user can select an alternative vehicle if they have the User Type permission to do so.

Select New Line to add a new mileage line claim.

Expenses Image 23

  • Date: choose the date the expense was incurred.
  • Journey Details: free text details of the journey or details will be auto populated with details generated by the Mileage Calculator.
  • Number of Passengers: if enabled within System Settings, users may be allowed to claim for passengers; select the number from the drop down list.
  • Receipt: Company policy will usually require a receipt to be attached and this can either be attached electronically or physically using the Expense Voucher.
  • Nominal Account: this will default to the nominal specified in the user’s profile and can only be changed if the user has the appropriate User Type permission.
  • Business/Personal Mileage: mileage can be added manually or click the map icon to use the distance calculator.  Enter the Start and Finish location, check whether the journey is a return trip and click to calculate the distance.  If the distance should be accepted, click Accept.

WAP Expenses Mileage Calculator

Click Save to save the line; either add another line if required or save and close to return to the expense entry page.

Expenses: Mileage Claim

If the claim is complete, select Save and Submit to submit the expense or Save only if other lines need to be added at a later date.

Mileage


6. Credit Cards

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


6.1. Credit Card Setup

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

Sicon WAP Expenses Help and User Guide Credit Cards

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

Sicon WAP Expenses Help and User Guide Credit Cards

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): chose 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 4 digits when entering their expense and 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.


6.2. 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 user will show on the right.  A user can be allocated multiple cards and one can be marked as their default card.

Sicon WAP Expenses Help and User Guide Credit Cards

 


6.3. System Settings for Manual Credit Card Claim

Sicon WAP Expenses Help and User Guide Credit Cards

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.


6.4. Entering a Company Claim Manually

There are two ways to enter a company credit card claim, either the user enters the claim manually or the monthly statement is imported and then the user edits the lines.   When entering a manual claim, the user enters their expense claim and chooses the payment method to be Company, the defaulted credit card will be selected.  If the user is able to access other cards, they can be selected from the drop down box.

Sicon WAP Expenses Help and User Guide Credit Cards

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


6.5. System Settings for using Credit Card Statement Import Functionality

Sicon WAP Expenses Help and User Guide Credit Cards

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 be ticked.  As soon as the option to import credit card statements is enabled, users are not allowed to enter manual company card claims.  This is to prevent duplicate claims being entered.


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

Sicon WAP Expenses Help and User Guide Credit Cards

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.


6.7. System 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.

Sicon WAP Expenses Help and User Guide Credit Cards

  • Transaction date: this is a mandatory column and is the date that the expense occurred on; in the example above this is column G.
  • 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 number that matches how the card was entered in WAP. There must be no * icons replacing numbers.  In the example above this is column E.
  • 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 K.
  • 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 C.
  • 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 D could be used for notes.

6.8. Importing Credit Card Statements

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

Sicon WAP Expenses Help and User Guide Credit Cards

Browse and choose the file to import (this is the CSV downloaded from the credit card provider, with no commas in, and the columns correct as per the original configuration).

Enter a Statement Description – i.e. June 2016.

Select Import Format – this will be the configuration for the bespoke statement – do not leave as Default.

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

Tick Validate.

Sicon WAP Expenses Help and User Guide Credit Cards

Once the file has been validated, expense lines will be created and the Statement Total will show; please ensure this matches the total of the statement.  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.

Sicon WAP Expenses Help and User Guide Credit Cards


6.9. 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.

Sicon WAP Expenses Help and User Guide Credit Cards

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.

Sicon WAP Expenses Help and User Guide Credit Cards

Sicon WAP Expenses Help and User Guide Credit Cards

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


6.10. 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 Settings – Document Type Reminders.

Sicon WAP Expenses Help and User Guide Credit Cards

Document Type: expense

Priority: high

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.

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

Description: enter as required.

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

Text: enter as required.

This will send an email each month on the 17th of each month at midday to any user who has the ability to enter an expense.


7. Subsistence

The WAP subsistence claim functionality is based on predefined amounts 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.

To enable the Subsistence function, select within System Settings – Expenses – Subsistence – Enable Subsistence Claims.  The system Rate Days will only appear once subsistence claims has been enabled.  The Rate Days are the number of days incrementally that a rate applies and is defaulted to 14, 14 and 28 but can be edited in accordance with your organisation’s policy.  In the above 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.

WAP Expenses - Subsistence

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

Sicon WAP Expenses Subsistence

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.

Sicon WAP Expenses Subsistence


7.1. 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 your organisation).  Subsistence Grades are set within System Settings – Subsistence Grades.  If your 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 set within your system, A Grade and B Grade.Subsistence Grades

Within each user’s profile allocate the correct subsistence grade on the Expense & Mileage tab.

Subsistence Grade


7.2. 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.

Expenses - Subsistence Countries Expenses Image 35

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.

Subsistence Countries


7.3. Subsistence Rates

Subsistence Pay Rates based on time spent away from the workplace are setup within System Settings – Subsistence Rates.

Enter the rates in accordance with your 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.

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

Expenses Image 37

 


7.4. Enter Subsistence Expense Claim

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

Expenses Image 38

Tick 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.

Expenses Image 39

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.

In the following example a subsistence claim is being entered for 4 overnights plus 10+ hours on the 18/09/2015.  The calculations are visible but cannot be edited.

Expenses Image 40

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.


8. Printing an Expense Voucher

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.

Printing an Expense Voucher


9. 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.

Existing Expenses

  • Show My Expenses: refreshes and lists all expenses entered by that user.
  • Include Completed: this will include expenses that have already been paid/posted to Sage.
  • Show All Expenses: depending on User Type permissions, all Expenses will be shown.

10. Editing Expenses

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.

