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AJ 14Simplify browser based Expense Reports for every user
Aditi Pote, Deltek
Aditi Pote» Aditi is a member of Ajera Deltek
Engineering team in Portland, Oregon office. She works as a Principal Quality Process Engineer leading QE effort of the Ajera team. She started with the company nine years ago as a Customer care representative and later moved to the engineering department.
» She has a Master’s degree in Accounting and past experience working in the accounting department for several companies.
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 2
» New browser based expense report entry and approval – access from Chrome, Firefox, Safari, Edge, IE
» View Expense report list and detail on one screen
» Click-once and mobile expense report features remain
» Select enhancements added like viewing all attachments on an expense report, viewing expense report notes, submit and approve multiple expense reports and print multiple expense reports.
Browser Based Expense Reports
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» Import Credit card transactions
» Allow employees to edit their own
processed expense reports
» Limiting transaction entry
» Add Upload attachments
» Printing expense report
attachments
» Dashboard widgets and alerts
Agenda
Import Credit Card Transactions
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» Import credit card transactions
downloaded from your credit card
institution directly into Ajera
» Use these imported items on
expense reports and bank register
» Improve reconciliation process and
time to bill
Feature Goal
Things to consider
22
• Questions before starting
• Are your employee’s entering expense reports right now?
• Do you want employee’s to import their own credit card items from the bank?
• Do you have multiple credit cards set up from a single financial institution? For
example, each employee has a Chase card and those are all set up as individual
credit cards in Ajera.
• Do you have a single credit card set up in Ajera and assign it to multiple employees?
• Will you be importing information for more than one employee at once?
• What does the file look like when you download it from the bank?
Workflow
23
Download CC Items from Bank
Import Credit Card Items into
Ajera
Use Imported items in Expense Reports
Use imported items in Credit Card Register
Reconcile Credit Cards
Alert
Employees
Quickly
identify credit
card items
missing
Setup Ajera to
Import Credit
Cards
Setup
24
» Role access
File>Import credit cards
» Credit card import settings
Setup>Company>Credit card Import
» Credit card setup
Company>Bank Account
» Employee setup
Setup Employee>Time & Expense
Setup Ajera to
Import Credit
Cards
Download CC Items from
Bank
Import Credit Card Items into
Ajera
Use Imported items in Expense Reports
Use imported items in Credit Card Register
Reconcile Credit Cards
Download Credit Card Items
25
Download CC Items from Bank
Import Credit Card Items into
Ajera
Use Imported items in Expense Reports
Use imported items in Credit Card Register
Reconcile Credit Cards
• Download activity from financial
institution in a csv format
• Select a period of time you have not
downloaded and imported into Ajera
previously
• Can download for one or many
employees / credit cards
Import Credit Card Items into Ajera
26
Download CC info from Bank
Import Credit Card Items into
Ajera
Use Imported items in Expense Reports
Use imported items in Credit Card Register
Reconcile Credit Cards
• Ability to import for other employee’s
credit card based on Role settings
• If your import file contains information
for one employee / credit card, select
Employee and Credit Card
• If your import file contains information
for more than one employee / credit
card, select Import Settings / Credit
Card
Expense Reports
27CONFIDENTIAL © Deltek, Inc. All Rights Reserved
Download CC Items from
Bank
Import Credit Card Items into
Ajera
Use Imported items in Expense Reports
Use imported items in Credit Card Register
Reconcile Credit Cards
• New Import Action menu allows you
to automatically create new rows on
Expense report based on import
items selected
• Import column allows you to
associate existing Expense report
row with an import item
• Easily break one import item into
more than one Expense report or on
multiple detail rows
Note: Unique transaction id is
assigned to each imported row
Credit Card Register
28
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Download CC Items from Bank
Import Credit Card Items into
Ajera
Use Imported items in Expense
Reports
Use imported items in
Credit Card Register
Reconcile Credit Cards
• Import button allows you to
• Automatically create new rows on
Bank Register based on import items
selected
• Associate existing Bank register row
with an import item
• Easily break one import item into
more than one Bank register
• Quickly review items that have not
been distributed
Reconcile Credit Card
29CONFIDENTIAL © Deltek, Inc. All Rights Reserved.
