June 2020 Release Notes Feature Overview

New Feature: Insights - Manager Dashboard Update – Added a new Reports Details page to easily view spend across teams and employees without navigating through AppZen’s workbench or expense details page.

Enhancements: Feedback Menu Options – Added radial buttons instead of drop-down menus to improve workflow for the auditor. We also removed the false positives reasons from the feedback panel and modal view.

Enhancements: Additional Custom Fields for Chrome River - Added additional custom fields for Chrome River.

Enhancements: Handwritten Model - This model has the ability to read handwritten numbers on a receipt which will improve the receipt verification model.

Enhancements: Merchant Extraction Model - This model has the ability to extract merchant names from receipts for North American and European countries.

Enhancements: Receipt Amount Sum Model for Receipt Verification - This model checks the sum of an amount between multiple pages/receipts and matches it to user-entered data.

Improvements: Header Level Matching Update - Fixed an issue with header level matching for e-receipts.

New Feature: Insights - Manager Dashboard Update

Overview

AppZen’s Manager dashboard provides data on overall spend for managers’ teams across organizations and cost centers. The dashboard helps the Manager observe spend to ensure that employees stay compliant with the company’s policy. Insights is a paid add on and is not included in the base purchase of AppZen.

The Manager Insights has charts that show “spend by expense type”, “potential high risk spend”, “potential unauthorized spend”, “top spenders” and “AppZen Compliance Index.” Team Insights breaks down the spend with your direct reports or the manager’s team by “top category spenders” and “top policy violations.”

Currently, a manager can navigate through AppZen’s expense report detail page from the dashboard to gain a full understanding of the expense report. However, the report details page was originally designed to help auditors quickly review expense reports and we found that managers could even be more efficient if we highlighted explicitly what they found most useful.

In this release, we created a new Insights details page when managers want to view details of a transaction to have a more concise understanding of the risk and spend activities of employees, team, and direct reports. We also highlighted the conversations between auditors and employees to give a full view of the history of the report.

How it works

Below are the steps on how to access the new Insights report detail page along with descriptions of the user interface - what each section of the new user interface provides and how it helps managers observe spend from employees and team members.

Login into AppZen and click on Analytics then click on the Manager Dashboard.

Click on one of the bar charts for example, “Potential Unauthorized Spend.” In this example, clicking on “Electronic Devices” since this is the top unauthorized category.

Click on the report ID as pictured above, which will bring you to the Insights report detail page.

Please Note: Any bar chart within the Manager Dashboard allows you to drill down and list the report ID’s associated with the different data points will have the new Insights detail page for a more detailed understanding of spend.

Listed below is the Insights report detail page. On the left-hand side is the receipt for the expense submitted and on the right-hand side is the risk related information that is associated with the receipt

  1. Rule related information
  • Displays the expense type associated with the report
  • List high-risk rules that were flagged by AppZen
  • Manager can see violations on spend activities
  • Shows risk messages associated with any high-risk rule
  • Displays expense amount and reimbursement amount

2. Expense Report Information

  • Expense Report Number - Able to click on the report ID which takes the auditor to the report detail page
  • Report Name - Name of expense report
  • Submitted By - Name of employee, clicking on employee name will take the manager to the employee dashboard to view spend history
  • Name of Policy - Policy name the expense belongs to
  • Report Submission Date - Date of submission
  • Report Total Amount - Total amount outlined in the report
  • Report Audit Status - Audit status
  • Workflow Status - Currently workflow status

3. Conversations

  • Listed are conversations between the auditor and employee
  • All comments will be listed including rejection comments and request more information

For more information on the insights update please go here:

Enhancements: Feedback Menu Options

Overview

Changing the drop-down menu to radial buttons

The feedback options allow the auditor to action a report and give that feedback to AppZen in order to train the models over time. We have updated the feedback menu to ensure that the auditor can see all of the available feedback within the approval and rejection workflow. This new update removes the number of clicks it takes to select the right option within the feedback panel. We have removed the drop-down menus on the false-negative and false-positive feedback panels.

Removal of False Positives Reasons

Included with the feedback menu options enhancements, we’ve removed the false-positive reasons from the workflow when actioning an expense report. Auditors will be able to select the option of “false positive” if AppZen incorrectly flags high-risk on an expense report however the false positives reasons will no longer be made available. To make sure that the update is consistent with the rest of the user interface we have removed the false positive risk reasons from the modal view as well.

How it works

Changing the drop-down menu to radial buttons

With the new update, auditors will see the new radial buttons when rejecting any high risk expense report simply by clicking on the “reject” button from the AppZen workbench and clicking on “YES” to switch the feedback to “NO”.

Under the question of “Why are you not rejecting this?” you’ll notice the radial buttons listed instead of the drop-down menu. Select the reason why you are rejecting this expense and click on the “reject” button.

Before the update After the update

The same update has been implemented into the approval workflow as well. Click the “approve” button on an expense report you would like to approve and select the reasons for approval under the “Why do you approve this?” section. Select the correct approval reason and click on the “Approve for Payment” in order for the employee to be paid. The

Before the update After the update

Removal of False Positives Reasons

By clicking on the “reject” button to action a report from the AppZen report details page and clicking on the “YES” button to switch the feedback to “NO”. Selecting “false positive” would originally give the auditor a list of false-positive reasons. With this update we are removing the reasons and the auditor can simply select “false positive” to help train the model.

