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7/23/2019 Employee Expense Management Questionnaire Icaew Accredited Software Icaew
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ICAEW Accreditation Scheme
Employee Expense Management Software Evaluation
[Company Name
[!roduct Name "ersion num#er
[Company $!roduct logo
Evaluation carried out #y% [Name of Evaluator
&ate completed%
Signed%
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'a#le of Contents
Summary (
Approach to evaluation (
( Matters to consider #efore purchase )
) Evaluation conclusion )
Appendix * + Summary of functionality ,
, Security and continuity of processing -
- Set up and file maintenance *.
/ Wor0flows *,
1 Claim preparation and su#mission */
2 Claim authorisation *2
*. Expense claim recharge 3*
** Expense claim payment 33
*3 'ax compliance 3(
*( Integration 3,
*) 4eporting 31
*, 5ser documentation (3
*- Support and maintenance ()
*/ Specific modules (-
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1 Summary
1.1 Introduction
The suitability of good employee expense management software for each particularuser will always be dependent upon that user's individual requirements. These
requirements should therefore always be fully considered before software is acquired.
The quality of the software developers or suppliers should also be considered at the
onset.
1.2 Software under review
undamentally! good employee expense management software should"
#ermit efficient detailed submission of expense claims and automatically route
them for authorisation and review in accordance with the prescribed company
expenses policy #rovide detailed reports to allow companies to determine spend patterns!
benchmar$ category spending and permit fast payment to claimants
#rovide sufficient information to allow companies to meet their regulatory
reporting obligations in respect of personal income tax and %&T
It is essential! when software is implemented! for appropriate support and training to be
available.
2 Approach to evaluation
2.1 b(ectiveTo evaluate [6 Software version 7against a set of criteria developed by the
I)&*+ to ensure that the software meets the requirements of expense
management software.
2.2 Software,hardware utilised
2.- eport structure
The report has been bro$en down into its main constituents in the contents page.
The evaluation questionnaire was provided by the I)&*+ and has been used
without alteration or amendment.
2./ &pproach and +or$ performed
In order to effectively evaluate [6 Software version 78a product specialist from the
[Software house completed the detailed questionnaire and provided it to the evaluator to
examine. The evaluator then visited the [Software houseoffice in 0 and in
con(unction with the operation of the various aspects of the software assisted by a member
of [Software house9stechnical staff chec$ed the answers to confirm their validity. The
questions were individually reviewed and commented on and the ma(ority of assessments
were confirmed.
The evaluator discussed the assessments with a member of [Software house staff inorder to clarify certain points. In the event of disagreement between [Software house
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and the evaluator! the evaluator's decision was ta$en as final and the response changed
accordingly.
[6 Software version 7! was used throughout the evaluation. The evaluation covered
*xpense management software.
+hen the evaluation had been completed! the responses were completed by the evaluator
and a draft copy sent to the I)&*+ for review before completion of the final report.
( Matters to consider #efore purchase
2. 3eneral overview
2.4 Supplier bac$ground
2.5 #roduct bac$ground and Suitability for user2.6 Typical implementation
2.7 Software and hardware specifications
2.7.1 8evelopment environment
2.7.2 Server platforms
2.7.- 8atabases
2.7./ perating software
2.7. 9inimum client #) specification
2.7.4 Support and maintenance
2.1: Software installation and support
2.11 #artner networ$ and related accreditation process2.12 ;imitations
) Evaluation conclusion
&isclaimer
Any organisation considering the purchase of [6 Software version 7should consider their
requirements in the light of proposals from [Software house or its dealers and potential suppliers
of other similarly specified products. Whilst the contents of this document are presented in goodfaith, ICAEW cannot accept liability for actions taken as a result of comments made herein.
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Appendix * + Summary of functionality
#lease indicate the functionality incorporated within the product"
!rocessSupplier 4esponse
7es No Comments
)ustomisable expense categories
*xpense claim submission
*xpense claim authorisation
*xpense claim recharge
*xpense claim payment
*xpense policy management
*xpense policy enforcement
eceipts managementIntegration
%&T calculation and compliance
#118 preparation
#rocessing of third party data feeds
*mail notifications
*lectronic wor$flow
9ulti currency
9ulti entity
9ulti approval
ser defined
nline travel boo$ing
)orporate credit card reconciliation
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Functional requirements questionnaireProduct:
Version:
5 Security and continuity of processing
:uestion Supplier 4esponse Evaluator9s Comment
.1 +hat security features are
included to control access to the
system?