Download CC Items from Bank
Import Credit Card Items into
Ajera
Use Imported items in Expense Reports
Use imported items in Credit Card Register
Reconcile Credit Cards • Easily check for items
downloaded from the bank
have not been entered or
associated with existing
items
• Use the Import button
OR
• Use the widget on the
Credit Card import tab
Reporting
30CONFIDENTIAL © Deltek, Inc. All Rights Reserved.
• New dashboard tab in your data called Credit Card Import consisting of three
widgets – Credit Card Import Log, Credit card Import and Credit Card Import
detail
• Use to verify Imports and the details of that import
• Credit Card log
• Track success and failures of credit card import along with error message
• Report changes
• New Import column on Expense Report & Bank Register
Expense Report Re-approval
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» Allow select employees to edit
their own processed expense
report
» New re-approval process for
Accounting or Supervisors to
approve employee’s changes
» Existing rules for editing
expense reports apply
Goal: Expense Report Re-approval
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» Time & Expense Entry>Allow
Changes after Processed
» This needs to be selected for
an employee to be able to edit
expense reports
Note: Removed Accounting since
it now applies to all employees
Setup : Company Preferences
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» Time & Expense Entry>Allow
Changes after Processed
Select which specific employees
can edit his processed expense
reports
Setup : Employees
New Messaging
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Workflow
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» Employees enter and submit expense reports
» Supervisors and Accounting approve expense reports. Expense report gets
processed
» Employee edits processed expense report triggering Re-approval process
» Vendor Invoice is put on hold
» Accounting (or Supervisor if Accounting Approvals not turned on) reapproves the
expense report
» Vendor Invoice is taken off hold
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» Two new columns added to
the Expense report list
» Needs reapproval gets
checked when employee
edits his own processed
expense report
» Reapproved gets checked
when
Supervisor/Accounting re-
approve a processed
expense report, which has
been edited by an
employee
Re-approval process
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» When an expense report is
marked for Reapproval, the
related vendor invoice
automatically gets marked with
an On hold status.
» On hold status invoices cannot
be paid
» As soon as
supervisor/accounting
reapproves the expense report,
the On hold status gets
removed
Vendor Invoice –On Hold
Limit Transaction Entry by Activity Type
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» Increase the accuracy of
transaction entered by controlling
what types of transactions a project
or phase allows
» Available for labor entry
» Available for expense and
consultant entry
Goal
» New option on General tab
» Project & phases marked with Available for labor entry are available in Time, Timesheets
» Project & phases marked with Available for Expense & Consultant entry are available in Expense Reports, In House Expenses & Vendor Invoices etc
SetupProject Command Center
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» You must select one of the
checkboxes
» Selecting at higher level will
copy down the tree and you
can override at any level
» Same fields available on
templates
» Existing data upgraded to
have both marked
SetupProject Command Center
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» Available for expense & consultant entry makes the project/phase available in:
» Expense Reports
» Mobile Expenses
» Expense & Consultant Resources on the Manage tab in PCC
» Vendor Invoices
» In House Expenses
» Credit Card Import Setup
» Purchase Orders
» Import Expenses
» Available when moving Expense & Consultant transactions in Client Invoices
Expense & Consultant Rules
Add Upload attachments
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Upload attachments: Some technical notes
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» Ajera uses SQL Server Filestream to store the uploaded attachments
» Filestream is a way that SQL uses to manage unstructured BLOBs of data like word documents, images etc.
» Using Filestream allows Ajera to store the uploaded images without impacting:
» Ajera database size
» Ajera transaction processes & integrity
» Overall Ajera performance
» Maintain SQL memory management
» SQL Filestream allows Ajera to point from the record in Ajera to the attachment in the Filestreamdatabase
» Ajera is taking advantage of what SQL currently offers
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» Provide the ability to user to include attachments when printing or emailing invoices
» What type of attachments are supported?
» Prints uploaded attachments from Vendor Invoices, In House Expense and Expense Reports that are associated with the invoice
» Only Uploaded Attachments can be printed
» PDF & Image file attachments only
Print Client Invoice Backup
Add attachment > Action icon on detail row
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Add attachment > Action icon on detail row
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Print Expense Report Attachments
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» If using Upload Attachments, add
an option to print uploaded
attachments when selecting to Print
in Expense Report
» Only includes uploaded
attachments that are images or pdf
file types
» Creates a pdf of the expense report
and attachments as one single file
Feature Goal
Expense ReportPrint option when upload attachments present
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Widgets and Alerts
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Thank you!
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