Administrators may use this screen to edit certain global, customer-specific properties related to such categories as allocations, approval routing, expenses, and invoices. They may also customize such general preferences as the URL to which users are directed upon log-out and the minimum attachment size for emailed receipts.
Access Customer Preferences Admin Screen
1. Click the MENU button in the upper left corner, then ADMIN SETTINGS.
2. Click CONFIGURATION > CUSTOMER PREFERENCES.
The categories and options visible depend on your organization's configuration of Emburse Enterprise. You may not see all the ones pictured here.
Edit Customer Preferences
1. Click on a category to see which options you may edit.
- Hover over the Question Mark icon to see a description of each option.
2. Click EDIT to make changes.
3. When you have made the desired changes, click SAVE.
General
Fiscal Year Start Month
If your organization's Fiscal Year starts in a month other than January, you may configure it in Customer Preferences in order to take advantage of the Fiscal Year date filters in Emburse Analytics reports.
1. To choose the month in which your organization's Fiscal Year starts, click the General tab, then click EDIT.
2. Use the drop-down menu next to “Month of the year that begins the fiscal year” to select the desired start month.
Show Person Attributes
Your organization may choose to display a VIEW PROFILE link in the User menu.
Clicking this link will open a screen showing users all their Person attributes, including entities, entity types and roles.
1. On the General tab, click EDIT.
2. Click the check box next to "Show Person Attributes."
3. Click SAVE.
Approval Routing – Routing Safety Net Person
The Approval Routing tab allows admins to choose a default user who will be assigned to an expense report, pre-approval, invoice, or purchase order approval when no other user has been assigned to the role specified in the routing rules. This Routing Safety Net Person is sometimes referred to as the "Find Me/Fix Me" person.
- Best Practice: Select a user who is not normally an AP Approver so that it will be obvious that the routing rules need attention when that person is assigned an approval.
Click EDIT to select the desired user from the drop-down list, then click SAVE.
Approval Routing – Alternate Email Addresses for Approval
Customers may enable alternate approval email addresses for end users, which allows them to easily approve expenses or invoices without having to log into their company email account. This feature can simplify the approval process by allowing approvers to forward approval emails from non-company email accounts like those on their personal mobile devices.
1. On the Approval Routing tab, click EDIT.
2. Click the check box next to "Alternate Email Addresses for Approval."
3. Click SAVE.
When this feature has been activated, approvers may add alternate email addresses from which they may approve expenses and/or invoices in their Account Settings.
Expense
Show Merchant Name in Line-Item Listing
Customers who use authorized user rules may opt to have the Merchant Name User-Defined Fields (UDAs) display on the Draft, Submitted, Returned and Approvals Needed dashboards. Administrators for customers who have authorized user rules configured may activate this feature via the Customer Preferences admin screen.
1. On the Expense tab, click EDIT.
2. Select MERCHANT in the drop-down menu next to "Show Merchant Name in Line Item Listing.”
3. Click SAVE.
Activate Header-Level Tracking
For organizations where expenses all go to the same approver for all steps, Header-Level Tracking allows users to easily track an entire report instead of tracking each individual line item on a report.
Administrators may activate the Header-Level Tracking option on the Customer Preferences admin screen. Users will no longer see the tracking steps for every line item. Instead, tracking of the entire expense report will be based on the routing of the first line item on the report.
Note: This option should not be activated if your organization is configured for independent routing.
1. On the Expense tab, click EDIT.
2. Click the check box next to "Header Level Tracking."
3. Click SAVE.
Enable Memorized Expense Transactions
Emburse Enterprise customers may activate a feature that allows users to "memorize" frequently used expense line items in order to easily add them to future reports. For complete details, see Memorize Frequently Used Expenses.
Administrators may activate the Memorized Expense Transactions on the Customer Preferences admin screen.
1. On the Expense tab, click EDIT.
2. Click the check box next to "Enable Memorized Expense Transactions."
3. Click SAVE.
Activate Submit Confirmation Checkbox
Your organization may choose to require users to check a box on the Submit Confirmation screen certifying the validity of their expenses before they may submit expense reports. This adds an extra verification step to the report-submission process.
1. On the Expense tab, click EDIT.
2. Click the check box next to "Submit Confirmation Checkbox."
3. Click SAVE.
Enable Expense OCR
Your organization may choose to enable Optical Character Recognition (OCR) technology to automatically populate extracted data into expense reports. OCR technology saves your end users time and frustration by automatically populating the following fields if they are visible on the receipt rather than requiring them to enter it manually:
- Expense Type
- Transaction Date
- Amount
- Currency Code
- Merchant
- Last 4 Digits of the Credit Card
- VAT Information
See Understanding Expense OCR for complete details.
