Administration Setup

Setting up Users

In Administration, ,click on the Users tab. You will need to add an email address (this will be the username and should be in all lowercase letters), password (this will be a temporary password), and employee name.
Add the user to one or more departments. This will allow them access to add and process invoices on behalf of those departments.
Optionally, provide group access. The groups selected will apply to the departments selected.

Setting up User Groups

In Administration, click on the Groups tab.
Add a group name and select the users who are part of each group. These accounts will help determine approvers as well as access to the invoice form fields.

Setting up Application Email Account

Setting up Departments

Go to Administration, and click on the Departments tab
Add a new or modify a current department and set up the department code and email address (please use all lowercase letters) that will be used to receive invoices (or that vendors will send invoices to)
Add account codes by clicking on the Account Code button next to each department. The account codes added will only be available for the specified department. Account codes can also be added from the Account Codes tab in Administration, where the Department would be selected.

Adding and Modifying Account Codes

In Administration, click on the Account Codes tab
To remove old account codes, click on Disable. You will be able to see the disabled account codes by clicking on the button to 'Show Invalid'.
To add or modify Account Codes, click on Modify next to the code or 'Add Account Code'.
Select the department for which the account code should be available on the invoice form, then add the account code and description.
The Default Description is an optional field. Data entered into that field will automatically display if that account code is selected on the invoice form.
The 'Process Invoice Row Count' shows how frequently that account is used, while the 'Vendor Count' shows how many vendors are specifically able to use that code. These columns are not modifiable by users.
The 'Amount Spent' and 'Budget' will be auto-populated from a financial system. These columns are not modifiable by users.

Adding and Modifying Distribution Formulas

In Administration, click on the Distribution Formulas tab. Distribution Formula formulas that automatically split funding between multiple account codes, setup in the financial system.
To remove old codes (formulas), click on Disable. You will be able to see the disabled distribution formulas by clicking on the button to 'Show Invalid'.
To add or modify Distribution Formulas, click on Modify next to the code or 'Add Distribution Formula'.
Select the department for which the account code should be available on the invoice form, then add the code and description.
The Default Description is an optional field. Data entered into that field will automatically display if that account code is selected on the invoice form.
The 'Process Invoice Row Count' shows how frequently that code is used.

Adding and Modifying Vendors

Go to the Vendors tab in Administration and click to add a new vendor.
Enter vendor information and optionally select account codes applicable to that vendor. If none are selected, all account codes for the applicable department will show for that vendor; otherwise only those selected will show, for each department.
Set payment terms; this will determine the Suggested payment date. If no payment terms are entered, 'Net 30' will be assumed.
Add an email address(es) for that vendor (please use all lower case letters). These are the email address(es) that send invoices to your agency. If from an automated service, you may need to just use the domain (i.e. "@companynotifications.com")

Adding and Modifying Report Codes

In Administration, go to the Report Code tab.
Click on 'Add Report Code' and add the description and number. This will then populate the Report Code drop down on the invoice form.

Adding and Modifying Report Codes

In Administration, go to the Accrual Code tab.
Click on 'Add Accrual Code' and add the description and number. This will then populate the Report Code drop down on the invoice form.

Setting up Field Requirements

At the Invoice Fields tab in Administration, click on 'Modify' next to each field.
Select 'Yes' or 'No' to determine if the field is required to be populated, or if it is optional.

Setting up Edit Requirements

At the Invoice Fields tab in Administration, click on 'Modify' next to each field.
Select the groups that can edit each field, and if those groups can edit after approvals are added or only before approvals are added.
If you need additional user groups added, see Adding User Groups.

Adding and Modifying Mileage Rates

Add Invoice Designations (invoice types)