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    ALTEN - Switzerland - Unit4 - Expenses - User Guide

    Uploaded by

    Angelo Maria Sepe
    The document provides guidance on entering expenses using the Unit4 application or web interface. It outlines how to take photos of receipts using the app, enter manual expenses, and import expenses into the web interface for approval. All expense lines must be justified by a readable receipt. Expenses are paid out twice a month on the 15th and 30th after manager and expense team validation in the workflow.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    ALTEN - Switzerland - Unit4 - Expenses - User Guide

    Uploaded by

    Angelo Maria Sepe
    185 views18 pages
    The document provides guidance on entering expenses using the Unit4 application or web interface. It outlines how to take photos of receipts using the app, enter manual expenses, and import expenses into the web interface for approval. All expense lines must be justified by a readable receipt. Expenses are paid out twice a month on the 15th and 30th after manager and expense team validation in the workflow.

    Original Title

    ALTEN_Switzerland_Unit4_Expenses - User Guide

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    The document provides guidance on entering expenses using the Unit4 application or web interface. It outlines how to take photos of receipts using the app, enter manual expenses, and import expenses into the web interface for approval. All expense lines must be justified by a readable receipt. Expenses are paid out twice a month on the 15th and 30th after manager and expense team validation in the workflow.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    185 views18 pages

    ALTEN - Switzerland - Unit4 - Expenses - User Guide

    Uploaded by

    Angelo Maria Sepe
    The document provides guidance on entering expenses using the Unit4 application or web interface. It outlines how to take photos of receipts using the app, enter manual expenses, and import expenses into the web interface for approval. All expense lines must be justified by a readable receipt. Expenses are paid out twice a month on the 15th and 30th after manager and expense team validation in the workflow.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    You are on page 1of 18

    Expenses User Guide

    I I
    Summary

    1 PRESENTATIO N

    2 HOW TO USE THE APPLICATIO N

    3 HOW TO FINISH YO UR EXPENSES IN WEB

    4 HOW TO ENTER YO UR EXPENSES DIREC TLY IN WEB

    5 VALIDATIO N WO RKFLOW
    1

    PRESENTATION
    PRESENTATION

    2 OPTIONS FOR ENTERING EXPENSES


    RECOMMENDED

    Unit4 App Unit4 App

    Sync

    Unit4 WEB Unit4 WEB only

    The tickets & synthesis are no longer to be sent to the Lausanne office
    HOW TO ACCESS

    ❑ Unit4 APP :

    ✓ Download “Unit4 Expenses” via your smartphone device


    ✓ Log in with this URL -> https://agrm5web.altengroup.com/agresso-webservices/service.svc?
    ✓ Fill in your credentials :
    ▪ Username -> corp\Unit4username (for staff) // prod\Unit4username (for consultants)
    ▪ Client -> 166
    ▪ Password -> Unit4password

    ❑ Unit4 WEB :

    ✓ Same access as today -> https://agrm5web.altengroup.com/agresso/


    ✓ Menu «Your employment» -> «Expenses»
    2

    HOW TO USE THE


    APPLICATION
    HOW TO USE THE APPLICATION

    1. Open your application

    2. Open the menu

    3. Select your expenses trigger :


    a. Camera (taking pictures)
    b. Manual route (for Kilometric allowance)
    c. Expenses (for manual entry)
    HOW TO USE THE APPLICATION - CAMERA

    1 2 3 4
    CAMERA trigger

    1. Take a picture of your receipt

    2. New expense line to be confirmed

    3. Add a description & control the automatic


    recognition inputs* -> then press SAVE

    4. The expense is synchronized with Unit4 WEB

    *The app is based on an automatic recognition system. If you scan a hotel invoice, it will categorize it in “Hotel”, with the amount of the invoice, the currency and the date of the invoice.
    As the system works with machine learning, it can happen that there are some mistakes in the recognition. Please always control the information displayed.
    HOW TO USE THE APPLICATION – MANUAL ROUTE