1. On the Expense tab, click EDIT.
2. Click the check box next to "Enable OCR Text Extraction for Expense Receipts."
3. Click SAVE.
Prevent Splitting of Images with Multiple Receipts
If your organization has Expense OCR processing enabled (see Enable Expense OCR, above), you may choose to prevent the system from splitting uploaded images containing multiple receipts into separate receipt images.
- For example, a Meal expense may have the detailed receipt and a separate credit card receipt that should be kept together as a single expense.
Checking "Prevent Splitting of Receipt Images with Multiple Receipts" will keep any image containing multiple receipts as a single image instead of splitting it into separate images.
1. On the Expense tab, click EDIT.
2. Click the check box next to "Prevent Splitting of Receipt Images with Multiple Receipts."
3. Click SAVE.
Split Receipt Pack PDFs By Line Item By Default
On the Request Digital Receipts admin screen users have the option to download the Receipt Pack (Expense) as a collection of individual line-item receipt PDFs rather than a single consolidated PDF file. Administrators may set the Split PDFs By Line Item checkbox to be selected by default.
1. On the Expense tab, click EDIT.
2. Under Line Item Detail > General, click the check box next to "Split Receipt Pack PDFs By Line Item."
3. Click SAVE.
Enable Bulk Editing of Line Items
Your organization may activate Bulk Editing to allow users to edit the allocation, business purpose, description, and any of your company's user-defined data (UDAs) on multiple line items simultaneously.
1. On the Expense tab, click EDIT.
2. Under Line Item Detail > General, click the check box next to "Enable Bulk Editing of Line Items."
3. Click SAVE.
Enable Bulk Approvals
Your organization may activate Bulk Approvals to allow approvers to return, approve or reassign multiple expenses simultaneously in Emburse Expense Enterprise.
1. On the Expense tab, click EDIT.
2. Click the check box next to "Enable Bulk Approvals."
3. Click SAVE.
Itemization
Your organization may choose not to require users to itemize Hotel expenses in order to save them to an expense report. When this feature is activated, users may quickly enter Hotel expenses like any other simple expense. However, the ITEMIZE button is still present on the expense entry screen so that users may choose to itemize the Hotel expense if necessary.
1. On the Expense tab, click EDIT.
2. Click the toggle next to "Optional Hotel Itemization."
3. Click SAVE.
Itemized Hotel Item Compliance Bulk Response
Your organization may choose to allow users to respond to the same warning message on multiple Hotel expense itemizations in bulk. When users respond to the first warning message, a pop-up box will give them the option to post the same response on all the items on that Hotel expense with the same compliance warning.
1. On the Expense tab, click EDIT.
2. Click the check box next to "Itemized Hotel Item Compliance Bulk Response."
3. Click SAVE.
Line Item Detail – Allocation
Admins may choose to change the way results are displayed when users search for an allocation on the Expense Entry screen. By default, allocations are sorted by MatterUniqueID in the search results. However, when the search term exactly matches the MatterNumber, it is displayed as the last result in the list. Your organization may choose to have the results sorted by MatterNumber instead.
1. On the Expense tab, scroll down to the Line Item Detail Section and click EDIT.
2. Under Allocation, select the desired sort criteria from the drop-down list next to “Sort allocation search results by.”
3. Click SAVE.
Show Static Text on Line Item Summary Screen
Emburse Enterprise gives customers the option to include static text on the expense entry screen that guides users as they fill out the fields. Your organization may choose to make this text visible even when the expense is no longer in edit mode. This allows approvers to see exactly what the expense owner saw when creating the line item in order to understand why certain data was entered.
1. On the Expense tab, click EDIT.
2. Check the box next to "Show Static Text on Line Item Summary Screen."
3. Click SAVE.
Invoice
CAPTURE User
Select the user who will be displayed as the creator of any invoice created via Emburse Enterprise CAPTURE.
Multiple Taxes on Line Item
For customers who need to capture multiple types of tax information at the line-item level, Emburse Invoice Enterprise enables users to apply additional taxes attributed to the Invoice header on the line items as well. The primary tax from the header continues to copy over to the line items. Clicking “Add Tax” on the line item will expose additional taxes for selection where applicable at the line level.
