If you are looking for Dynamics GP Integration, please don’t hesitate to contact us at 1-877-771-5103 or feedback@xpenser.com!

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.

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

Fresh Xpense by Zia Consulting - Xpenser iPhone App

Here’s the direct link: http://itunes.com/apps/freshxpensecapture (this will open up the app store)

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!

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!

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

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.

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!