.2 )an access to application
functions be managed so users
can only see and access those
functions they are authorised to
access?
.- Is this access to the system
managed by"=
.-.1 Individual user profiles?
.-.2 >ser groups based on their(ob roles?
./ #asswords
./.1 Is access to the software
controlled by password?
./.2 Is each user required to
have a personal password?
./.- &re passwords one=way
encrypted? 0I.e. Is it
impossible for anyone!including the system
administrator to see other
user@s passwords in the
software?
././ &re passwords mas$ed
when entered by any user
logging in?
./. #lease state the level of
password complexity
available at application
level?
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s Comment
. #lease state how security allows
for access to be specified
separately for "=
..1 ead?
..2 ead and write?
..- 8elete and amend?
.4 Aow are data files uploads or
imports validated by the
application?
.5 8oes the software require higher
or specific levels of user access
for changes to sensitive data! such
as employee details?
.6 Aow are deletions controlled by
the system?
.7 &re deleted transactions retained
in the audit trail and denoted as
such?
.1: Aow does the software trac$ user
activity?
.11 )an a report be produced
detailing all current users and
their authority levels and,or
access rights?
.12 If data can be accessed by
separate reporting facilities! such
as 8
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s Comment
If Bo"=
.1- #lease explain any other
protection in place to prevent
unauthorised access to data with
such facilities.
.1/ Is there a clear indication on how
the data is"=
.1/.1
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s Comment
.16 &re software messages clear?
.17 &re user responses properly
structured to ensure that
erroneous $ey stri$es do not lead
to inappropriate actions?
.2: I s there a software log which
details"=
.2:.1 *rror messages?
.2:.2 Security violations?
&udit trail
.21 8oes the software have a detailed
audit trail?
.22 Is it impossible to turn off ordelete the audit trail?
.2- Is all input data included within
the audit trail! including
amendments! deletions etc?
.2/ 8oes the software allocate a
system generated sequential
unique reference number to each
transaction?
.2 8oes software allocate the user id
against each element of data
input?.24 Is the input date and time
stamped?
.25 &re all master file changes
recorded in the audit trail?
.26 &re all standing data changes
recorded in the audit trail?
.27 Aow are transactions
differentiated within the audit
trail?
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Functional requirements questionnaireProduct:
Version:
6 Set up and file maintenance
:uestion Supplier 4esponse Evaluator9s Comment
4.1 )an menus and screens be
tailored by the user?
4.2 )an forms be customised to
meet the needs of each"=
4.2.1 rganisation?
4.2.2 8epartment?
4.2.- 8ivision?
4.2./ *mployee?
4.2. 3roup?
4.- )an policy rules be set up
within the system to provide
compliance againstcompany policy?
4./ &re policy rules
automatically applied when
completing a claim?
4. )an the employees enter
out=of=policy costs?
If Ees"=
4..1 +hat is the criteria?
4.4 )an multiple policies be
held?
4.5 )an pre=defined rates be set
up for certain types of
expenditure?
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s Comment
4.6 )an policies be entered to
reflect different expenditure
limits and rates for different
expense types and
categories?
4.7 Aow are changes in
company policy and claim
rules handled the system?
4.1: Aow are new users managed
by the system?
4.11 Aow does the system
monitor policy compliance?
4.12 )an the system be set up to
handle user hierarchies and
groups for employees and
authorisers?
4.1- Is the system multi
currency?
If Ees"=
4.1-.1 +hich currencies are
available?
4.1-.2 )an one claim use
difference currencies
for different lines?
4.1-.- )an expenses be
reimbursed in an
employee@s localcurrency but
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s Comment
reported on by the
group in another
currency?
4.1/ +hat controls are available
around the exchange rates
used for claims?
4.1 Is the system multi entity?
If Ees"=
4.14 )an each entity be
configured
independently with
its own policiesF
accounting codes
and currency?
4.15 )an an expense
claim from one
entity be approved
by an authoriser in
another entity?
4.16 Is an administrator in
one entity able to
manage the expense
process for allentities?
4.17 &re consolidation
reports available
across all entities! by
entity?
4.2: Is integration with
third party systems
on a single entity
basis or can it beconsolidated on a
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s Comment
group basis?
4.21 +hat house$eeping
procedures are available
within the system?
4.22 )an preferred supplier be
set up within the system?