1. On the Invoice tab, click EDIT.
2. Check the box next to "Multiple Taxes on Line Item."
3. Click SAVE.
Include Inactive Vendors in Invoice Management Search
Customers may choose to display inactive vendors in the Invoice Management Dashboard Advanced Search Vendor Selector. Inactive vendors will be indicated on the Status line under the vendor ID.
1. On the Invoice tab, click EDIT.
2. Check the box next to "Include Inactive Vendors in Invoice Management."
3. Click SAVE.
PO Matching Tolerance
This section is only visible to eINVOICE customers who also use Emburse PO.
Line Matching Tolerance
This feature allows you to set the acceptable difference between amounts listed on an invoice and those on its corresponding purchase order. This reduces the number of manual approvals required when there are minor discrepancies between the unit prices and quantities on an invoice when compared to the original PO.
Tolerances may be specified as either percentages or absolute values. The system will alert users who attempt to invoice quantities, amounts and/or prices that differ from those on the purchase order by more than the amount or percentage set here.
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Line Quantity: The acceptable discrepancy between invoice line quantity and purchase order line quantity.
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Line Extended Amount: The acceptable discrepancy between invoice line amount and purchase order line amount.
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Line Unit Price: The acceptable discrepancy between invoice line unit price and purchase order line unit price.
Header Matching Tolerance
This feature ensures that PO lines copy over even when the purchase order line amounts fall outside your organization’s established line-level tolerances. PO Header Matching Tolerance engages when all previous line-item matching fails, increasing line copy-over from purchase orders to invoices. This feature is complementary to your organization’s existing line-level tolerances, as well as your two- or three-way matching auto-submit requirements. Tolerance may be selected as either an amount or a percentage.
Invoice OCR Vision
OCR Vision Email Address
Administrators for customers who take advantage of Emburse Enterprise's OCR VISION feature may view the unique OCR email address for their organization via the OCR Vision Email Address option. This is the address to which users and vendors may email attachments for Invoice OCR processing.
Click RETRIEVE OCR EMAIL ADDRESS to reveal your customer-specific email address.
Confidence Level Threshold
Administrators for customers who use Emburse Enterprise's OCR VISION feature may set a confidence level threshold for invoices that have been created via OCR in order to trigger a notification and routing rules. See "Confidence Levels" in Automatically Populate Invoice Data via OCR VISION for complete details.
On the Customer Preferences admin screen, click INVOICE OCR VISION, then click EDIT.
Use the drop-down list to select the threshold of accuracy at which you wish to trigger notification. Setting this value at any number above 0 will activate the Confidence Levels feature. Then click SAVE.
If you wish to tie confidence levels to your organization’s business rules, contact us via Support.
Default Tax Code
Administrators for customers who use Emburse Enterprise's OCR VISION feature may set the default tax code to be used when the invoice's vendor address does not have an associated tax code.
Group Routing and Email Identifiers
Admins may add an identifier to Invoice OCR email addresses and apply business logic to specify whether automatically created invoices should be routed to an individual or to a group for approval.
1. Click the blue plus button in the OCR Email Configuration pane to create a new configuration. This will act as the default invoice routing for incoming invoices sent to the designated email.
2. Use the Email Address Identifier field to add an alphanumeric word or code (e.g., a region or an approval group name) that will appear in the email address, making it easy to identify where the emails sent to that address are automatically being routed.
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Only alphanumerical characters, dashes, and periods are allowed in the identifier; special characters like %, &, and @ are not permitted.
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The full email address will auto-generate and display under the field.
3. You may then assign the address to either a specific user or a group/role based on entities. If you assign it to a group, any person who is part of the group may approve the invoice to enter it into the routing cycle.
Customize Invoice OCR Email Minimum File Size
When a user or vendor emails an invoice to Emburse Enterprise, often that email includes files other than the invoice, e.g., company logos and signatures. While PDFs attached to the email are always treated as invoices, any JPGs or PNGs attached also have the potential to be invoices. The OCR Email Minimum File Size threshold allows your organization to filter out larger non-invoice images like these to prevent them from being treated as invoices. Conversely, you may set the threshold lower to accommodate smaller non-PDF invoices.
Admins with appropriate permissions may change the threshold by navigating to the Invoice OCR Vision section of the Customer Preferences screen, clicking Edit, and using the OCR Email Minimum File Size drop-down to choose the minimum size in KB.
Purchase Order
Shipping Expense Type for Punchout PO
For customers who take advantage of our Catalog Punchout feature, this drop-down allows admins to specify the expense type that will be used to create a separate line item for shipping on PO and invoice lines. See Add PO Line Items via Vendor Websites with Catalog Punchout for complete details.
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