ExpenseWire User Manual
Contents
1. ExpenseWire User Manual COLLIERS INTERNATIONAL October 17 2008 Our Knowledge is your Property Looking for a better way to track your expenses o Great News Colliers Corporate Finance 1s pleased to announce that sales professionals and staff in the US now have the option of filing expense claims online using ExpenseWire and having the payment direct deposited into your account ExpenseWire provides online expense claim submission approval and payment This new tool will replace the current Excel based template and also allow remote claim submission Online expense reporting is as simple fast and as easy as 1 2 3 1 Enter your expense claim online and attach your receipts electronically or fax your receipts to an 800 number where they will be automatically attached to your expense claim 2 Your approver will be notified by email when you submit your expense claim and can view and approve your claim online 3 Once your expenses are approved the finance team will process your claim and if you have provided your banking information you will be paid by direct deposit COLLIERS NTH A TiAl Getting Started Receive credential an email notice of credential information will be sent to all users which include 1 1 A link to ExpenseWire 1 2 User Name 1 3 Password E Your Expense Reporting Credentials Message Plin Text t Be gk yew peat Foma Took actions2. i tatus M DD Name Dae pm A Imported Receipts From 135 Selwa 308 47 ER open MEATCannect 10 15 2008 Lily ee i mm wi bpi to Seattle 134 Selwa 10 15 2008 39 49 Denied open pont policy receipt Lily COLLIERS Pa ERICA A Questions amp Support 16 1 If you have any questions in operating in ExpenseWire you can always find the Getting help button located in the system 16 2 You can also contact your local admin manager or Colliers ExpenseWire administrator at expclaim colliers com COLLIERS Es EIER US Las
3. Amount if scanned result is not correct 4 7 To scan 2 page for same expense line place 2 page faced down into scanner and click Scan on function menu on the top and choose Scan Additional Page E NEATConnect ExpenseWire File Edit Image Scan Help Category Receipt D ate Payment Type Amount Office Supplies 8 15 2008 Cash 308 47 Click here to add vendors reyes er ERE om Pa mar ha om habs E Th Fdo ae mT e Scanned Test Panel Invoice 5ummary Page Fage 1 of 1 cg pericu deal Lcd gr ecl ong inca t CT RET eT h COLLIERS E EINA LRA Creating a New Expense Report Using NeatConnect 2 _ Upload to ExpenseWire when all receipts had been Lee CE WEES PT scanned Fal d Citice Supplies 8 15 2008 Cash 5 1 Hit Upload to ExpenseWire on NeatConnect screen Temm if Authenticate 5 2 Click Yes to the question The scanned EE data will be removed from your machine m de 5 3 Enter User Name amp Password and tick DET D c PII Certification and submit ExpenseWire login Sex EMEN T information MEME By checking the above checkbox affirm that the file am uploading does not contain any Personally Identifiable Information PIT 5 4 Click ok when see successfully upload to ExpenseWire then it will automatically log on ExpenseWire for you to enter more information for
4. 00 LICKIN ere ana open tne claim Approved 0 Approved P 0 00 Denied 1 Payment Denied lt Or here 39 49 Pending Payment 0 Approved and Awaiting Payment 0 00 Paid 0 Paid 0 00 Total 2j 347 96 My Messages Unread O ae EE COLLIERS CSTE A TiAl Payment 14 1 Once the expense export is approved the user will receive an email notice of the approval 14 2 ACH Payment direct deposit the payment will be deposited into user s account within three business days after Corp Accounting processed A notice will be sent out to user for the payment 14 3 Check payment if bank account information is missing in user s profile the reimbursement will be made by check and processed through account payable and paid at the regular A P check run date X qm rp Tuc 5 ENT TTH TLL i SU VTIOG AINA ie r FT T LITT C32 riT ts i TET LA ae J COLLIERS had A Checking Status OOO 15 1 Go in Expense section besides Home page 15 2 You can choose mine to view your own expense reports or delegated to view the expense reports you prepared as a delegate 15 3 Using drop down menu at left hand side select all to view all your reports 15 4 Status of each expense report is indicated at the right end of each line S COM mine Direct Staff Extended Starf Delegated Expense iz User Submitted
