As a Controller, you need to access receipts submitted by users for approval. You can also control individual transactions in an expense report. If a sampling algorithm is set up, you can also sample expense reports for manual control from the Receipt control tab.
Step 1: Search an expense report
Log into the web application.
On the the horizontal navigation bar, you will see the following 4 tabs:
Receipt control
Accounting
Cash advance
Card management
Select the Receipt control tab.
Step 2: Select your searching approach
There are 3 approaches to search for an expense report :
Using barcode
Using manual entry
Using scanner
Using barcode
In the Barcode box, type the barcode number of the expense report you want to search. Click the Search option, and Click Go.
Then, the expense report details are displayed, where you can make corrections, confirm, or print.
Using manual entry
In the Expense report reference box, type the expense report reference. In the Login box, type the login of the user. Click Search, the expense report details are displayed
Using scanner
Scan the barcode of the expense report.
The expense report details are populated on the page.
This screen also enables automatic barcode approval for auditing based on the sampling algorithm. For more information about sampling, refer to the Sampling User Guide.
The Approve option on the Receipt control page is used for manual control of expense reports based on the sampling rules that are set from the Expense policy tab. On approving an expense report, the required action to be taken on the expense report details page (if the expense report qualifies for auditing) is displayed.
Step 3 : Controlling the receipt using SpendController
When activated, SpendController helps you quickly check the most important information during your receipt control and allows you to identify the receipts needing your focus. The OCR (Optical Character Recognition) signals you information that need to be reviewed by the controller.
When consulting an expense note, the OCR’s result is visible in a square next to the upload button. It displays the control result for five fields:
the date of the transaction;
the gross amount;
the VAT amount;
the supplier;
the city.
For each field, a color code will be displayed letting you know if requiring control or not.
Green : Means the comparison provided a positive result and the user’s manual input is correct.
Red : Means that the comparaison was negative and they may be a difference between the user’s manual input and the data retrieved
Grey : Means the OCR was not able to provide result.
The control is done by comparing the transaction’s information provided by the user with the data extracted from the receipt in order to verify that the user entered the right information.
SpendController is an indicative tool. It is up to the controller to decide whether or not to accept the transaction. The purpose of SpendController is to indicate discrepancies between the manual entries and the information the system retrieves in order to speed up the control process.
Step 4 : Approving or Rejecting the report or some expenses.
As a controller you have the choice to :
Approve the entire expense report
If the overall report is accepted and no major issues or warning flags are raised by the Controller, you can approve the entire report at once which will approve also all the expenses in it.
Reject the entire report
If however, there is issues found during the control of the report and that the overall report is not compliant, you can reject the entire report which will reject all the expenses in it.
Approve or reject some expenses in the report
The controller can also approve or reject a few expense in the report without rejecting the entire report. He can approve/reject each expense one by one and then set the status of the overall report to warn the user that the expense report was approved but not entirely.