What’s new in Zetadocs Expenses August 2018 update

Approve or reject individual expenses

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

Changes in this update

Feature enhancements

Approve or reject individual expenses

Approvers can now approve or reject individual expenses on an Expense Report or Vehicle Report, avoiding approval delays and improving accountability.

Rejected expenses are removed from the report, and a notification email is sent to the submitter so that they can correct and resubmit the rejected expenses.  This avoids the need to reject an entire Expense Report in many cases, and so prevents delays in approval and reimbursement of other expenses on the report.

An approver can also approve individual expenses before forwarding the report to the next approver.  This helps when some expenses need approval by a second or different person, enabling the second approver to see which expenses they need to check. 

Audit trail for expense approval

When viewing an approved expense, the client now shows the approver, approval date, and an optional comment from the approver which can be used to justify policy exceptions.  This improves the audit trail for the expense approval process, particularly for reports submitted to multiple approvers.

Reminders for overdue tasks

The system will now send an overdue task reminder to the approver (or processor) if a report approval task is not completed within one week.  A separate email is sent for each report.

Support for Lloyds Mastercard transaction import

We have added support for importing transactions for a Lloyds Mastercard payment card.  The transaction file must be converted into CSV file format using Excel before importing it into Zetadocs Expenses.  Please contact Equisys for further details.

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.

Restrict users for vehicle types

The system administrator can now specify which users are permitted to use each vehicle type.  This improves usability and reduces the risk of inadvertent mistakes when submitting mileage claims.  It also protects against users claiming at a higher mileage rate than their entitlement.

Quality and performance improvements

This update includes general quality and performance improvements, including the following:

Email In service creates expenses with incorrect currency

Previously expenses creating using the email in service had the currency set to UK Pounds (GBP) even on non-UK accounts.  They are now created with the default currency for the account instead.

No warning message if Zetadocs Account ID is already used

In some circumstances, if you tried to create a second user with the same Zetadocs Account ID then the system would block you from creating the user silently without showing the reason.  This has now been corrected.

Additional upgrade steps

Zetadocs Expenses Connector for NAV

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

Mobile apps

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

Known issues with released features

Zero-rate Sales Tax entries

The admin site currently blocks you from saving a sales tax rate if the rate field is set to 0%.  This prevents you from creating new zero-rate entries, or from making changes to other settings for existing zero-rate entries.

To workaround this issue, set the rate to the value 0.001% (rather than 0.00%) before clicking save.  This value bypasses the incorrect validation check and is then rounded to 0.00%.

This issue will be corrected in the next update.