4.2- Aow does the system
monitor supplier
compliance?
4.2/ )an the system allocate
expenses to pre=definedcategories and cost centres?
4.2 )an scanned receipts be
lin$ed to an expense claim?
4.24 )an the system have the
facility to route scanned
documents with expense
claims?
4.25 )an system capture e=
receipts from suppliers and
automatically upload the
information to expense
claims and lin$ to the claim?
4.26 8oes the system allow for
expense submissions by
S9S text message?
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s Comment
If Ees"=
4.26.1 8o expense
categories and
currency have to be
specified at the time
of entry or can these
be added at a later
date?
4.27 8oes the system allow for
expense claims to be set up
and submitted offline with
automatic electronic
submission when next
connected online?
4.-: #lease explain if the system
is complaint with any >G
Standard.
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Functional requirements questionnaireProduct:
Version:
7 Wor0flows
:uestion Supplier 4esponse Evaluator9s Comments
5.1 8oes the system support
wor$flow?
5.2 8oes the wor$flow support rules=
based routing?
5.- 8oes the wor$flow support
authorisation scenarios?
5./ )an the system be integrated with
existing wor$flow software?
5. 8oes the system provide facilities
to enable the electronic
management of expenses claims
via routing from employee to
authoriser to finance department?
5.4 )an the wor$flow be configured
to handle any ad(ustments to
claims and re=authorisations?
5.5 )an the wor$flow be configured
to update third party systems?
5.6 Is the wor$flow compliant with
standard email solutions to
provide change notification?
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Functional requirements questionnaireProduct:
Version:
5.7 8oes the wor$flow allow the
support of user hierarchies and
groups?
5.1: &re all actions and tas$s recorded
within an audit trail?
5.11 Aow are user rights for read only!
read=write etc. access controlled?
5.12 Is the audit trail or history visible
to other users in the wor$flow?
5.1- &re all changes and notifications
stored within the audit trail whilst
the wor$flow is progressing?
5.1/ 8oes the software lin$ in to the
existing emails system to generate
mail alerts to multiple levels of
authorisation?
5.1 +hat other wor$flow
functionality is available?
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Functional requirements questionnaireProduct:
Version:
8 Claim preparation and su#mission
:uestion Supplier 4esponse Evaluator9s Comments
6.1 8oes the system ensure that the
menu options are executed in the
correct sequence?
6.2 Is the employee notified if a claim
is outside company policy as part
of the submission process?
6.- )an the system be set up to
differentiate between staff and
business entertaining for tax
purposes?
If Ees"=
6.-.1 8oes the system capture
details of those being
entertained and the
purpose?
6.-.2 Is the need to complete
this information prompted
by the system?
6./ )an the system be set up to
capture expenses such as bar
drin$sF laundry expenses for tax
purposes?
6. 8oes the system calculate the
correct amount of %&T for all
expense claims?
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Functional requirements questionnaireProduct:
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6.4 )an the %&T amount calculatedby the system be overwritten to
reflect what is on the
invoice,receipt?
6.5 Aow are changes to submitted
expense claims managed by the
system?
6.6 Is it possible to verify the number
of miles entered by an employee
when a business mileage claim is
submitted?
If Ees"=
6.6.1 #lease explain how this is
achieved.
6.7 8oes the system allow for pre=tripauthorisation?
If Ees"=
6.7.1 Aow is this achieved?
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Functional requirements questionnaireProduct:
Version:
9 Claim authorisation
:uestion Supplier 4esponse Evaluator9s Comments
7.1 )an claims be partially authorised
H e.g. If there are three items! can
one item be approved! one item
queried and one item re(ected?
7.2 8oes the system provide for
multiple approval requirements.
*.g. a claim requiring approval by
more than one authoriser?
7.- )an the system provide for claim
lines to be authorised by a
specific pro(ect manager,budgetholder rather than an employees
usual@ expense authoriser?
7./ 8oes the system notify the
authoriser when a submitted claim
brea$s company policy?
If Ees"=
7./.1 8oes the notification
provide details of the
policy which has been
bro$en and reasons?
7. Is it possible to analyse the
approval patterns of an
authoriser?
7.4 Is it possible for an employee toauthorise his,her own claims?
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Functional requirements questionnaireProduct:
Version:
7.5 Is it possible for the authoriser to
be of the same (ob level as the
claimant?
7.6 Aow does the system handle
unavailable authorisers?
