Expense Reports

This is a list of all expense reports in the application. On the Expense Reports screen, you can reset expense reports at any point from submission up until they are paid in COINS ERP+. This is the only function by which reports that have already been approved by management and finance can be sent back to the claimant.

Click Expense Reports. This opens a list of all expense reports that have been created but not yet paid.
Right-click the report you wish to withdraw, or left-click the report and click the menu icon , then click Reset Report. You will receive a popup message asking if you are sure.
Click to reset the report.

Credit Card Imports

The credit card importer provides a fast way to upload a large number of expenses from a company credit card statement to CCC Expenses.

Importing Credit Card Transactions

The transactions first must be saved as a CSV file. The CSV file should have the following data in the following columns:

Column	Data	Description
A	Account Name	The name of the account holder.
B	Account Number	The credit card number (this will be masked in CCC).
C	Transaction Date	The date of the transaction.
D	Reference Number	Enter a unique reference number for the transaction. If the reference number is not unique, the transaction will be marked as a duplicate and you will not be able to process it.
E	Merchant	The person or business with which the expense was incurred.
F	Amount	The total value of the transaction.
G	Tax Amount	The tax amount of the transaction.
H	Description	A description of the expense.
I	Posting Date	The date on which the transaction was received to the account.

On the Credit Card Transactions screen, click the button. Alternatively, click the > button next to Credit Card Imports on the left-hand menu, then click Credit Card Importer. This opens the Credit card Transaction import window.
Select the company of the account holder and the payment method from the drop-down lists, then enter a description for the batch of expenses. Note that the payment method cannot be edited later for expense items generated by credit card imports.
Click to open the Expenses Credit Card Transactions window.
Click the dark area to open File Explorer, then locate the CSV file and open it or drag and drop it to the import window. The data will then appear in a grid.
If the first row in the CSV file contains column headings, tick the “first row is title” tick box to ignore the first row of data.
If there are problems detected with the alignment of the data, click the button and the system will attempt to match the labels in the CSV to the expected columns. Click the Reset button to undo Auto Align.
The default date format is YYYY/MM/DD. If the dates in the CSV are of a different format, select the correct one from the drop-down list below the field.
Click to import the CSV. If successful, you will receive a completion message and the transactions will now be visible on the Credit Card Transactions screen.

Unattached Transactions

Transactions imported from a card that has not been used for imports before will initially be unattached. They must be attached to a claimant before they can be processed. To rectify this:

Right-click one of the unattached transactions, or left-click the transaction and click the menu icon , then click Modify Credit Card.

Alternatively, open the Credit Cards tab, then right-click the new credit card, or left-click the card and click the menu icon, then click Modify Credit Card. This opens the Credit Card Details screen.
Select a claimant you wish to attach to the card from the Claimant Name drop-down list. If necessary, you can also edit the payment method of the card in the window.
Click to save. All transactions made under that card will now be attached to the claimant you selected.

Linking Transactions to Claim Items

Once the transactions have been imported and attached to a claimant, they can be linked to expense claim items.

Unflagged transactions have a white flag next to them in the Transactions tab. Flagged transactions have a black flag . You can switch a transaction from unflagged to flagged and vice versa by clicking on the flag. Ensure that all the transactions you wish to process are unflagged and any transactions you do not wish to process yet are flagged.
Click . This opens the Process Transactions window.
Select which batch of transactions you wish to process from the Import drop-down list. Select ‘All’ if you wish to process every batch.
Select the type of action you wish to take from the Action drop-down list.
- Create Claims: An expense claim item will be generated for each transaction.
- Link to Claims: The system will link transactions to matching expense claim items which the claimant has already created.
- Link to Claims then Create Claims: The system will link transactions to matching expense claim items which the claimant has already created, before generating expense claim items for the remaining transactions.
Click to view a breakdown of the actions that will be taken for each claimant.
Click to commence the action. If successful you will receive a popup report of the results of the action.

Once a transaction is linked to an expense claim item, its status in the Status column will update to Linked To Claim Item. Any linked expense items will be automatically updated to the credit card expense type, if they were not of that type already. Once an entire batch has been linked to claim items, the transactions will be removed from the Credit Card Transactions screen and moved to Historical Imports.

This is the last step you need to take as an administrator – it is now the responsibility of the claimant to compile the linked claim items into an expense report and submit it to their approver.

Deleting Transactions

Transactions that have not yet been linked to expense claim items can be deleted.

To delete transactions in bulk

Select the batch you wish to delete from the Unprocessed Imports drop-down menu at the top of the Credit Card Transactions screen or select ‘All’ if you wish to delete every transaction.
Click the button. Note that the button will be disabled if any of the transactions in the selected batch or batches are linked to a claim item. You will receive a warning message asking if you are sure.
Click to confirm.