5. payment under the Actions menu on the right hand side 11 2 Submitting screen pops up showing approver s name choose Submit amp Print 11 3 An email notice will be sent to approver of your submission Submit for Payment SJ Edit this expense report gt p p PX Delete this expense report gt amp ut Add a line item gt gt eS Import credit card data gt I Copy this expense report gt gt S5 Print this expense report gt my Submit for payment gt gt SS Fax Receipt Cover Additional Notes 0890 0 OO O Submitting Expense ID 134 Assign Tnt Couk Lyne Eim iret ste Canes COLLIERS INTERNATIONA OOO ee 12 1 All original receipts need to be stapled with the expense report you printed out at step 11 2 12 2 Send the report and receipts to your admin manager or super user to forward to Melody Hsieh in Corporate Accounting in Vancouver COLLIERS PTR US ERE BS Expense Denied 13 1 Users will receive an email notice of the denied item or entire expense report and can find the denied report under My Tasks or My Expenses 13 2 Users are able to submit for payment again when they correct the issue My Tasks As there Is 1 Expense Report that has been Denied My Expenses Unsubmitted 1 Not Yet Submitted 308 47 Pending Approval 0 Pending Approval oe aq oin Wola claim by 0
6. Help Ca Beohr i Reptrto M ee ee a a ee eon o AN La Frome Y nuppcortipwagsemuevini com Tn Salen Lily e LOGGING IN Take note of pour uacr login information below and visit http www ExprenacWMirzr com L uogi n ta ExzprenaceMirr htm id LILT 3f your EwpenseSWirs Account USER LOGIN INFORMATION User Mame LILY SELWABRCOLLIKRSX CON Password SYSTEM REQUIRENMENTS ExpenseWire is a purely hosted approach to expense management Even though there is no need ro install softeace Expensas System specifications in order ta function properly Suggested Hardware Specifications ExpenseVire is usable on any computer capable of meeting the browser security and of indic amp sLed Operating System ExpenseVire works best running under the Windows HT 9B 2K XP environment Internet Drowser Your computer must utilize Microsoft s Internet Explorer with version 5 or higher 6 0 or higher i Tie edmi nba Fed bam Fona Tie em e sd 1 0 ome a reer se lee c3 eed dms oe ce Domim doa uns hrenn and Seed ee dom ee eee lar ee EXPENSEWIRE com Contact us Request Live Demo Log In Call us at 1 856 381 9334 Do you need help If vau would like to speak to a EspenseWire representative about setting up an account or if youd have questions or problems with your current account give us a call Email support expensewire com Phone 856 381 8334 option 3 System Requirements nternet Explorer 6 0 or above fo
7. additional receipts to add you can either fax the additional receipts or upload them 9 1 By Fax select Fax receipt cover sheet under the Actions menu 2h f Edit this expense report gt gt 9 1 1 Print out Receipt Fax Coversheet 9 1 2 Fax with all receipts to the number indicated on the fax coversheet 9 1 3 To view the attached receipts select the receipt tab above the add line item and click view FU Delete this expense report gt gt D x Add a line item gt gt eo Import credit card data gt gt rem Copy this expense report gt gt SA Print this expense report gt gt Submit for payment gt gt Fax Receipt Cover Sheet gt gt Recelptr Lplaad M There isa sire limit of 7 585 on uploaded receipts ucc p 9 2 File upload from your computer Drumsrnt Tele Descriptian 9 2 Click receipt icon on the Status column of the expense item you want to attach to 9 2 2 Use Browse to locate the file in your computer and j J _ i te a all e 4 66 99 niamm nan hit I Agree Upload 9 2 3 To view the receipt click receipt icon on the Status column of the expense item LAgree Lipina COLLIERS NTH A TiAl l 3 il f Edit this expense report gt gt View Data Entered P a Delete this expense report gt gt OoOO Mf Ae nenem 10 1 Select Print this expense report under the Actions menu on the ri
8. all items Forgot Username Password Click Here Page 1 5 5 Select Edit this expense report under the Actions menu on the right hand side to change Expense Title from Imported receipt from NeatConnect to the purpose of the expense report 5 6 Edit each line item following the steps See Edit Expense Items COLLIERS ETE A THA Creating a New Expense Report Uploading or Faxing Receipts 1 My Profile Lag Gut Expenses Search Analytics Entities Currently lagged in as LILY SELWA COLLIERS COM If you choose to fax your receipt or to uploaded ia receipt from your computer Hew expense report from credit cards gt gt ke 5 6 1 Select Create a new expense report under the Actions menu on the right hand side to start your expense report Analytics queries and reports gt Q Expense policies gt gt et Getting help gt COLLIERS NTH A TiAl 6 2 6 3 6 4 6 5 6 6 Key in Expense Title ex Purpose of the trip The User Company and Department drop downs will automatically default to your home department If the entire expense report is to be charged to one department other than your home department change the department sections now and these changes will follow into the line item detail as well Project can be associated with the entire expense report if you wish to do so This is available on each individual li
