October 2020 Release Notes Overview

Release notes are subject to change. If there are any changes, AppZen will communicate through proper channels.

New Feature:

Bulk assignment of expense reports - The ability for an Expense Queue Admin to assign expense reports to auditors in bulk.

Model Updates:

Unauthorized category updates:

  • Ending support for some unauthorized categories along with removing the categories from the dropdown menu
  • Updated cigarettes to reduce false positives
  • Updated alcohol to reduce false positives
  • Updated roadside assistance to reduce false negatives

Receipt Verification - Corrected a previously updated risk message to avoid confusion.

Support Contact:

Submitting Support Request - Steps on contacting AppZen support

New Feature - Bulk assignment of expense reports

Overview

In this update, we’ve released a bulk assignment feature to help Queue Admins assign expense reports to auditors. Companies that have a high volume of reports with a large team will benefit from this new feature. The Expense Queue Admin will be able to keep track of an auditor workload and streamline workflow. Expense reports that are in “needs review” status will be selected by default to be bulk assigned and distributed to auditors.

For example, there are 515 expense reports on the workbench; however, the bulk assignment is only recognizing 309 reports to be assigned to auditors. By default, we take the total number of reports that are in “needs review” so auditors can take action. The remaining 206 reports on the workbench are in a different status other than “needs review,” click here for more information on our AppZen audit statuses. This feature is active for all customers but can be disabled upon request.

Workbench number of reports:

Reports for bulk assignment:

How it works

The auditor responsible for distributing expense reports to other auditors will require an “Expense Queue Admin” user role.

Getting Started with Bulk Assignment

Log in to your account and go to the “audit” section on the menu and click the “expense reports” menu option.

On the workbench click on the “bulk assign” button to start assigning expense reports to the team of auditors.

After clicking the “bulk assign” button you will see the bulk assignment menu:

  1. Needs Review: All expense reports that are bulk assigned requires the status to be in “needs review.”. Reports that are in needs review will be selected by default if the user does not specify any report status in the filter.
  2. Filters: The queue admin can use the advanced filters to pinpoint specific expense reports based on risk and/or audit model to bulk assign. The criteria for the filter will be listed in this section. Please note: The number of reports to assign to auditors will depend on the filter being used.
  3. Date Range: Shows the date range selected from the workbench
  4. Reports: An expense queue admin can only bulk assign up to 1000 expense reports at a time. If there are more than 1000 reports that need to be assigned, click the “x” from the progress overlay and click on the “bulk assign” button again to assign the remainder of the expense reports to the auditors.

Unassigned Reports - The total number of expense reports that are currently unassigned.

Assigned Reports - The total number of reports that are currently assigned to auditors.

5. Auditors: List of auditors that can action reports, the number next to the auditor name is the current list of reports that are assigned and in “needs review” status regardless of the filter and date range selected.

After selecting the auditors to distribute expense reports, click on the “assign” button.

This is a summary and confirmation of the changes. You can click the “back” button to make additional edits or click “confirm” to finalize the assignment. Upon clicking the “confirm” button an overlay showing the progress of the assignment will display on the bottom right-hand corner of the screen.

Once the process is complete you’ll see the confirmation message letting you know that the assignment is done.

Things to keep in mind

Reassignments from an Auditor to another Auditor(s)

The bulk assign feature gives the expense queue admin the ability to re-assign expense reports to another auditor. If (Auditor A) is out of the office or on vacation and you want to re-assign the expense report to another Auditor (Auditor B) here is how:

  1. Create a filter for Auditor A. (Filter = Assigned Auditor is Auditor A)
  2. Choose your date range
  3. Click on the “bulk assign” button
  4. In the bulk assignment, menu click the “assigned reports” radial button. This is selecting all the reports originally assigned to (Auditor A).
  5. Next, choose (Auditor B) by selecting the checkmark box next to the name
  6. Click the “assign” button when you are done making your selections

Please note: Auditor A and B have to be associated with the same organization. Additionally, a report belonging to an organization can be assigned to the auditor only if that auditor has access to the organization.

Failure Messages

Assigning an expense report to an auditor that doesn’t have access to the organization will result in an error. On the progress overlay, the failed message will appear with a link. Click on the link and then the “try again” popup will show the report that failed along with the reason.

Improvements - Unauthorized Category Updates

Overview

Removal of unauthorized categories

The unauthorized model checks to see if items on the receipt match a list of unauthorized expenses. The model is configurable for each unauthorized category with its own thresholds to determine if AppZen flags high, medium or low-risk.

Some unauthorized categories include alcohol, laundry, mini-bar, and spa treatments.

Over time we have added a large number of unauthorized categories and in this update, we are removing some categories that have little to no value. The removal of unauthorized categories applies to new and existing customers.

Those categories are:

  • Direct Bill
  • Emergency Sickness Protection
  • Hotel Phone
  • Bicycle
  • Emergency Sickness Protection
  • Night on the Town
  • Registered Traveller Program
  • Souvenir
  • Club Membership
  • Employee Award
  • Babysitter
  • Babysitting Service
  • Wealth Club

Customers who are currently using any of the unauthorized categories that we removed will not see the selected un-authorized category in the dropdown list under the “add unauthorized category” menu within the audit model configuration screen.

Please Note: Historic reports will remain with the risk levels from the categories above until the reports are audited again (re-run). Once reports are audited the unauthorized categories will not flag.

Release Note Update: The unauthorized category removal has been postponed to a later release.

Reduce False Positives on Unauthorized Category: Cigarettes (Chinese Receipts)

For the unauthorized category cigarettes, we have improved our logic and updated AI logic for Chinese receipts to properly flag cigarette brands in mainland China.

Reduce False Positives on Unauthorized Category: Alcohol (German Receipts)

We have made improvements on the unauthorized category for alcohol by updating our AI logic to flag alcohol expenses with higher confidence.

Reduce False Negative on Unauthorized Category: Roadside Assistance

We have improved the unauthorized category roadside assistance along with updated AI logic to reduce false negatives.

Improvements - Receipt Verification message update

Overview

In August of 2020, we updated the Receipt Verification messaging to be clear and concise when we flag an expense line within an expense report. By updating the messaging, auditors have a more clear understanding of why we flag as either high, medium, or low-risk. With that same goal in mind, we have updated one of the messages and removed “is the sum of {}”

Old Message: User entered amount (CAD 74.68) is the sum of 74.68. Date and merchant are verified.

New Message: User entered amount {}, date and merchant verified

Support Contact - Submitting support requests

Overview

Friendly reminder. If you need to contact AppZen support, click on this link https://support.appzen.com/hc/en-us and login to Zendesk. Next click on the “submit ticket” link to get started. Please provide necessary information upon submission so the support team can resolve your issue quickly and efficiently.

What to include in your support ticket?

  • Provide customer information such as company name, username, email address.
  • Describe what the issue is in detail, along with multiple samples of expense report ID’s/Line# so AppZen support can replicate/observe the issue to take appropriate action. When sending
  • For any specific model config request include the organization and policies associated with that model.
  • Outline the date range and/or time the issue began.
  • Express how urgent the issue is.
  • Excel attachments of report IDs. Screen recordings of the issue helps illustrate and provides context to AppZen support.

When submitting a support ticket keep these things in mind

  • Don’t send forwarding emails, this creates a long email thread that makes it cumbersome to search and to find the root cause of an issue, and it can delay response time.
  • When sending report ID’s send them in a text format on the Zendesk ticket
  • If you have multiple issues that you need to send to AppZen support, submit a ticket for each issue, this will help with tracking and organizing tickets better.
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