What’s new in Zetadocs Expenses – January 2017 update

Usage reporting

This article describes the new features and other improvements in the January 2017 release of the Zetadocs Expenses service.

Changes in this update

Feature enhancements

Reduce small VAT adjustment lines on exported purchase invoices

For UK systems, when an expense with reclaimable VAT is exported, Zetadocs Expenses may export this as two separate lines – one line with a net amount to give the correct VAT amount, then a second line with a zero VAT rate to give the correct gross total for the expense.

Previously the method used to split the amount into 2 lines often produced small adjustments (4p or less) – for example, an expense of £100.02 net + £20.00 VAT was exported as net amounts of £100.00 @ 20% VAT (giving exactly £20.00 VAT) plus £0.02 @ 0% VAT.

This behavior has now been changed to take account of the VAT rounding rules used by NAV so that the number of lines in the purchase invoice is reduced.  For example, the expense above will now be exported as a single line of £100.02 @ 20% VAT. 

The system will still export an expense as 2 lines where VAT cannot be reclaimed on the whole amount, or if the VAT calculation by the supplier is incorrect, so that the VAT amount in the exported invoice is accurate.  For example, an expense of £115 net + £20 VAT will still be exported as two lines – one line of £100 @ 20% VAT, and a second line of £15 @ 0% VAT.

This change requires the feature to be enabled on your account by Equisys, and the Zetadocs Expenses Connector must be upgraded to the version listed above (or later) before doing so to avoid compatibility issues.  Please contact your account manager to arrange this.

Combine small VAT adjustment lines

When Zetadocs Expenses creates a purchase invoice in NAV, NAV calculates the VAT amount for each exported line.  Occasionally the amount calculated by NAV may be 1p different from the expected value.  This is because users enter the VAT amount on each expense independently, whereas NAV uses the cumulative VAT total for its calculation.

For NAV systems where the vendor account is configured to display gross amounts (including VAT) this does not affect the total expense amount.  However, on systems which are configured to show net amounts (excluding VAT), this means the gross amount for the line may be 1p different from the expense amount.

Previously Zetadocs Expenses corrected this by adding an extra 1p adjustment line after the expense, and a purchase invoice containing many expenses could have many of these lines.  This has now been changed so that the system creates a single adjustment line at the end of the purchase invoice if required.  This reduces the number of lines on the purchase invoice and matches typical finance processes more closely.

This change requires the Zetadocs Expenses Connector to be upgraded.  Please contact your account manager to arrange this.

Product usage report

We have added a new option to the system settings site, enabling a system administrator to view a report giving system usage details.  This includes the number of active users who have edited or approved expenses, and the number of Expense Reports which have been approved.

View expense report from expense

The expense view screen now includes details of the Expense Report, and you can tap on that to view the Expense Report.  This enables you to view approval details for an expense simply if you search for a single expense, or view an expense from the new Payment Card Report.

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 use before general release.  Please contact Equisys if you wish to use any of these preview features.

Credit card transaction matching

We have added support for matching expenses to a credit card statement.  Card transaction details are imported from a CSV format file, and displayed in a new report called a Payment Card Report. The cardholder or finance processor then matches expenses on that card to the transactions, with simple options to create a new expense or correct the expense total if needed.  Finally the Payment Card Report is approved by the finance processor, and the system creates a purchase invoice in NAV with all expenses on that statement.

This feature requires the Zetadocs Expenses Connector to be upgraded. Please contact your account manager to arrange this.

Quality and performance improvements

This update includes many quality and performance improvements.

Additional upgrade steps

Zetadocs Expenses Connector for NAV

The feature option to reduce small VAT adjustments described above is not compatible with older versions of the Zetadocs Expenses Connector, and should not be enabled unless the connector has been upgraded to the version in this release or later.  Otherwise this release is compatible with older versions of the Zetadocs Expenses Connector and associated NAV codeunits.

Some features in this release require the Zetadocs Expenses Connector to be upgraded, as detailed in the feature description above. 

Please contact your account manager to arrange the Zetadocs Expenses Connector upgrade if required.

Mobile apps

Mobile which have already been installed will be updated automatically.

Known issues

The mobile apps initially included with this release (version 3.3.17011) contained an issue when starting the app offline, which required the data to be refreshed from the server before it could be used to view or create expenses.  This was corrected in version 3.3.17025 of the apps, which were released on Jan 30.