9. em Meals Local Statt Out af 10 1 5 2008 Red Robin training Juneh 4 Kidston M Hsieh 14 43 Meals Local Staff Out of wv 10 5 2008 Red Robin training lunch A kidston M Hsieh 10 00 Child Item 2 remove item Child Item 1 remove item Meals Local Staff Out of v 107572008 Red Robin training lunch A Kidston M Hsieh 15 00 Child Item 3 remove item cal Statt Out of 1045 2004 Red Robin training lunch amp kidston M Hsieh 0 00 Add Hew Split tem only want to split the item to 3 departments will remove this item blank row before saving You can choose amount or E eprh E ap 2E Select open to change the department name or expense type aL Ade hrf yer s Import Credit Cards Date Expense Pay Trga Arvauril Status 10 15 2008 Meals Local Staff Out of Town Red Robin aring Credit Card 14 459 H hunch amp kidati M Hiat Personal Total piy nec 39 49 10 15 2008 Meals Local Staff COut of Town Red Robin training Credit Card 110 00 H hunt A kaian M Asie Personal Teial poty pace 29 49 l 15 2008 Meals Local Staff Out of Town Red Robin training Credit Card 25 00 BH lungh bidston M Hsieh Personal Tetel poboy rece 32 45 COLLIERS oT ES A La A After you uploaded your expenses using NeatConnect or after split the expenses through Split Wizard you need to edit the expenses 1n ExpenseWire Steps in editing
10. ght hand side to review the data on screen or on a printed out hard copy Select cancel when asked to print unless you want to print the report O EB Import credit card data gt gt a Copy this expense report gt gt Ss Print this expense report gt gt Submit for payment gt gt ap Fax Receipt Cover Sheet gt gt Q FASS SUES eee A PME Uy mies EX 10 2 A summary coding will be shown on the bottom of e E Entity Project Total eimpu the report that enable you to review the department None Selected 39 49 Employe account code for all expenses Notes Additional Notes Submitter Noi Account Summary Expense Ty 10 3 Violations or missing receipts need to be fixed GL Code Account Description Total Expe n CMN 004 6771 0000 Staff Entertainment Partially 14 49 Meals Loc before submit for payment I TEL Ti CMN 067 6771 0000 Staff Entertainment Partially 10 00 ooo deductible i oe ee Aa ii Partially 15 00 P COLLIERS ETE A THA When see red flags on policy status move cursor to view the policy violated Edit the expense item and fix it before submit for payment EXPENSEW IRE cow Xy File 5 Hew amp Help EXPENSE REPORT ins Next Approve Sieh Lihy Test Hsieh Melody har best 10 7 2008 10 7 2006 Related Fiecegnts vorid m Warnings and Policy Violation Expense Total Hon Riimkursable Tatil Hai ibursabla Total Emp
11. line item 8 1 Open Expense Report 8 2 Put your cursor over Open and select edit 8 3 The Edit line item box will open and then enter the required information Xy File ua New d Help i EXPENSE REPOR Tintr 135 Imported Receipts From NEATConnect 10 15 2008 E xpense Total Man Reimbursable Total Reimbursable Total gu _ Sela Lily ie Employee Owe Total 8 15 2008 8 15 2008 7 amount Due Employee Related 308 47 0 00 308 47 0 00 308 47 p Supplies DHL Cash nia icy receipt Editing a Line Item V j copy move drop Expense Date Customer Project Company Division Department Expense Type Deal Job Number Optional Please specify the name of the company you paid and business purpose in your description Description Payment Type Reimbursable Amount Currency Conversion Rate Converted Amaunt Receipt t Currently lagged in as LILY SELW Ac COLLIERS CONM IX X E ai5 2008 Canada Administration Corporate Accounting O04 e p p Office Supplies DHL IE Cash 308 47 Itemize en Canada Dollar bul 1 QO0000000 305 47 DHL 1 COLLIERS Es E ERES S LRA All receipts must be attached to your online expense claim _ _ If you did not use NeatConnect you need to attach all your receipts by fax or file upload If used NeatConnect and have
12. loyee Owe Total n Ambur ant Dui Emplayin bk E in 7 9 DnDOB Courier courner Tesl pent b 10 7 2008 Courier couner test cau bl 10 7 2008 F Override Account test 1040 Ld Cl 10 7 2008 Gell Be Blackberry Charges Cell Cnm monthly charge Aug 00 rl 10 7 2008 Cell amp Blackberry Charges Cell T Monthly charge Aun OF Cash Cash Cash Cash Cash Currently logged m as MELOD Y HSIEH 185 50 195 50 k 0 00 ue Adi an Adjustment 185 50 a Copy this expense report gt e Print this expense report gt gt F qm Take Back gt gt 25 00 E Total y men E37 50 f 12 50 Line Item Rules Violations 3 Total 71 Rule 1 A line item matching an gt 37 50 PSY Expense Type of Coll amp Blackberry Charges will raise a stop ar red light condition when this count of iterns matching Cell amp Blackberry Charges meets or axceads 2 for all itesnis for that Mant A v 4 28 00 B 1 ay Pec f20 00 E E poscy r su 00 M E polcy 1 COLLIERS gps T LNA Expense report must be submitted for payment by the claim owner when an expense report 1s prepared by a delegate after the delegate completed and submitted the expense report the claimer will receive an email notice that his expense report is completed and waiting for his submission The claimer needs to log on ExpenseWire and submit for payment by himself 11 1 Select submit for
