What’s new in Zetadocs Expenses April 2018 update

Expense receipt improvements

This article describes the new features and other improvements in the April 2018 release of the Zetadocs Expenses service.

Changes in this update

Feature enhancements

Add HTML and other format files as expense receipts

Previously expense receipts were restricted to images and PDF files.  We have now extended this so that you can upload most file formats, including HTML files and Microsoft Word or Excel documents.  This removes the need to convert documents to PDF files, making it quicker and simpler to record expenses.

Download copy of receipt files

You can now download a copy of a receipt file using the desktop browser version of the client app.  The expense form includes a download button against each receipt, enabling you to save the original file to disk or view the file using a different application.

Change Zetadocs Account (sign-in name) for user

You can now change the Zetadocs Account name for an existing user.  This helps administrators to keep consistency for user sign-in credentials when moving from a trial system to a live system, or if a user changes their email address.

Restrict domains for Zetadocs Account names

When creating a new account, the Equisys implementer can now specify which domain names can be used for Zetadocs Account (sign-in) names for users on that account.  This helps prevent errors when creating users, and also reduces the risk of a valid email address being blocked because it has been used by another company.

The domain restriction only applies to the Zetadocs Account name, not to the user email address.  This simplifies use with trial accounts, enabling a user to have accounts on two different Expenses systems – eg using david@acme.com for the live account and david@acmetest.com for the trial account – with notification emails for both accounts arriving in their company mailbox.

Improved logging from Connector for NAV

The Zetadocs Connector for NAV now logs errors to a secure cloud service.  This makes it quicker for us to investigate errors and reduces the need to retrieve log files from the NAV computer.

This feature requires the Zetadocs Expenses Connector service to be updated to the version in this release.

Preview features

The following enhancements are enabled on selected accounts only.  This allows channel partners and other users to understand the feature and to give feedback on its implementation before general release.  Please contact Equisys if you wish to use any of these preview features.

Email receipts

Online bookings are now easier to capture by forwarding email receipts from your corporate email account to receipts@zetadocs.com.  Zetadocs Expenses creates a draft expense for each email you send, making it far quicker to complete the expense details to include in your next expense report.

The email message and each attached file are added to the expense as separate receipts, enabling you to view them simply within the client.  The system determines the correct user account automatically by matching the email sender address to your Zetadocs Account name.

Google maps integration

We have made a number of improvements to Google Maps feature on the mileage expense form to improve usability and quality.  This feature is currently only available on non-chargeable demonstration accounts.

Quality and performance improvements

This update includes general quality and performance improvements, including correcting the following issues.

Viewing receipts after resizing the browser window

We have improved behavior of the new receipt viewer if you resize the web browser window while viewing an expense.

Incorrect mileage VAT validation warning on expense reports

Previously on UK systems configured to reclaim VAT on reimbursed mileage, any expense report which included mileage expenses would display a validation warning stating that the mileage VAT reclaim amount was less than the fuel VAT amount irrespective of the actual fuel VAT.  We have now corrected this so that the warning is only shown when valid.

Incorrect error when creating vehicle type if no sales tax rates configured

Previously if a system had no sales tax rates configured, adding a new vehicle type failed with an exception error.  We have now improved the behavior to display a clearer error message.

Saving receipt files created by the Microsoft PDF Printer

The Microsoft Print to PDF printer enables users to create PDF files from Outlook or older Microsoft applications which do not directly support saving as PDF files.  Previously these files could be added as receipts, but did not display correctly with the new viewer or on printed expense reports.  We have now corrected this.

This fix only applies to receipt files which are added after the update.  To correct older expenses which have not yet been approved, you should download the affected receipt then add it to the receipt again.

Unable to upgrade Zetadocs Connector for NAV

The initial release of the March 2018 update included a new version of the Zetadocs Connector for NAV.  This would not upgrade an existing installation correctly, leaving the previous versions of the programs installed, and was withdrawn from the update.

This has now been corrected, and the connector is being reissued with this update.

Additional upgrade steps

Zetadocs Expenses Connector for NAV

This release is compatible with older versions of the Zetadocs Expenses Connector and NAV codeunits.

Some features in this release require the Zetadocs Expenses Connector and NAV codeunits to be upgraded.  This is noted against each feature above.  Please contact Equisys for further information.

If you have an existing system using an older version of the connector, we recommend that you continue using that version unless you either wish to use a feature which requires a later connector version, or are advised to upgrade by Equisys.

Mobile apps

Installed mobile apps will be updated automatically on mobile devices where this is enabled.

Known issues with released features

Status line display issue on Apple iOS devices

The mobile app for Apple devices has a minor issue in portrait orientation, where the device status line is displayed at the top of the app screen.  This does not affect use of the app, but may be confusing for some users.

We expect to publish an updated version of the app on the AppStore by April 20 to correct this issue.