Before the update

After the update

The modal view will no longer have the false positive reasons once an auditor selects the reason as “false positive”. This can pertain to customers who are in the parallel run and they need to give feedback.

Please note: The auditor feedback report will have a blank column under false positive reasons.

Before the update

After the update

For more information on reject options please go here

Improvements: Additional Custom Fields for Chrome River

Overview

Last month we introduced custom fields at the line level. This feature helps auditors to view information about an expense and pull that data into AppZen once it’s properly configured and mapped accordingly.

In the June release we have added additional custom fields that AppZen can map to.

These fields are listed within the payload and can be mapped to AppZen:

  • entityField1
  • entityField2
  • entityField3

For more information on how custom fields work go to our Knowledge Base for more information here.

Enhancements: Handwritten Receipt Model

Overview

The Handwritten receipt model has the ability to read handwritten numbers and digits on a receipt for the English language only. This model does not support reading handwritten text, signatures, dates or handwritten times. The expense types that are supported with the handwritten model are: Meal, Taxi, Car Rental, and Parking.

This model will impact the Receipt Verification rule only. Before this update we were unable to read handwritten amounts, which resulted in a high-risk flag with the default risk message. With the update, we can read the handwritten amount and match it to the user amount once this is done. Receipt Verification will be flagged as low risk.

Meals with tips and amounts

We are able to read meal receipts with handwritten amounts and tips. Before the update we were only able to read the printed amount and add a tip margin in the configurations. We are now able to verify the receipt based on the user amount. If tip was over x% we would make the risk level of Receipt Verification to be “High”. However now, we mark the risk level as “Low”, even if the tip is higher than the acceptable deviation that is configured.

For example if an amount is $33.44 tip is $10.00 the tip is around 30% and the acceptable tip deviation is 20%, previously we would have a risk level of “High”

Now with the handwritten model and the ability to read digits / numbers, the risk level would be “Low” because we read the amount as $43.44.

Enhancements: Merchant Extraction Model

Overview

The Merchant extraction model uses AI to extract merchant names from receipts to verify if the merchants are legitimate to determine if it’s a high or low risk expense. The model enhances the logic to: Merchant Category Check, Merchant Price Check, Duplicate Check, Header matching, and Receipt Verification. The Merchant extraction model supports the following countries:

  • German
  • Dutch
  • French
  • Italian
  • Spanish
  • Portuguese

Enhancements: Receipt Amount Sum Model for Receipt Verification

Overview

This model checks if there are any sum of amounts from multi-receipts on one or more pages of an expense report line taking into account merchant/payment and order numbers from a receipt. It looks for the sum of amounts across receipts/pages and verifies if it is exactly the same as the user claimed amount.

This model checks all expense types excluding (Mileage/Tolls) and across all currencies/languages. It also does not cover the cases where sum of amounts is within tip variation (which may happen for meals/taxi).

Enhancements: Header Level Matching for E-receipts

Overview

Header Level Matching is a process where AppZen matches the receipts that are attached at the header level and matches those receipts at the line level.

The purpose of header level matching is to check whether the receipts that were assigned to certain lines in a report match the information on the line level.

There have been reports of customers attaching e-receipts (digital receipts) to the header level within Concur and once the data is passed to AppZen the receipts would match to the line level. However if an employee attaches a receipt at both the line level and header level, the header level matching would be skipped sometimes. This resulted in not matching additional e-receipts that were attached.

The receipts that had this problem range from Amazon, Uber, Airline receipts...etc. This did not affect regular printed receipts.

With this update we have fixed this issue with header level matching, so e-receipts are matched at the line level when additional e-receipts are attached.

New Feature: Expense Report Header Level Summary Report

Overview

Header level custom fields allows an auditor to obtain additional information from the expense management system and brings this information into AppZen so auditors can see the whole picture while investigating spend.

Our default reports displays multiples rows of the same Expense Report in order to display the risk associated to each model and it was tedious therefore we created a summary report that is at the header-level, along with reporting on custom fields that customers have configured.

  • Expense Report Number - Report number outlined on the expense report
  • Report Submission Date - Date of the expense report submission
  • Expense Purpose - Reason for an expense being submitted
  • User ID - User ID of the employee
  • Total Reimbursement Amount - Total amount of money reimbursed back to the employee
  • Reimbursement Currency - The currency the amount was reimbursed in
  • Audit Status Snapshot - AppZen’s audit status
  • Report Risk Score - What AppZen flagged either Low, Medium or High
  • Org Name - Name of Organization expense report belongs to
  • Policy - Name of policy
  • Custom Field 1 - The name of the custom field 1 associated with the field in the EMS
  • Custom Field 2 - The name of the custom field 2 associated with the field in the EMS


To enable the report go into the Enable reports and turn on the Expense Report Header Level Summary Report.

Once you enable the report, go into Summary Reports and select the Expense Report Header Level Summary Report.

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