Integrating Dynamics GP with Xpenser requires you to export your Dynamics GP Chart of Accounts and Vendor lists. The help site provides a detailed step-by-step guide on how to export any list from Dynamics GP SmartList to Excel. Since I much prefer video over screenshots, I’ve also added a video:
If you are looking for Dynamics GP Integration, please don’t hesitate to contact us at 1-877-771-5103 or feedback@xpenser.com!
Here’s a quick video on Xpenser’s integration with Microsoft Dynamics GP, further detailed on our help-site.
Xpenser automatically converts your foreign currency expense transactions to your base currency based on International Monetary Fund exchange rates, updated daily.
Your base currency is the default currency of your expense reports, meaning any foreign transactions will be automatically converted to that amount. You can set base currency under Account -> Settings.
To convert foreign currency to your base currency, simply include the 3 letter Currency Code in the “Notes” section of your expense, whether on the iPhone, Android, or Email, etc. You can find the appropriate currency codes under Keywords -> Currency Conversion.
The currency conversion rate is based on the IMF exchange rate defined on the date the expense is logged.
Here’s an example of a foreign currency expense sent via email:
It shows up in your expense report like this:
340 is the amount in Euros, while 440.52 is in U.S. Dollars based on the exchange rate of 1.295641.
Tracking expense, mileage, time, or receipts with Xpenser is as easy as sending an email.
For expenses, time, and mileage that don’t have receipts, email e@xpenser.com and include details of your expense, time, or mileage in the subject line. Need to email receipts? See this Xpert Tip.
Here’s a Time tracking example:
Here’s a Mileage tracking example:
Here’s an Expense tracking example:
Your expenses will show up on Xpenser.com, here’s an example:
Note that the “Time” expense is empty since I merely started the timer. Once I submit “time stop”, it will calculate the amount of time passed. You can set your Time Tracking settings here.
Yup, it’s that easy. Questions or comments? feedback@xpenser.com
Are you looking for the Xpenser iPhone app? In the Apple app store, it’s called “Fresh Xpense” by Zia Consulting. It was updated in mid-April, so leave some reviews on the new build or send your feedback to iphone@xpenser.com! Would love to hear from you!
Fresh Xpense by Zia Consulting - Xpenser iPhone App
Here’s the direct link: http://itunes.com/apps/
Here’s another one for the administrators! Have you ever had a manager that was out on vacation or traveling and was unable to approve expense reports? We have a solution for that.
Under “Reports” -> “User Submissions” -> “Waiting for Approval” you can see all expense reports that are waiting for manager approval.
If you click on “Move” on the right hand side, you’ll be able to move the report to a different approving manager. It won’t affect your approval policy, only changes the approving manager for a single expense report.
Hope that helps!
Most of our tips have focused on end-user features, but what do we have for our lovely administrators? In this segment of Xpert Tip, we’ll focus on a feature that was built specifically for the finance and accounting folks.
If you are an Xpenser administrator, under the “Reports” tab you will see an extra tab called “User Submissions”. This tab will lead you to an audit trail of all your expense reports!
There are two tabs under that, “Waiting for Approval” and “All Submissions”.
“Waiting for Approval” shows all expense reports that are currently awaiting manager approval, so you can figure out who is holding up those expense reports! If someone is out on vacation, simply click “Move” to change the approving manager for that specific report (it won’t affect your overall policy). Here’s a screenshot of it:
The next tab, “All Submissions“, gives you a complete overview of all current and past submissions. For each expense report, it tells you exactly when it was submitted and approved. It also allows you to access each of the expense reports for more detailed inspection. Here’s what it looks like:
With this full audit trail, you’ll be able to keep your employee expense reports in-check and on-time!
We’ve added tags to printed reports. When you click “Print”, tags for each expense will show up next to notes. This allows your tags to indicate differences at the expense line item level!
Here are a couple examples of how our users currently use tags:
1. Tagging expenses as “non-reimburseable” vs. “reimburseable”
2. Tagging expenses as “billable” vs. “non-billable” (or chargeable vs. not-chargeable)
3. Tagging expenses with different client names, locations, projects
4. Using tags to split one expense between multiple cost centers / clients / projects
Here’s a screenshot of what the new feature looks like:
If you aren’t familiar with tags, they allow you to search and sort between expenses on the line item level. See this article to learn about tags.
Once again, your feedback made this change happen. Thanks for making Xpenser better! Please keep the feedback coming: feedback@xpenser.com
Mileage tracking in Xpenser is straightforward. Here’s how you set it up:
First, go to “Keywords” -> “Mileage” to set your company’s mileage rate. The default rate is the IRS mileage rate for 2012, $0.555 per mile (announced by the IRS here).
Now, you’re ready to track your mileage! Use any of the following keywords: mileage, miles, km, kilometres, kilometers.
Using any of the smartphones, text, email, Google chat, send in your expense with the number of miles and one of the keywords above.
For example: “mileage 15 to airport”, “drove 35 miles to client site”, “drove 50 km to office”
Xpenser will automatically calculate your mileage expense based on the mileage rate you set. If you need to set recurring expenses, see this blog post.
While we’ve always had a Dynamics GP integration, it hasn’t always been apparent in the user interface. We’ve started to document what that integration looks like in our help-site (this article shows you exactly how Dynamics GP – Xpenser integration works) and we’ve made the Xpenser integration with Dynamics GP easier to test for companies evaluating web based expense management solutions.
Here’s how Xpenser – Dynamics GP integration works in a nutshell:
Your Dynamics GP accounts are mapped to Xpenser categories while Dynamics GP vendors are mapped to Xpenser employees. Employees track expenses (iPhone, Android, Windows, BlackBerry, Email, SMS, Voice) and submit for approval. Once approved by managers / finance, it’s easily exported to Dynamics GP with one click. The expense report shows up in Dynamics GP as a Payable Transaction tied to a Vendor (the employee that submitted the expense report) with the appropriate distribution between accounts. No more manual entry!
You can now easily map your Dynamics GP chart of accounts and vendors to Xpenser categories and employees. Here’s what the interface looks like:
This way, when you are testing / evaluating Xpenser, you will get a good idea of exactly how your Dynamics GP accounts and vendors are mapped to Xpenser categories and employees. We’re not hiding anything!
Dynamics GP users, shoot us an email (feedback@xpenser.com) or call us (1-877-771-5103), we’d love to hear from you!
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