To delete an individual transaction

Right-click the transaction you wish to delete, or left-click the transaction and click the menu icon , then click Delete. You will receive a warning message asking if you are sure.

Click to confirm.

Historical Credit Card Imports

To view historical credit card imports, click the > button next to Credit Card Imports on the left-hand menu, then click Historical Credit Card Imports. This opens the Historical Import screen.

Listed here are all transactions that have previously been processed.

To view the details of a transaction, right-click the transaction, or left-click the transaction and click the menu icon , then click View Transaction.

To view the expense claim item linked to a transaction, right-click the transaction, or left-click the transaction and click the menu icon , then click View Expense Claim.

Acting On Behalf Of

On the Acting On Behalf Of screen, you can set up alternate users for claimants. Alternate users can be configured to create, edit and submit expense items and expense reports on behalf of another user.

Creating an Alternate User

Click . This opens the Manage Acting On Behalf Of window.

A screenshot of a computer

Description automatically generated

Complete the fields as follows:

Company	Select the company which the desired claimant and alternate user belong to (the alternate user must be from the same company as the user they will act on behalf of).
Claimant	Select the claimant who will have an alternate user.
Alternate User	Select the user who will act on behalf of the selected claimant.
Start Date	Enter the date on which the alternate user will be able to start acting on behalf of the claimant.
End Date	Enter the date after which the alternate user will no longer be able to act on behalf of the claimant. You can leave this field blank to leave the arrangement in place indefinitely.
Create/Edit Claims	Tick this box to enable the alternate user to create and edit claim items on behalf of the claimant.
Create/Edit Reports	Tick this box to enable the alternate user to create and edit expense reports on behalf of the claimant.
Submit Reports	Tick this box to enable the alternate user to submit expense reports on behalf of the claimant.

Click to save. The alternate user will be added to the grid.

Editing an Alternate User

Right-click the alternate user you wish to edit, or left-click the user and click the menu icon , then click Edit. This opens the Manage Acting On Behalf Of window for that alternate user.
Edit the fields as necessary.
Click to save.

Deleting an Alternate User

Right-click the alternate user you wish to delete, or left-click the user and click the menu icon , then click Delete. Alternatively, click the trash can icon in the Delete column. You will receive a popup asking if you are sure.
Click to confirm the deletion.

Delegation

Management approvers and finance approvers can delegate their approval responsibilities to another approver for a set period. On the Delegation screen, you can view, edit and delete each of the delegation periods that have been set up by approvers, as well as create your own.

Adding a Delegation Period

Right-click somewhere in the grid, or left-click an entry in the grid and click the menu icon , then click Add. This opens the delegation window.
Select the approver for whom you wish to delegate from the drop-down list. Their user roles will appear below.
Click the button. Some new fields will appear.
Enter dates in the From and To fields to specify the period of delegation. You can use the calendar lookup, type the dates manually, or use standard Coins shorthand e.g. $+2w to mean “two weeks after today”.
Select the approver to whom you wish to delegate from the drop-down list. If the delegating approver is both a management approver and finance approver, there will be a separate list for each role. You can delegate to different users for each role if you wish.
To send an automated email to each user involved informing them of the delegation, leave the Send Email Notification box ticked. Untick the box to disable the email.
Click to save the delegation period.

Editing a Delegation Period

Right-click the delegation period you wish to edit, or left-click the period and click the menu icon , then click Edit. This opens the delegation window.
Edit the fields as necessary.
Click to save your changes.

Deleting a Delegation Period

Right-click the delegation period you wish to delete, or left-click the period and click the menu icon , then click Delete. The delegation period will end and the entry will be removed from the grid.

Expense Report by Coins ERP+ Batch

After expense reports are approved by finance, they are sent to COINS ERP+ in an unfrozen payment batch. The Expense Report by COINS ERP+ Batch screen shows a list of COINS ERP+ batches containing expense reports sent from your company.

Click on a batch number to view the expense reports it contains.

To view the full details of a report, right-click the report, or left-click the report and click the menu icon , then click View Expense Report.

To export the list of reports contained in a batch, click the three dots button in the top-right of the grid, then click Export. This begins a download of a CSV file containing the data. When the file is ready, it will appear at the bottom of your browser.

Vehicles

The Vehicles screen contains a list of all vehicles belonging to all claimants within your Expenses module. From this screen, you can add, modify and delete vehicles for each claimant.

Adding a Vehicle

Right-click within the grid, or left-click a vehicle and click the menu icon , then click Add. This opens the Modify Vehicles window.

