FraedomApprovals Presentation

Created 16/7/15

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Changes to Fraedom

Brought Fraedom up to current configurations & expectations:• Mark Statement Complete is being turned off, removing the need to

attach hard copies of receipts to the Statement – it’s a one-step approval process once you’ve coded.

– No more monthly statements• OCR (Optical Character Recognition) functionality that will scan your

invoice and attempt to automatically match it to the relevant transactions and code GST

• Made it mandatory to attach an image – In-App photo of receipt, scanned receipt or lost receipt form

• 8 new Spend Wizards have been introduced to take the guess work out of which expense code to use

• A Smart phone App, for taking images of your invoices and for simple coding on the go.

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Expectations of Approvers

• Ensuring the card holders comply with the procedures• Transactions are legitimate and for University purposes• No personal expenses• Transactions are not split• Is coded correctly, including GST and FBT requirements.• Documentation attached is correct (the right tax receipt or lost receipt form).

– OCR module should assist here if the App is used for Image Capture

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A key thing to remember is that the money is already spent!

In Practical Terms• You don’t have to look at each transaction. A reasonableness

test is OK.• Look at a random sample of transactions, and ones that don't

look right.• Does it follow the cardholder’s transaction pattern?• Have they coded GST correctly?• If for Gift Cards, or gifts for staff, have they included details of the

authoriser in the Expense Description? Or attached a copy of the authorisation? If not, query it.

• Do approvals regularly, in small bites, rather than in bulk once a month.

• Approving via the App is easy – maybe even easier than using the desktop.

• You'll get weekly emails from Fraedom advising you of actions.

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Tax receipts – what is an acceptable receipt?

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• Name of supplier• GST clearly shown

• Amount• Tax invoice/receipt

Not a tax receipt

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• Merchant transaction slips that only show a transaction has been paid by EFTPOS.

• Not enough information.• Not a tax invoice/receipt.

Things to look out for

When approving, you don’t need to check every single transaction. Look for the following:• Split transactions – multiple transactions to the same vendor on the same day or over a

short period of time. This could be someone trying to get around their transaction limit and should be queried.

• Transactions from unusual places or at unusual times – such as bottle shops and weekend transactions.

• Transactions that don’t fit the cardholders spend pattern – if someone usually buys coffee and parking, and then all of a sudden they’re spending money on something obscure.

• Interstate or overseas transactions when the cardholder hasn’t been travelling.• High value transactions.• Things that look unusual.

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Role of Finance Staff

• Monitoring and reporting roles via analysis of expenses (post approval).– Approvers need to be College / Portfolio based (not Finance).

• Assisting with actions regarding inappropriate transactions.• Providing simple training and support for card holders and approvers.

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Fraedom App – Getting Started

• Download the App onto your mobile device/tablet.

• Log in to Fraedom via the desktop.

• Click on your name in the top right corner of the screen.

• In the drop down box, click on the ‘Mobile App’ option.

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Fraedom App – Getting Started cont.• In the box that pops up on the

screen, click the ‘Get QR Code’ link to generate a unique QR code for your account.

• Open the app on your phone, and click the ‘Use QR Code’ button.

• The camera will open on your app –use this to scan the QR code on your computer.

• You will then be asked to enter a pin number for future log ins.

• Your app is now linked to your Fraedom account, and you’ll be able to log in with your pin in future.

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Approvals - Desktop

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Sign in to OKTA.

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Select the Fraedom App.

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Accept the conditions.

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Click here to view the current items requiring attention.

Home Screen

Click here to view all approvals – past and present.

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If you clicked on the ‘Approvals’ button at the top left of the home screen, you will see all current approvals waiting to be actioned (below).

Click on the cardholder’s name to show all transactions currently requiring approval.

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Click here to see the uploaded image attached to the transaction.

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The Image Preview window will open. Click anywhere on the image preview to enlarge the image.

Now click on the Green Tick to show the coding box for the relevant transaction. If using two screens, you can drag the receipt image on to one screen, and view the expense details (such as cost centre, project & GST) on the other.

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Once you have selected a transaction/multiple transactions to approve, you can approve all selected items by clicking ‘Approve Selected Items’.Any unticked transactions will remain unapproved and un-extracted.

If you’re happy with all the transactions, you can also click ‘Approve All’ to approve all the outstanding transactions.

OR

Querying transactions

It is not possible to decline a transaction at this point, as the transaction has already occurred. You can, however,

instigate a query with the cardholder, and ask them to provide further information/approval. The next few slides

show how to do this.

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Click on the exclamation point next to the transaction in question.

You can now add comments and change the approval status to ‘Information Required’.This will generate an email to the cardholder with your query.ie. Please provide tax invoice, or change GST code, or provide more information etc.

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Using the ‘Information Required’ function then places the transaction into the ‘Information Required’ column on your Summary View.

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When the cardholder has provided the information requested, the transaction will be shown in the ‘Information Provided’ column on your Summary View.

Approvals – Fraedom App

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When you open the app and log in, the first page you see should be the ‘approvals’ page. If it is not, click on the three lines in the top left and then choose ‘Approvals’.

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You will then see a list of all transactions sitting with you for approval. Click on any one of these transactions to see more information about it (receipt image, coding etc.)

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You can see all the information about the transaction in this screen:

Receipt image

Expense code/Natural account

Description of expense

Amount of transaction

Cost centre & Project

Tax code

Querying in the App

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You can enter a comment in the field at the bottom of the screen and click send.This will send the transaction back to the cardholder pending more information.

Querying in the App cont.

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The query will show up down the bottom of your screen, and it will stay in your queue until approved.

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When you’re happy with the transaction, click the ‘Approve’ button down the bottom.

All done!

CONTACTS• Julie McConnell – Administrator

8201 3549

• Jessica Harrison – Administrator8201 2233

• David Paterson – Associate Director, Procurement Services

8201 2224

• General Enquiriespurchasingcards@flinders.edu.au

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