New Custom Field Mapping

Overview

Companies use custom fields to add additional information that may be helpful to provide more context about an expense report but the use of these custom fields can vary from company to company. Some custom fields are created to help attribute expense reports to a specific department or cost center and others may want a field for additional notes. This information can be useful context for auditors when auditing an expense report. With this latest release, users can now map custom fields from Concur to the header of the expense report details within AppZen.

How Custom Fields Works 

*Custom Fields will only be available for customers using Concur Expense in this release* – in future releases we will implement the availability of custom fields for other expense management software.

This feature will allow customers to map custom fields in Concur to AppZen to provide more flexibility for customers to show additional information within the header level of the expense report details. Custom fields need to be created in Concur before mapping the field to AppZen. Users will be able to map any Custom Fields or Org Unit Fields created in Concur to AppZen.

Once mapped, the custom fields will be added to the header of each expense report within AppZen and will include the corresponding information for each report that was input into the custom fields within Concur.

How to Map Custom Fields

To map and add a custom field, a user must have Functional Admin privileges – those who do will need to expand the Expense Setup & Admin tab and then select the new Custom Field(s) tab on the left hand side, as seen below. 

Then label the name of the custom field such as “Department.” This will appear as the field title within the details section of all expense reports in AppZen. 

Once the field is given a label, click on the drop-down arrow to select the corresponding field within Concur you wish to map. This can be either a custom field or the org unit that has already been set up and configured in Concur.

TIP: When when setting up the custom field in concur remember which number it is, for example “Custom 1” or “Custom 2” or “OrgUnit 1” or “OrgUnit 2”, as the selections within AppZen will be listed by the field number and not by whatever title it is given within Concur. 

To preview what the mapped field will look like in the header of the expense report, select the “Preview” button in the bottom right hand corner.

When finished, click the “Apply” button in the bottom right hand corner
NOTE: Up to three custom fields can be mapped.

Improved Accuracy of Duplicate Check Models

Prior to this release, the model was flagging expenses from voided reports as duplicates. Marking voided reports as duplicates often resulted in false-positives. To better improve the accuracy of the Duplicate Check model, this release includes a change that will now disregard any voided reports when looking for duplicates.

Side-by-Side View of the Receipt and the Duplicate

Upon this release, both Duplicate Across Reports and Duplicate within a Report will include a side-by-side view of the duplicate receipts. The receipt image submitted to the report will appear alongside the receipt image that has been identified as a duplicate of the receipt submitted. In doing so, auditors will be able to cross-reference the information within the two receipt images to verify the duplicate.

Track User Activity with New Manager Usage Report

The new Manager Usage Report will provide an easy way to track user activity on AppZen. This report can help monitor how often users such as auditors or team managers are log in to the AppZen solution. The report can be generated by any user with access to the Reports page and is provided in a CSV format. 

Usage Report will include fields that will provide the following:

  • The name of the AppZen user and their email.
  • The date and time when they signed in
  • The date and time of when they last signed in

Added New Fields to Auditor Feedback Report

The Auditor Feedback Report provides audited expense report data in a flexible format (CSV) giving financial teams an effective way to analyze and track spending trends and risks. Three new fields have been added to the Auditor Feedback Report: Merchant, Personal Expense, and Cash Transaction.

Unauthorized Expense Improvement

An update has been made to the Unauthorized Expense model to provide added flexibility for detecting upgraded airline tickets. Prior to this release, if the Unauthorized Expense model was configured to flag “First Class” airline tickets it would also include flagging any “Business Class” upgrades as well. Business class is a step down from first class and cost less. Some of our customers provide their employees the luxury of upgrading their ticket from coach to business class and, therefore, business class upgrade expenses are accepted and should be marked as low.

Customers will now be able to delineate between first class and business class as a result of the latest release which includes the ability to configure the two separately as seen in the image below.

Configuring Unauthorized Expense for Upgraded Airline Tickets

*NOTE: Upon this release, actions are required by the Functional Admin to update the Unauthorized Expense model configuration if the company allows business class airline upgrades – read below.

If the Unauthorized Expense model has already been configured to flag “First Class” airline upgrades then no actions are required. Upon this release, “Business Class” will automatically be added to the configuration and set as high risk with the same threshold as “First Class”. However, if you wish to set “Business Class” as a low risk or with a different threshold, the Functional Admin will need to update “Business Class” from the Unauthorized Expense model configuration. To do this, navigate to the Audit Models Configuration tab on the left hand side. 

Then select the edit icon to the left of Unauthorized Expenses. 

If you want to move “Business Class” to low risk, click on the “X” next to “Business Class” in the Add Unauthorized Category bar. If you need to change the “Business Class” threshold, and keep high risk, then update the threshold amount without removing the “Business Class” category. 

Once “Business Class” has been removed, select the “Save” button in the bottom right-hand corner.

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