    1 2 3
    MANUAL ROUTE trigger

    1. Fill in the place from and place to + press

    2. Route is calculated ; you can save it by


    selecting “Done” with :

    3. Route is synchronized with Unit4 WEB


    HOW TO USE THE APPLICATION – EXPENSES

    1 2
    EXPENSES trigger
    Even if the best practice is to use the camera trigger, you can
    still create a manual expenses from scratch

    1. Select your expense type in the menu

    2. Fill in all the information & add the


    attachment ; then SAVE it.
    It will be synchronized with Unit4 WEB
    3

    HOW TO FINISH
    YOUR EXPENSES
    IN WEB
    HOW TO FINISH YOUR EXPENSES IN WEB (1/2)

    1 2

    1. Open Unit4 WEB ; Go to “Your employment” / “Expenses”

    2. Select your expenses claim “Invoiceable” / “Non invoiceable”


    Invoiceable is only in case they are invoiced to ALTEN’s customer
    Please ask your manager if you don’t have the information
    3 4

    3. Fill in a purpose and keep the daily date

    4. Open “show transactions” (transactions synchronized from App) 5

    5. Import your expenses transactions with “Import to travel expense”


    HOW TO FINISH YOUR EXPENSES IN WEB (2/2)

    6. Your expenses lines are generated with the attachments

    7
    7. If all the information are correct, please send for approval
    4

    HOW TO ENTER
    YOUR EXPENSES
    DIRECTLY IN WEB
    HOW TO ENTER YOUR EXPENSES DIRECTLY IN WEB (1/2)

    1 2

    1. Open Unit4 WEB ; Go to “Your employment” / “Expenses”

    2. Select your expenses claim “Invoiceable” / “Non invoiceable”


    Invoiceable is only in case they are invoiced to ALTEN’s customer
    Please ask your manager if you don’t have the information
    3 4
    3. Fill in a purpose and keep the daily date

    4. Add new expense line

    5. Add all the relevant information :


    ➢ Category : select the expense type in the dropdown list 5
    ➢ Expense date : enter the date of your expense (date of the receipt)
    ➢ Description : insert a description for each line (be precise)
    ➢ Currency : in case of foreign currency, change it. The exchange rate will be calculated based
    on the “expense date” field
    ➢ Cur.amount : indicate the exact amount, including VAT
    ➢ Workorder : in case of expense invoiceable, select your workorder

    Tips :
    ➢ If you have similar expenses line to enter, you can use the button «copy expense» -> 1/Tick the line you want to copy 2/Click on «copy expenses»
    ➢ To delete a line -> 1/Tick the line 2/Click on «delete expense»
    HOW TO ENTER YOUR EXPENSES DIRECTLY IN WEB (2/2)

    6 6’

    6. To attach a scan (mandatory) to your expense line, click on “Upload receipt”

    7. Then, tick the expense line you want to match with the scan + click on
    “match to receipt” – the scan must be an invoice + readable

    8
    8. Your expense line is generated with the attachment

    9
    9. If all the information are correct, please send for approval
    5

    VALIDATION
    WORKFLOW
    VALIDATION WORKFLOW

    ❑ Once sent for approval, your expense will go through 2 workflows of validation :

    ✓ Manager validation
    ✓ Expense team validation -> all your expenses lines must be justified by a readable invoice

    ❑ Please note that the tickets & synthesis are no longer to be sent to the Lausanne office

    ❑ For some reason, if your expense is rejected because a correction is required, you will receive a new task requesting the
    correction through the task manager in Unit4 menu ->

    ✓ Click on the task, select the correct one (your expense will be displayed again)
    ✓ Amend the expense as indicated in the comment box
    ✓ Save the expense

    ❑ Once fully validated, your expense will go through the payment process (2 payments per month -> the 15th and the 30th)

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