7.7 Aow does the system handle
disputes?
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Functional requirements questionnaireProduct:
Version:
10 Expense claim recharge
:uestion Supplier 4esponse Evaluator9s Comments
1:.1 Is it possible for the employee to
identify an expense to be
recharged i.e. to a pro(ect , client ,
activity?
1:.2 )an the requirement to record a
recharge be made mandatory ,
optional as required?
1:.- )an available recharges be
restricted so that a user only sees
the recharges which they can
record against?
1:./ Aow are recharges maintained in
the system?
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Functional requirements questionnaireProduct:
Version:
11 Expense claim payment
:uestion Supplier 4esponse Evaluator9s Comments
11.1 Aow frequently can payments be
made?
11.2 Is a remittance provided and
issued for each payment made?
11.- )an this be emailed?
11./ )an payments be made to non >G
ban$ accounts?
11. 8oes the system report details ofthe payments made?
11.4 )an the system lin$ to an existing
payroll pac$age for payment
processing?
11.5 8oes the system lin$ to ban$ing
software to process payments?
11.6 If Ees"=
11.6.1 +hat controls are in place
over the interface?
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Functional requirements questionnaireProduct:
Version:
12 'ax compliance
:uestion Supplier 4esponse Evaluator9s Comments
12.1 +ill the system automatically
calculate the recoverable %&T
element of an expense claim?
12.2 +hich countries are supported for
%&T calculations?
12.- Aow does the system differentiate
recoverable %&T by country?
12./ 8oes the system differentiate
between staff and business
entertainment and automaticallycalculate the reclaimable %&T?
12. )an the system handle the rules
around car hire and gift
thresholds?
12.4 +hat #118 reporting features are
incorporated in the system?
12.5 8oes the system incorporate the
organisation@s dispensation or
#S& 0#&E* settlement
agreements setting?
12.6 +hat #118 production
capabilities are available within
the system?
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Functional requirements questionnaireProduct:
Version:
12.7 Aow is the underlying A9)
information maintained by the
system?
12.1: Aow are changes to legislation
handled by the system?
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Functional requirements questionnaireProduct:
Version:
13 Integration
:uestion Supplier 4esponse Evaluator9s
Comment
1-.1 )an expenses be associated to"=
1-.1.1 3eneral ledger codes?
1-.1.2 )ost centres?
1-.1.- #ro(ects?
1-.1./ Input %&T account
codes?
1-.2 8oes the system provide a
complete double entry boo$=
$eeping period end report for
processed claims?
1-.- 8oes the system provide anapplication programming
interface CID?
1-./ )an the system be integrated to
existing H
1-./.1 inancial accounting
software?
1-./.2
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s
Comment
1-. )an the system be integrated
with an existing personnel
system to manage changes to
employees@ details! new
employees and leavers!
automatically?
If Ees"=
1-..1 +hat controls are in
place over these updates
to the expense
management system?
1-..2 Aow is data integrity
maintained by the
system?
1-.4 )an the system handle uploads
from credit card providers?
If Ees"=
1-.4.1 +hat controls are in
place over these
uploads?
1-.4.2 Aow is data integrity
maintained by thesystem?
1-.5 8oes the system integrate with
any third party electronic
procurement and boo$ing
systems?
#lease state which ones.
1-.6 )an the system be lin$ed to
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s
Comment
9icrosoft office products such
as *xcel and +ord?
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Functional requirements questionnaireProduct:
Version:
14 4eporting
:uestion Supplier 4esponse Evaluator9s comment
1/.1 &re all reports adequately titled
and dated?
1/.2 8o the reports provide totals
where applicable?
1/.- Is it clear when the report has
ended? Ctotals or end mar$ersD
1/./ &re reporting functions menu
driven or otherwise easy to
initiate?
1/. 8oes the system have an inbuilt
report writer?
1/.4 +hich pre=built reports are
available to the"=
1/.4.1 *mployee?
1/.4.2 *xpense authoriser?
1/.5 )an reports be user defined?
1/.6 )an report layouts and formats be
easily adapted to users@
requirements?
1/.7 +hat options are available
regarding data selection and
criteria?
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s comment
1/.1: &re there date restrictions on the
data that can be reported on
and,or analysed?
1/.11 Is exception reporting available.
+hat can be detailed in these
reports?
1/.12 8oes the system produce reports
detailing"=
1/.12.1 Aigh ris$ expenses?
1/.12.2 Spending patterns?
