The ExpenseWire system allows you to quickly streamline workflow while documenting travel and discretionary spending. ExpenseWire is entirely web-based with no software to install or manage. The following overview helps guide you with the functionality and instruction necessary to use the product should you need assistance.
The Home Screen Overview is a basic guide for each tab and section. If needed, hyper links are provided in areas that redirect you to that specific section. This provides you with the opportunity to learn more about a particular section regarding functionality and step-by-step instructions.
Home Tab: You have the ability to administer tasks that may require action. View Budgeted Amount information that will display a users allotted amount, amount remaining and plan start and end dates if Budgeted Amount setting is enabled. View/update the status of expense reports under My Delegate Expenses. View/create messages within My Messages, create new expense reports, create new expense reports from credit cards, run reports, view expense policies, access the system help files, and access personal settings under My Profile.
Credit Cards Tab: Use the credit cards tab to import credit card transactions into a new or existing expense report if you have personal credit cards or company assigned cards assigned to you or if you are a delegate and have permission to import credit card transactions into a report for your delegator. You can also add a new credit card for personally linked cards as well as update bank credentials, refresh account, or delete card for personally linked cards. For more information please see The Credit Cards Tab Overview.
Receipt Tab: Use this tab to, view your receipt gallery, upload receipts to be associated with expense reports. Add receipts to expense reports and access your unique receipts e-mail address.
Expenses Tab: Creating expenses is made easy with ExpenseWire. The Expenses section allows you to view current expenses, add new expenses, create reports, view expense policies and view the status of various submitted expenses. By adding the Credit Card feature to your profile, you can select expenses from your own statements. You can also elect to use the Direct Deposit feature to receive your payments into your personal bank accounts rather than receive a check for your approved expenses. For more information, please see Create Expense Reports.
Search Tab: Use the search tab to locate current and past expense reports. You have the option of choosing basic or advanced search features. Optionally, if you have staff submitting expense reports for your approval, you can have the expense reports available in the search results. For more information, please see The Search Tab Overview.
Analytics Tab: This optional feature allows you to run reports. Accessing the Reports Listing menu allows you to view multiple report types and allows you to view, print, or export those report results. For more information, please see The Analytics Tab Overview.
Entities Tab: The Entities tab allows you to access the list of customers and projects currently in the system. If the Administrator has granted the necessary permissions to the customer module, you can also add/edit customers and projects. The use of the customer list allows you to assign expenses against a particular customer. The use of the projects list allows you to assign expenses against a particular project. For more information, please see The Entities Tab Overview.
Pay Tab: With the appropriate system permissions, you may approve to pay waiting expense reports for your account subordinates. You may also sort through the various expense reports both current and past, by selecting from the Payment Processing list. For more information, please see The Pay Tab Overview.
Payroll Integration Tab and Paychex Flex® SSO: Admins can edit and manage ExpenseWire integration settings, associate Paychex Flex workers and users to ExpenseWire users, associate Paychex Flex Pay Components to ExpenseWire GL codes from the Payroll Integration Tab. Clients will only see the tab if they have been configured for Payroll Integration. In addition, once a client has been associated at the company level and user level, SSO functionality is enabled in Flex to log into ExpenseWire from Flex using the left navigation panel in Flex and clicking Expense Management. Please contact ExpenseWire support if you would like to enable this functionality as a Paychex Flex customer. The Payroll Integration and Paychex Flex SSO Tab
QuickBooks Tab: If you have been enabled to use QuickBooks with your ExpenseWire account, you may use the Web Connector provided by ExpenseWire. The Web Connector allows QuickBooks to automatically retrieve current and past expense report data and update QuickBooks’ accounting records. For more information, please see The QuickBooks Tab Overview.
Admin Tab: Allows system Administrators access to view and modify their subordinate accounts. The Admin controls all subordinate user permissions from the Administrators Toolbox. The Admin may choose System Settings, Organization, Users, Approval Levels, Currencies, GL Accounts, Expense Types, Payment Types, Rules & Limits, Account Settings, Custom Fields, Online Banking Sites, Travel, or Additional Services. For more information, please see The Admin Tab Overview.
My Profile: My Profile allows you to view and modify your account profile within the system. You may add/enable features to enhance your expense capabilities. Some My Profile features include changing your password, editing your profile, managing your direct deposit, managing your credit card, assigning substitutes, assigning delegates, and viewing policies. You may also view your approval tree, rules and limits currently applied to your expense profile, and view your banking sites and other financial data settings affecting your personal account profile. For more information, please see My Profile.
Create a New Expense Report: Allows you to open a new window and begin completing an expense report.
Analytics, Queries, and Reports: Allows you to pull desired data together in a report to monitor trends and spending. Preset reports are available as well as creating reports from scratch.
Assign Substitute Approver: Allows you to assign an approver to approve expense reports assigned to you for your approval in your absence or as a back up if this setting has been allowed.
Expense Policies: Allows you to view current expense report policies set by the system Administrator.
Getting Help: Allows you to search for help from a central location.
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