Complete the fields as follows:

Vehicle Type	Select from the drop-down whether this is a personal or company vehicle.
Company Asset	This field appears if you selected Company for the Vehicle type. Select which type of company asset this vehicle is from the drop-down.
Claimant	Select the claimant who uses this vehicle.
Name	Enter a name for this vehicle. This is the name the claimant will see in the Vehicle drop-down when entering a vehicle-based expense item. If you selected a company asset, the name will be filled automatically, but you can still edit it if you wish.
Expense Type	Select which vehicle-based expense type this vehicle will use for mileage claims from the drop-down.
Classification	Select a vehicle classification from the drop-down. Classifications are restricted based on expense type, so this field is disabled until an expense type is selected.
Primary	Tick this box if you wish to make this the primary vehicle for the claimant. The primary vehicle will be selected by default when they are entering a vehicle-based expense item. If this is the first vehicle added for the claimant, it must be their primary vehicle.
Dormant	Tick this box to make this vehicle dormant. Dormant vehicles will not be available to select when creating vehicle-based expense items until they are made active again. Primary vehicles cannot be made dormant. Vehicles linked to active mileage claims also cannot be made dormant.
Beginning Balance	If the claimant has already driven this vehicle within the current tax year, you should enter the number of miles already driven in this field. This can be important if the reimbursement rate for mileage is calculated based on miles driven. If you do not add a beginning balance at this stage, the claimant can add one themselves via Mileage Inquiry.
As of Date	Enter the date on which the claimant started using the vehicle.

Click to save the vehicle. It will then appear in the Vehicles grid.

Modifying a Vehicle

Right-click the vehicle you wish to modify, or left-click the vehicle and click the menu icon , then click Modify. This opens the Modify Vehicles window for that vehicle.
Edit the fields as necessary.
Click to save the vehicle.

Deleting a Vehicle

To delete a vehicle, right-click the vehicle you wish to delete, or left-click the vehicle and click the menu icon , then click Delete.

There are some restrictions on which vehicles can be deleted. If a vehicle has already been used in expense items, it cannot be deleted. Attempting to delete such a vehicle will instead make it dormant. The Delete option is not available for dormant vehicles. If you attempt to delete a primary vehicle, you will receive an error message.

📌Note: The only way to delete a primary vehicle is to first make a new primary vehicle for that claimant, then delete their old primary vehicle.

Mileage Inquiry

The Mileage Inquiry screen contains a list of all submitted mileage claims from claimants within the selected company. The purpose of this screen is to allow you to view and download your company's mileage history. You can filter and sort by every column to arrange the data how you wish. Click an entry in the Submitted Date column to view a read-only version of the Manage Expense Claim Item form for that claim.

Filtering

Click Filtering on the vertical menu to open the High Volume Filter: Expenses window. In this window, you can apply filters to the list of available cost codes when a claimant, approver or finance approver is completing the Analysis Details of an expense claim item.

The filter criteria explicitly filter the available contract cost codes, but they also implicitly filter the available WBS records and cost heads. This is because users can only select WBS records and cost heads that can be used to generate cost codes matching the filter criteria.

When setting filter criteria, you can use asterisks to include multiple records at once. In the below examples, the letter A can be replaced with any string of characters:

A* includes all records beginning with an A, with any number of characters after it.
*A includes all records ending with an A, with any number of characters before it.
*A* includes all records containing an A, with any number of characters either side of it.

You can set multiple criteria in the same field by separating them with a comma.

The numbers on the right side of the window show the number of contracts that have a certain range of cost codes available under the current filter criteria.

For example, in the image above, 535 contracts have 1-99 cost codes available, 32 contracts have 100-199 cost codes available, and so on.

The “per contract” field changes colour depending on the maximum number of cost codes per contract under the current filter criteria: less than 1000 for a green number, between 1000 and 3000 for a yellow number and over 3000 for a red number.

In addition to the global filter, you can set company-specific filters. To do this, click the button in the bottom-right of the window and select a company from the drop-down menu. A new set of fields will then appear below the global fields, under the title of the company you selected.

When you are done setting filters, click to save your changes.

Notifications

Certain events that occur within the Expenses application can be reported to you in the form of notifications. Currently, the only notification available for the Administrator role is an email notification that will inform you whenever a user who is part of an active approval workflow has their account deactivated or deleted. Details of the user’s pending tasks, workflows, and reports (both those sent to the deleted user and those which will come to the user via the approval process) will be included in the email.

Click your username or avatar, then click the Notifications icon . This opens a list of the most recent notifications you have received across all POP Apps you have access to.
Click the cog icon at the top-right of the Notifications list. This opens the Notification Preferences window.
Click Core to open the drop-down menu and select Expenses to view the Expenses-related notifications. If you have another Expenses user role in addition to being an administrator, select Administrator from the right-hand drop-down menu to see only the admin notification.
Tick/untick the box to enable/disable the notification. Any changes you make are instantly saved.

Expenses Administration