The user console is a one-stop location providing you access to an overview of your activities and tasks, information about your account and usage, functions to review and approve transactions, and reporting capabilities.
The following are the menu items through which you can access multiple functions available:
The user dashboard gives you a summary of your activities and pending tasks in Innovo Xpense.
To view the User Dashboard click on the Dashboard menu item found in the User Console menu.
The dashboard will give you an overview of the tasks and the number of transactions you transacted in the previous month.
Clicking on either the Transactions to Approve or Transactions to Review segments on the dashboard will bring you the the relevant areas in the console where you can carry out the respective tasks.
Clicking on the Last Month's Transaction segment in the dashboard will bring you to the reporting function where you can view your past transactions.
My Account provides you with the functionality to update your details and to view usage statistics relating to the number expense claim submitted.
In the User setup tab, your name and phone number can be updated.
The Usage tab provides you with usage statistics of your account.
The Actions menu item gives you access to approve transactions and review transactions that you have forwarded to Innovo Xpense via email.
As an alternative to approve expenses via the mobile app, managers can use the Approve function to approve expense claims. In cases where the number of claims for approvals are large, the web app may provide a more convenient means of doing approvals.
Expense claims can be filtered using two different criteria to facilitate the approval process:
Claim Group: This filter allows for transactions tagged to a particular claim group to be filtered. The claim group is a custom grouping that you can create at the point of expense capture. The idea is to be able to group expenses that may be related to a particular event like a business trip or particular project.
Requester: This filter will allow managers to filter transactions belonging to a particular requester.
Drilling into the expense entry provides a view of the attached receipt and options to approve or reject individual claims.
Claims can also be approved in bulk by selecting the respective checkboxes next to the expense claims and clicking on the Approve Selected button.
The Review transactions function provides you with the functionality to review receipts/invoices that have been emailed to [email protected] and expenses captured as draft.
For receipts sent via email, the review function is primarily for you to indicate if the receipt/invoice was paid by cash or credit card and to add in remarks. This information will not be available in the claim due to the expense being submitted via email.
For expenses submitted as draft, the review function will allow you to update, modify or delete (cancel) expense entries as required. Once the required changes are made claims can be confirmed.
Users can also download receipts if they require.
The reporting functionality allows you to generate expense reports. These reports can be used for multiple purposes such as keeping track of previous expenses or submitting them for an audit.
This function can accessed via the Report menu item in the navigation bar. Reports generated can either be viewed online or downloaded as PDF reports.
Expenses can be filtered using different criteria:
Status: Transactions can be filtered according to their status. Multiple statues can be selected by holding onto the shift button and clicking on multiple statues. To select all available statues, you can click on the Select All Statuses link.
Expense Date: Reports can be filtered by date range.
Claim Group: This filter criteria allows transactions tagged to a particular claim group to be filtered. The claim group is a custom grouping that you can create at the point of expense capture. The idea is to be able to group expenses that may be related to a particular event like a business trip or particular project.
Type: The type filter allows you to filter transactions if they are cash transactions or credit card transactions or both.
Upon applying filters, the online report automatically generates data for viewing. Clicking into each line of the report will drill into the detail of each expense entry.
Clicking on the Generate PDF button will download a copy of the report onto you local drive.
There are several options that can be selected by checking the respective check boxes when generating the PDF reports. Options for PDF generation are:
Summary: A summary page that provides an overview of all transactions within the selected range.
List: A report containing a list of all expense entries within the selected range.
Expense Details: A report of receipt pictures and the corresponding details for expense entries within the selected range.
References Only: A report of receipt pictures without any details for expense entries within the selected range.