New Feature: Line-Level Custom Fields
In this release, we’re introducing the line-level custom fields feature. With this new feature, auditors will be able to pull in additional information from employee expense reports in Concur and Chrome River.
With this new update, auditors can configure line-level custom fields, which will save them time toggling between two systems to gather more information on an expense. This will also help auditors understand which expenses fall under project identification or reason types so reimbursements can be applied to the right department or budget.
For example, to easily identify and track which expense reports were submitted by their sales or marketing team, users can create and map a “department” field that auditors would be able to see at the line level of the expense report.
Things to know about line level custom fields
- Concur and Chrome River only – This will only be available for customers who use Concur or Chrome River Expense at the time of this release. In later releases, mapping custom fields will be available to customers other expense management systems.
- Fields that we support – Concur’s available custom fields for configuration should include all custom fields from Concur: (e.g., Custom1, Custom2, Custom3, Custom4, Custom5) Org units 1 - 6 and CreditCard Code. Chrome River (e.g., UDAs, Allocation, etc.)
- Set-up by users with Super/Partner and Functional Admin access – Mapping custom fields from Concur to AppZen can be done by users with Super/Partner and Functional Admin access only.
- Custom fields are set up across all organizations – All custom fields that are mapped to AppZen will appear in the line level for all orgs and policies, not per org/policy.
- Limited to four custom fields – Customers will be able to map and add a total of four custom fields.
- Retroactively add fields for all previously audited expense reports – Upon mapping a custom field, new fields will retroactively be added to the expense report details of all previous reports audited by AppZen.
- Custom fields are not included in reports today – For this release, custom fields will not appear in reports, however, there are plans in the future to include these in reporting.
- Users cannot filter by custom fields today – For this release, custom fields will not be available for the advanced filtering, however, there are plans in the future to include these in reporting.
How it works
To map and add a custom field, a user must have the right permissions – those who do will need to expand the “Expense Setup & Admin” tab and then select the “Custom Field(s)” tab on the left-hand side, as seen below.
Admins can label the name of the custom field such as “Department.” or “Company”. 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 they wish to map. This can be either a custom field or the org unit that has already been set up and configured in Concur.
When setting up the custom field in Concur, remember which number it is, for example, “OrgUnit 1” or “OrgUnit 2” ,“Custom 7” or “Custom 8” as the selections within AppZen will be listed by the field number and not by the titles within Concur.
Once the fields are chosen, you have the option to either click “Preview” or “Apply”. Admins can click the preview button to check look and feel before confirming the changes.
When the configuration is confirmed, click the “Apply” button. A success message will appear to confirm the changes.
Images below show the fields in Concur and how they look in AppZen on the line level once the configurations are set:
KB article for Line Level Custom Fields
New Feature: VAT Detection Configuration
In this release, we’ve added a configuration menu option to the VAT Tax Detection Model. By giving the auditor the ability to configure the model to flag medium-risk or high-risk, the auditor has more flexibility to flag receipts with VAT. Before this update, VAT detection model would only flag high-risk if the word VAT was detected on a receipt. or If there is no VAT detected on a receipt, AppZen will flag it as low-risk.
There are no additional updates to the model’s logic, but it is on the roadmap for a future release. VAT related lexical in local language is detected in the following 13 countries: UK, Singapore, Germany, France, Canada, Netherlands, Sweden, Denmark, Switzerland, Belgium, Norway, Finland, and Spain.
How it works
To configure the VAT Tax Detection model go to “Expense Setup & Admin”, then select “Audit Models Configuration”
Click the edit button next to “VAT Tax Detection” model.
After clicking the edit button you’ll see the configuration menu for the VAT Tax Detection model. Here you can choose to activate/deactivate the model or set your risk for medium or high if VAT is detected by clicking the dropdown and selecting your desired risk level. If no VAT is detected on the receipt, the risk level will default to low-risk.
Finally, click the “save” button to save your configuration.
KB article for VAT model
Enhancements: User Creation and Authentication
In the May release, we added extra security when Admins create new user accounts in AppZen. Before this update, Admins would create a user account and send the password to the new user. The Admin would be mindful of the login credentials (assuming the user did not change the password) and this could raise security concerns.
To address these concerns, we have taken steps to tighten up the process of assigning a password to a new user account by having the user activate the account on their end to complete the account creation process
How it works
To create a new user and start the new password process, click on the “System Admin” tab and then select the “Users” menu option on the left-hand side, as seen below.
Click on the “create new user” button
Fill in the required fields like UserID, First Name, Last Name, and Start Date.
Once all the required information is filled in, click on the “add user” button on the bottom right-hand corner of the screen.
Once the “add user” button is clicked, the confirmation popup will prompt you to confirm the new account. Click the “confirm” button to proceed.
Next, the activation email is sent to the user’s email address so they can click on the “activate” email to prompt them to choose their own password for the account.
Finally, the Activate Account screen will appear and the user is prompted to enter their password. Once done click the “confirm to login”
The confirmation popup will inform the user that the account is activated. Click on the “continue to login” to take you to the login screen.
Please note: Listed below are the password requirements:
- Minimum of 8 characters
- Contains at least 1 uppercase letter
- Contains at least 1 lowercase letter
- 1 numerical digit
- 1 special character [[email protected]#$%&+=*^]
KB article for User Creation and Authentication
Additional password improvements include CAPTCHA verification. To increase security, CAPTCHA will help distinguish between human or machine input in case of multiple failed password attempts. After the second login attempt you get the message of incorrect password along with the CAPTCHA prompt.
A series of letters and numbers will be presented to the user, simply input what is shown to verify that you are human. Once this is done, continue logging into your account.
KB article for Captcha