Editing Expenses


11. Approve Expenses

Select Approve Expenses from the side menu.

Approve Expenses

  • Approve/Approve All: approve an expense line or all expense lines.
  • Reject/Reject All: reject an expense line or all expense lines.  A reason for rejection must be entered before confirming rejections and the user will be notified that the claim has been rejected and will see the rejection reason.
  • View Expense Details: to view or edit lines on the expense claim.
  • Attachments: any attachments added to the expense claim can be viewed through this tab.
  • Details: further details of the expense such as nominal account, tax and payment method can be viewed on this tab.
  • Currencies: currencies, currency and exchange rates are visible on this tab.
  • Extra: any information entered on the Extra tab will show, if this tab has been enabled.
  • Notes: any notes entered on the expense will be viewed here.
  • Approval History: this tab will be populated with the approval history steps.
  • Analysis Codes: WAP analysis labels will appear on this tab.

12. Reports

Select Reports from the Expenses side menu.

Expenses reports

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 Chooser.  In addition, all reports are able to be exported to Excel.

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


13. Settings

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


13.1. Functionality Tab

Expenses - functionality settings

  • Post Expenses to Sage: check 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.
  • 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 can be recorded if required.
  • Disable ‘Receipt Attached’ drop down for Subsistence Claims: if receipts are not required for subsistence claims, this setting should be disabled.
  • Enable Linking Requisitions to Expenses: to link a PO approved through the Requisition module to an expense claim.
  • Allow Negative Amounts: this feature may be required if an expense was claimed before the expenditure and required repayment 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 default system currency.  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.
  • 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.
  • Allowed Expense Payment Method: select whether users are able to enter either Personal or Company expense claims or both.
  • Enable Credit Card Statement Imports: using credit card statement imports will stop users from manually entering company expense claims.

13.2. Mileage Tab

Mileage Tab

  • Enable Mileage Line Entry: uncheck if the organisation does not permit mileage expenses to be claimed.
  • Mileage Unit: select either miles or kilometres.
  • Nominal Account Source for Mileage Items: the mileage item nominal can be set to default to either the user’s default nominal, to the Category Component or to the Project Item nominal.  Users can only change the nominal if they have the expense User Type permission to do so.
  • Default ‘Receipt Attached’ Value: set the default value for the receipt attached box on mileage line entry.
  • Record Personal Mileage: this enables the system to record a user’s personal mileage as well as business mileage.
  • Track Private Vehicles: enables the system to track private vehicles as well as company vehicles.  The majority of organisations will not require tracking of private vehicles as the Private Fuel rate will be used and private and business miles accrued against individual users rather than cars.
  • Enable claiming for passengers: allow the users to claim a passenger rate on mileage claims.
  • Second rate mileage cutoff: set mile/kilometre cut off as per HMRC guidance or in accordance with your organisation’s policy.
  • Mileage Year Change: the date that the mileage values will be reset.

13.3. Subsistence Tab

Subsistence Tab

  • Enable Subsistence Claims: check if the organisation allows for subsistence claims.  If checked, the below options will appear.
  • Subsistence Overnight Rate Days: the number of days incrementally that a rate applies.  This rate is defaulted to 14 days but can be edited in accordance with your organisation’s policy.
  • Subsistence Conference Rate Days: the number of days incrementally that a rate applies.  This rate is defaulted to 14 days but can be edited in accordance with your organisation’s policy.
  • Subsistence Detention Rate Days: the number of days incrementally that a rate applies.  This rate is defaulted to 28 days but can be edited in accordance with your organisation’s policy.

14. User Type Settings

User Type Settings

  • Enter Expenses: the ability to enter expenses onto WAP.
  • Change Nominal Account on Expense Entry: the ability to edit the nominal account from the pre-determined nominal to another nominal the user has access to.
  • Approve Expenses: the ability to approve expenses.
  • Edit Expenses during approval: the ability to make changes to an expense during the approval process.
  • Split Expense and Mileage Lines: the ability to split an expense or mileage line if the expense covers various Projects, Jobs or Cost Centres/Departments.
  • Perform Year End: the ability to perform year end which will rest all users’ mileage totals back to 0.
  • View All Expenses: the ability to view all expenses raised by all users.
  • Change Tax Rate on Expense Claims: the ability to override the specified tax rate on an expense type.
  • View Reports: the ability to view the expense reports.
  • View Expense Enquiry: the ability to view expense enquiries.
  • Can Select All Company Vehicles: the ability for the user to choose any company vehicles.
  • Can Create/Amend Vehicles: the ability to add or edit company or private vehicles.
  • Can Create/Amend Credit Cards: the ability to add or edit company cards and assign to users.
  • Can Import Credit Card Statements: the ability to import credit card statements and start expense claims based on the statement.

15. User Settings

Expenses User Settings

  • Default Vehicle: choose from the drop down menu the user’s default vehicle for mileage claims.  This vehicle will be automatically pre-selected when the User enters a mileage claim.  Users will always be able to select the default Private rate.
  • Can Select other Private Vehicles: if separate private vehicles have been configured on the system (other than the default Private Vehicle), check this if the user is able to select these vehicles.
  • Unrecorded Claimed Business/Personal Mileage: if the user has claimed business or personal miles in the current mileage year that have not been entered through WAP, these totals will need to be entered here to give the correct total for that user’s yearly business and personal mileage claim.
  • Total Claimed Business/Personal Mileage: these values will update automatically when a user enters a mileage claim.
  • Total Claimed Mileage: this value will update automatically and is the total of both business and personal mileage claims.

Subsistence Grade:  if Subsistence is enabled, choose from the drop down box the user’s subsistence grade (as configured in System Setup – Subsistence Grades).


16. 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.

WAP Expenses Enable Module

N.B:  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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