Improvements: Attendee List
The attendee list allows auditors to verify the number and names of attendees on a particular expense. For example, receipt itemization verification determines if the user has submitted an itemized receipt for hotel and meal expenses. If there are multiple attendees on the meal receipt, the attendee icon will appear.
This is only in the case of itemized lines – for non-itemized expense lines, the icon will not appear. There are several different models that use the attendee list to detect potential risks. With the availability of additional information in this update, auditors can easily identify potential fraud or compliance violations during an audit.
How It Works
Models like attendee verification, HCP check, and manager attendee review the attendee list to detect potential regulatory violations. Other models like restaurant price check use the attendee list to calculate if the total spent on the meal is within the average price range per person. Click the attendee icon to display all names.
Originally, the attendee list consisted of attendee names only. With the December update, we’ve added information to give auditors more precise information to comply with policy.
Here’s the attendee list before the update:
Here’s the attendee list in the December update:
The updated attendee list includes:
- Title change from “Multiple Attendee List” to “Attendee List”
- Addition of total number of attendee(s) at the top right corner of the window
- Attendee name
- Attendee type
- Attendee job title
- Company name
Improvements: Expense Type Configuration
Some models can be configured by expense type. These configurations help you tune the models to be more precise during expense report audits. For example, for unauthorized expenses, you can add expense type, persons, trip length, or cost center as exceptions. The expense type exception can be made with credit or cash line or both. The models that can use this type of exception are receipt verification, unauthorized expenses, and restaurant price check. The December update adds “select all” and “clear” buttons to make it faster to configure certain models. The buttons are added in two different areas of the configuration menu. First it’s added to the default parameters section and the exceptions section on the bottom of the menu screen of the models mentioned above.
How It Works
Log in to AppZen and under the “Expense Setup and Admin” menu select the “Audit Models Configuration” menu option.
Select a model that uses expense types as mentioned above. In this example, select the restaurant price check model then scroll down to the “Add AppZen Expense Types” section and you’ll notice the “select all” and “clear” options in the drop-down menu. The “select all” and “clear” buttons are in two areas within the model configuration menu.
Click “select all” to add all the expense types at one time. Before the update, only one expense type could be added at a time. This update saves time during the configuration of this model. Similarly, clicking on the “clear” button will remove all the expense types from the field all at once.
Feedback For Auto Approved Reports
Auditors can now provide false positive and false negative feedback prior to going live. This means that customers who are not yet live with AppZen can provide helpful feedback and valuable data to improve the accuracy of their audit results over time. Similarly, customers who are currently live can also give feedback on expenses that have been auto-approved in case anything has been incorrectly flagged.
False negatives are reports that AppZen has flagged as low risk but should have been flagged as high risk.
False positives are reports that AppZen has flagged as high risk but should have been flagged as low risk.
How It Works
In the workflow configuration settings, ensure that the auto-approval is turned on. Log in to AppZen and under the “Expense Setup and Admin” click the “Audit Workflow Configuration” menu option.
Within the Audit Workflow Configuration menu, make sure that you have auto-approval rule enabled for high-risk reports.
On reports with a specific flag of either low, medium, or high risk, click the pencil icon and check the box that best suits your workflow.
Once the configurations are turned on for auto-approval, look for an auto-approved expense report to give feedback by clicking the eye icon from the report’s detail page. Within the modal, select either false positive or false negative.
Update: Removing AppZen Logo from Employee Emails
Before approving or rejecting an expense report, an auditor can use the “request more info” feature to get additional information from an employee or their manager. This feature creates an email with all pertinent information about an expense to be sent to all necessary parties.
In this update, we’ve removed the AppZen logo from all emails sent to employees. If there’s a need to have the AppZen logo in the email, please contact your Customer Success Manager to put in a request.
Update: Analytics Dashboards
The Analytics Dashboard enables managers to track spend across orgs, cost centers, specific expense report and employees. The analytics tab has four main dashboards which are:
- Manager Dashboard: Provides an overview of spend across different countries, organizations and cost centers.
- Executive Dashboard: Provides metrics to demonstrate how AppZen has helped reduce spend, comply with policy, and improve the auditing process.
- Employee dashboard: Shows spend across employees within an organization.
- Auditor dashboard: Provides an overview of spend across low, high and medium reports.
In this update, the drop-down menus for all dropdowns has changed from “checked” to “selected”
The date range field will be updated from “date range” to “submission date range”
To clarify the definition of requiring manual review / total reports for the auditor and manager dashboards, we updated the tooltip for customers. To view this text, hover over the tooltip button.