From the Dashboard use the Make payments link to create a file for uploading into your finance system.
Click the Create a new batch button to start off.
Click the pencil next to a batch name to edit an existing batch. By default the batches displayed will be for the last 30 days. Change the created since filter to view batches further back. The show filter provides the option to view un-submitted and un-processed batches.
From Create a new batch you will see the following screen.
Enter a Batch name which will be identified from the manage claim payment screen.
Put a Message which will be displayed to the claimant on all claims within the batch.
Claim type covers the code defined in the header of the claim, again it is a way to split claims for interfacing differently.
Organisation will only be available if your company has more than 1 set up. Organisations can be used for payments in different currencies, or to define different groups within the company.
Include is a series of toggle buttons, when the are blue they are selected when white they are now. They determine which transactions within the system can be included in the batch. Usually this is just expenses or advances. But, this can include invoices from InvoiceFlow or Timesheets for overtime.
The Account type will include Expenses, credit card, advance or debit card and relates to the accounts set on the claim lines. Claims can contain lines covering several accounts which care separated out if necessary at this point to go to different interface batches.
Use the Cancel Button or cross to move back to the manage claim payments screen.
Otherwise select Create to add claims into the batch.
Review the batch details list the batch status, reference, date created, date modified, account type, claim type, number if lines and amount. Select the Add lines to add claim lines to the batch.
Select the Add/Remove expense claims button to review the claim lines that have been added to the batch.
Select the Submit button once you have added all the claim lines to the batch, this will provide the link to the interface file.
Select the Delete button to remove the batch.
Every claim which has been authorised and approved via the final authorisation level will be listed; the claims shown are determined by the filter of the batch.
Additional filters based on pay period and claimant can be used when selecting the claim lines that need to be added to batch. Select the arrow icon to the right of each claim. Alternatively you can click Add all.
Once the claim lines have been added to the batch use the Close button to return to the overview screen, the number of lines and the amount are updated accordingly.
Select the Submit button for the extract link to be displayed. This will lock down the batch and the add lines link will be removed.
Once the batch is submitted you will have the option to email users to notify the claim has been paid before marking the batch as completed.
After submitting the batch extract links will be available dependent on the finance system, select the link to download the file.
A preview of the interface file will be displayed on screen. To download the expense details in a file select the “Download” button.
Select the Unsubmit button roll the batch back if there has been a problem with the upload, or to add more claim lines to the batch.
The file can be extracted in CSV or text format allowing the file to be saved or opened in many programs.
Once the file has been extracted select the Close button to return to the batch details.
Once the file has been successfully uploaded into your finance system use the Paid button to mark the batch as processed. The expense claims will be moved to complete and claimants will receive an email to say that the expense has been transferred to the finance system for payment.