1/.12.- Aigh daily mileage
claims?
1/.12./ Inconsistent mileage to
the same location?
1/.1- )an reports be downloaded?
If Ees"=
1/.1-.1 In what format can these
be saved as?
1/.1/ )an users define the parameters
or selection criteria used forreports?
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s comment
1/.1 )an the selection be by"=
1/.1.1 *mployee?
1/.1.2 8epartment?
1/.1.- 8ivision?
1/.1./
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s comment
1/.17 +here relevant! are positive and
negative values easily
distinguished?
1/.2: Is it possible to drill down on
reports"=
1/.2:.1 or more detail or
explanation?
1/.2:.2 To individual record or
transaction level?
1/.21 &re consolidation reports
available for multi entity systems?
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Functional requirements questionnaireProduct:
Version:
15 5ser documentation
:uestion Supplier 4esponse Evaluator9s Comment
1.1 ;ist the different forms which
user documentation is provided
in. e.g. hard copy reference
manual , Juic$ start guide , n=
screen help?
1.2 Is the documentation clearly laid
out and understandable?
1.- Is the documentation
comprehensive and accurate?
1./ Is there an index to the
documentation?
1. Is it easy to locate specific topics
in the documentation when
required?
1.4 Is it easy to follow through all
procedures in the documentation?
1.5 8oes the documentation include"=
1.5.1 & tutorial section?
1.5.2 & guide to basic
functions?
1.5.- #ictures of screens?
1.5./ &J@s K answers?
1.6 8oes the documentation clearlyspecify the actions to be ta$en by
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Functional requirements questionnaireProduct:
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users at each important stage ofusing the system?
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Functional requirements questionnaireProduct:
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16 Support and maintenance
:uestion Supplier 4esponse Evaluator9s Comment
14.1 +hat IT infrastructure is required
to operate the system?
14.2 Aow is the system licensed?
14.- +hat hosting options are
available?
14./ 8o any specific tas$s have to be
performed by the administrator of
the system?
14. &re there any restrictions on the
level of data that is maintained on
the system?
14.4 8oes the system warn the user
when space is becoming short?
14.5 Aow is the system sold"=14.5.1 8irect from the Software
Aouse?
14.5.2 %ia %alue &dded
eseller C%&D?
14.6 Is training required to be able to
use the system?
14.7 Aow is the training provided?14.7.1 8irect from the Software
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Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s Comment
Aouse?
14.7.2 %ia %&?
14.1: +hat training materials,options
are available?
14.11 Aow is the system supported?14.11.1 8irect from the Software
Aouse?
14.11.2 %ia %&?
14.12 Is a helpdes$ provided for users?
14.1- #lease note all methods of support
available "=
Telephone
nline training tool
nline guides
ther H specify
14.1/ Aow are enhancements and bug
fixes provided?
14.1 Aow are changes to tax legislation
provided to the user?
14.14 Is there a related cost?
14.15 &re there any unduly restrictive
conditions in the license for the
software?
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17 Specific modules
:uestion Supplier 4esponse Evaluator9s Comment
15.1
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Functional requirements questionnaireProduct:
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:uestion Supplier 4esponse Evaluator9s Comment
15.-.- )an a boo$ing be set up to
automatically populate an
expense claim form?
15.-./ &re all of the above
controlled by company
policies?
15./ )orporate cards = )an claims be
pre=populated with transactionsfrom a corporate payment card?
If Ees"=
15./.1 8oes the system allow
transactions to be
downloaded from a
supplier?
15./.2 8oes the system require
the holder to reconcile the
information to the
monthly statement?15./.- 8oes the system allow for
the automatic
reconciliation to expense
claims item lines and e=
receipts?
15././ )an the system handle
multiple card holders and
expense claims?
15./. )an additional
information be added to
an expense claim line by
the employee? Such as
descriptionF cost code!
client details etc?
15. Trip management H )an the
system handle requests for trips?
If Ees"=
15..1 8oes this include requestsfor specific currency?
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7/23/2019 Employee Expense Management Questionnaire Icaew Accredited Software Icaew
38/38
Functional requirements questionnaireProduct:
Version:
:uestion Supplier 4esponse Evaluator9s Comment
15..2 8oes it capture actual
spend?
15.4 )ash advances H 8oes the system
handle cash advances?
If Ees"=
15.4.1 Aow is this managedwithin the system?
15.4.2 )an these be in any
currency?