AX 2012 Employee Expense Reimbursement – New Mobile Expense App!

The new mobile application for employees to enter expense reports is very slick. You can run it on any Windows 8.1 device and there are iPhone and Android versions too.

When a user first logs in, they get an overview of total $ in Draft, In review, Rejected and Approved statuses.

Users may start a new expense report, continue working on a previously started draft, or review and recall a previously submitted report.

When creating a new expense report, basic information is captured in the header, including optional information such as Project and Customer for Project accounting:

Line detail entry has many useful elements and can be configured to be mandatory, if required.

1. Click the box to enter a new line item
2. Select one of the many user-defined categories that can be mapped to policies and GL postings
3. Merchant details can be captured in text format
4. Payment method allows for reimbursement to employee or directly by company
5. Transaction amount and currency
6. Project – defaults from header and can be changed at the line level
7. Line property can be changed to make a line item non-billable
8. Activities are created in Project accounting and allow for more detailed tracking of costs
9. Internal notes allow users to further explain items
10. Country where expense was incurred may be entered
11. City where expense was incurred may be entered
12. Zip code where expense was incurred may be entered
13. Sales tax group – works together with Item tax group to determine taxability of a line item
14. Item sales tax group – determines if a specific category / item is taxable
15. Indicates if the tax amount was included in the receipt

Adding Credit card and other unreconciled transactions. Organizations that have corporate credit cards and imports those lines from the credit card company, present those transactions to users as unreconciled transactions. Users then select the item and populate details as required; see graphic – Adding unreconciled transactions. Imported images of receipts can be presented here too.

Adding an image of receipts is a breeze too. Click the receipts button to see options.

Use the built-in camera or upload from a file, such as from a scanner.

When the expense report is completed, click Submit.

Enter notes for approver and complete submission.

After reports are submitted, approval and payment progress is tracked from the Overview page.

In addition to the slick user interface, back-end accounting capabilities are pretty robust! Following submission, built-in workflows control the approval process, accounts payable converts the report to invoices and payments can be generated to employees or directly to credit card companies.

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