August 2020 Release Notes Overview

Reporting Updates:

Bug Fix: Expense Report Header Level Summary Report Column Change - Renaming Expense Purpose to Report Name

Improvements: AppZen Report Metrics Column Header Update - Rename column headers for % High-Risk Lines and % of Lines Marked as FPOS to High-Risk Lines / Expense Lines Processed(%) and FPOS Lines/Expense Lines Processed(%)

Security Updates:

Improvements: Activation Link - Updated text to inform auditors of the 2 days expiration time limit for user activation emails.

Improvements: Forgot Password page update - Added “User ID” when requesting a password reset.

Improvements: Request More Information - Added text to the employee email that outlines the expiration guidelines: 72 hours or on the 7th click of the link to respond to the auditor.

Model Updates:

Improvements: Amount Verification by Expense Type - Added messaging on which value is being compared to the threshold.

Improvements: Receipt Verification - Updated messaging when flagging expense for high, medium or low.

Bug Fix: Header Level Summary Report Column Name Change

Overview

Within AppZen, there are reports that give auditors a better understanding on spend across organizations and employees. The Header Level Summary Report displays information such as report submission date, total reimbursement, header level risk score, custom fields, and more. Before this updated column C was labeled as “expense purpose.” The meaning of expense purpose by default is referred to as “Reason for an expense being submitted,” however, in this column, the report name was populated in this field and not the expense purpose. In this update, we have fixed the column C header from expense purpose to “report name” to avoid any confusion for the auditors. This name change is only for new reports generated after the update is released.

How it works

The information below details how to run the header summary report and see the updated change. Make sure that you have enabled the Header Level Summary Report under the reports and enabled reports menu. After selecting “on” click on the “save” button in the bottom right-hand corner.

Next, go to “generate report” menu option then select “Expense Report Header Level Summary Report

Finally, choose your report submission data range, organization, and policy along with risk score and click on the submit button.

You will notice the “zip” file under the status column:

Click on the zip file to download the report to your computer. Open the report in excel and you will notice the name change in column C:

Before the update:

After the update:

For more info click here

Improvements: AppZen Report Metrics updates

Overview

In October of 2019, we introduced the AppZen Report Metrics to help auditors track audit trends over time. For example, the auditor can track how often high-risk lines are detected, the auditor will be able to see the increase or decrease of high-risk lines within the report submission date range. To ensure that each data point is clear and to avoid any confusion we renamed column E from “% High-Risk Line” to “High-Risk Lines / Expense Lines Processed (%)” we are taking the total number of high-risk lines and dividing it by the total number of lines that have been processed, which would include high, medium and low-risk reports. Additionally, column F is renamed from “ % of Lines marked as FPOS” to FPOS lines / Expense Lines Processed (%). This means all the lines marked as false positive divide by all the lines processed which include the high, medium, and low-risk lines.

How it works

The information below will detail how to run the AppZen Report Metrics and to see the updated category names.

First, make sure that you have enabled the AppZen Report Metrics under the reports and enabled reports menu options. Select “on” then click on the “save” button in the bottom right-hand corner.

Next, go to “generate report” menu option then select “AppZen Report Metrics”

Finally, choose your report submission data range. Once that is done select the “submit” button to generate a report.

Download the zip file to your computer. You will notice the updated name change within the AppZen Report Metrics report on column E and column G.

Before the update:

After the update:

For more information please click here

Improvements: Activation Email Expiration Notification

Overview

In a previous release, we added additional security improvements for when users are created in AppZen. After an account is created, the user receives an email to activate their account by clicking on the link and setting their password. If the activation link is not clicked by the user within two days, the email expires.

In this update, we added text in the email to inform customers of the expiration timeline. After 2 days, the email link expires. The user will need to contact their Admin to get a new activation link to activate/set a password for their account. If no Admin is available, they can reach out the AppZen support team for assistance.

How it works

Once the user receives the email the added text is the following: “This link will expire in 2 days

Additionally, we inform the auditor where they can get support if the link has expired. "If the link has already expired, please reach out to your system admin or support contact to get a new link"

For more info please click here

Improvements: Forgot Password Page includes User ID

Overview

The “forgot your password” screen gives the user the ability to reset their password if they have forgotten their password to log in to the AppZen solution. Some customers use the same email address across multiple user profiles. We are adding extra security measures by adding the User ID option so users can either enter their User ID or Email address when resetting their password.

How it works

Click on the “forgot password” link from the main AppZen login screen (audit.appzen.com)

On the “forgot your password screen” you will see the “User ID” prompt.

Before the update:

After the update:

For more information click here

Improvements: Time of Expiration with Request More Info Email

Overview

Requesting more information allows an auditor to contact the employee, another employee, or the employee’s manager to get additional information on an expense report before the auditor takes action (approves or rejects). The auditor can attach a PDF of the expense report and choose either to include medium risk along with the high-risk findings. The employee can click on the link embedded in the email so the employee can respond back to the auditor. For security purposes, the email that goes out has a time limit and will expire after 72 hours or the 7th click of the link, whichever comes first.

In this update, we added text to the email so employees are informed of the expiration guidelines of the email response link beforehand.

How it works

Once the email is sent from the auditor within AppZen to gather more information about an expense, the employee will see the request in their email inbox along with the link to click in order to respond to the auditor.

The employee can click on the link to respond to the auditor's original inquiry. With this update, the employee is more aware of the expiration guidelines to avoid possible expiration scenarios.

Improvements: Amount Verification by Expense Type update on messaging

Overview

The Amount Verification by Expense Type model checks the configured expense types and ensures that the expense amount does not exceed the configured threshold, broken down by cash (out-of-pocket), and credit (corporate card). The rule will divide the total expense amount by the number of attendees and will use that against the threshold. In this update, we are adding the Total Attendees and the Amount per Attendee to ensure that the risk model clearly mentions which value is being compared to the threshold amount.

Adding these key values will ensure that auditors have a clear understanding of why an expense was flagged either high, med, or low risk.

Please note: This model checks against all configured expense types, therefore you will see the new messaging for expense types that do not contain any attendees. However expense types that have no attendees will display a 1 in the total attendees section.

Improvements: Receipt Verification updates

Overview

The Receipt Verification model checks to see if the receipt data matches the user input data. Date and Amount on the receipt are the main factors when comparing the receipt information to the user input. In this update, the Receipt Verification model has clear and concise messaging for the auditor to have a better understanding when an expense is flagged either low, medium, or high risk. We have messaging for what is verified, what could not be verified, specify variation for meals, taxi receipts, and more.

How it works

For example, we have updated the messaging when we have verified the amount and date for an expense.

*New Message: User entered amount, date, merchant and expense type are verified.

Old Message: All applicable information on the receipt matches the user input.

*Please note: Merchant and Expense Type is checked against user input, however it does not affect the risk when an expense is flagged for either high, medium or low. If a customer wants the merchant and expense type to be a factor in the risk level Mastermind is needed to customize the model. For any customization needs Contact your CSM(customer success manager) for further information.

For more general Information on Mastermind go here: https://www.appzen.com/modern-finance-products/mastermind/

Another scenario that specifies if Amount Variationwas observed for meal and taxi:

New Message: Amount is within set variation. Date, merchant and expense type are verified.

Old Message: All applicable information on the receipt matches the user input.

For more information on our models go here.

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