Hi Maya1108,

There is Expense Sheets functionality available within IFS, which allows users to enter Expense Sheets directly in to IFS.

Basic Data can be set up for things like Expense Codes, Mileage Codes etc, which can be linked to Posting Controls to ensure the Financials post correctly. Authorisation Rules can be set up within IFS, allowing managers to approve/reject these directly within IFS. Payment files can then be generated from IFS for these expenses which can be uploaded to the bank.

My recommendation would be to explore the above, as it provides many efficiencies both for users entering expenses and for the finance team processing them.

If the above is not an option and you decide to continue using Accounts Payable functionality, then uploading the supplier invoices through the External Supplier Invoices screen would provide efficiencies compared to manually entering invoices. If staff are entering expenses in an Excel template currently, then creating something within Excel (either using macros or simply formulae) which converts that format to the External Supplier Invoice format may improve this process.

Thanks,
Chris

Thank you for respond. We have already implemented that functionality. 

I am more interested in the below statement:

“Payment files can then be generated from IFS for these expenses which can be uploaded to the bank””

From created expense report for reimbursement authorized to payment is a big jump. That exactly is the step I’m looking for.

Would you describe a little further, which will help me to work with our service desk to.

Again, thank you.

Ania

Hi, 

In US, we often need to support payment methods such as ACH.  HR expense report does not support ACH and other commonly used payment formats. 

The solution I’ve seen a number of times, is the use of a custom event that converts the expense report to a supplier invoice.  The employee is set as a supplier. The expense report created the expense entries and a liability (employee payable for example) then the AP invoice simply clears the liability.  I suspect with the Cloud BPA functionality that the solution could be managed via BPA where we had used custom event previously. 

IFS Corp (like a few other clients) send the expense report data to the payroll processor, and that drives the payments. 

Hope this helps, 

BR   Thomas

Thank you for respond.

We have that option already in process. Is just a pain to enter each expense report in IFS Clouds to pay employees.

Would you tell me more about mentioned BPA functionality how it works.

“I suspect with the Cloud BPA functionality that the solution could be managed via BPA where we had used custom event previously. IFS Corp (like a... ‘’

Appreciate respond.

Ania

Two items. 

Why is it a pain to enter the expense reports?     Does Finance enter the expense reports or does each employee enter their own?    Typically, each employee would enter the expense report.

BPA - Business Process Automation is a tool, that helps automate a process.   For example (in this case) assume a employee expense report was created and approved. Now assume “manually” a similar AP invoice is created by a Finance user.  A BPA could be used to automate that user process to create an AP invoice from the expense report.  

Thomas thank you for respond. I just emailed to our service team to look into “BPA - Business Process Automation is a tool”. At this point, I do not know if we purchased that option from the start. 

I like that comment, that is exactly what I’m looking for.

“ BPA could be used to automate that user process to create an AP invoice from the expense report.  “

Again, thank you.

Thomas,

Again, thank for more details on BPA. In short, our employees create the expenses in IFS, then our AP member will upload expenses ID with the names, amounts on excel and re-enter manually in AP invoice page to create invoices to pay them via ACH.  In winter, we have a little less then 100 expenses on weekly base, however in other seasons there are many more. Is possible that you can provide the path how to get to BPA tool? My feedback to the service desk on this tool is very minimal. I am sorry for asking for more information. I really like to minimize manual entries to the system for AP team. We have already automated AP with exemption to employee’s expenses.

With the best

Hi, 

BPA is usually something that the IT department would be trained on (assuming time and needs).  You can reach out to your IFS team for more information (it is something that requires training and practice).  

As a less elegant tool, you can create an external supplier invoice file and template.   It would take minutes to load a file for the 100 or so expense sheets.  

External supplier invoice process allows you to duplicate one of the IFS templates, and use the duplicate as your own template with a data structure that’s very easy to use. 

External supplier invoice should be easier / quicker to set up than a BPA, but less elegant. 

Best regards, 

Thomas