13. ne item as well Finally you can change the Default Currency of the report by changing the default currency drop down to the appropriate currency The Default Currency is USD for staffs in USA and Canadian dollars for Canadian staffs Save amp Add Items to enter expense item right now or Save amp Close to enter the expense item later Creating a New Expense Report Uploading or Faxing Receipts 2 Adding an Expense Report Expense Title Trip to Seattle User Selwa Lily Customer Entity Pik Project Company Canada Division Administration Department Corporate Accounting O04 Purpose Training on expense wire UE Cash Advanced Default Currency Canada Dollar v Indicates required field COLLIERS E RNA LNAI Add Expense Items e Adding a Line Item You can add items to a report created through ExpenseWire or through NeatConnect I v LJ Q1 Expense Date E 10 5 2008 Customer 7 1 Select add a line item on the left hand side in Expense section TS Company Canada 7 2 Enter in the appropriate date for the expense along with Project 1f Division Administration v applicable At this point you have the ability to change the dept that Department you want to charge your expense using the drop down menu Expense Type Meals Local Staff Out of Town vi Customer field is not required if
14. oM Compan lil 11 5 Hart LEP wees AullinritzcaEmn Code AT 3Xacuhil 7Tuoc3 Ldb 3821I D12dZ78 19b AcCELOT S VC amp Seer Chinga Mi Patavweond gt Hanau Dir ext Depusit Fuld Cris Card 7 Asa gn Subtus Vacation amp ppremes gt gt Assag My Delegate Users gt gt View Gage Poli 7 Hie s You are able to view and edit your profile if department information showing in your profile 1s incorrect contact Colliers ExpenseWire administrator at exp claim colliers com My Profile Change password select Change my password under the Actions menu on the right hand side New password must be more than 8 characters including at least 1 number and 1 letter Select Manage Direct Deposit to add or edit your bank account information If bank account information 1s not provided you will be still paid by a check Assign delegate user to allow someone to prepare expense claim for you To select Assign my delegate user under the Actions menu on the right hand side Search delegate name and tick Is Delegate box COLLIERS ETE A THA Creating a New Expense Report You can start creating an expense report in two ways A Create the expense report using NeatConnect NeatConnect is a system that allows you to scan all your receipts and will automatically create an expense report in ExpenseWire for you B Login to Expense Wire and create an expense report You can at
15. r PCs running Windows First Time Logging in Use credential information to log in then When you login for the 1 time the system will prompt you to change your password and add vour banking information 2 1 Change password new password must be more than 8 characters including at least number and 1 letter 2 2 Enter bank account information for direct deposit You are able to come back to my profile to add in bank information anytime COLLIERS ENT EA TA EXPENSEWIRE cow Weer ED aw 4 Ha LILY EELWASTOLLIERE C2H Daslault Currey Canada Doia 5 First Hanse Lig Dred Degas Enabled False Last Marie Enlrra Emal Alert Naotiftizaburni True Fhine Nurnlper Gel go I 1434B8 Hutgicslun CC Ie elevar c opo Email liy mi erm chers curr Date Format USA Coeds err Departneri Corpur sim Acura O01 BEGLEITEN Marking Silas Telo ami Martan the Benking ard Credil Card sies that conkam the changes row manl to mdude on Expense Reports My Personal Panier iy pres for Delagates ndicete which Payment Typesonlina amp anking Site Transacions will he available for delegates dising data Entry by checking thee Wiible te Detegate box El hiy Approval Level Tree Review who submis Expense Reports bo pou Rules Applying to My Expanses Aeview Spending Aules thet apply Directly te exu 3 1 32 3 3 3 4 View Gur Eryazygy Palace Support Helated UrsrlD LELT FELE Ac ORI IB C
16. tach your receipts in two ways B 1 Scan them in using your own scanner and upload them if you choose this method you can upload receipts to each line item B 2 Fax them in if you choose this method all the receipts will appear together NOTE All receipts must be attached to your online expense report A receipt is a document indicating detail purchased items quantity date purchased amount payment method payment amount Ex Detailed restaurant receipt for a meal itinerary for air flight name amp date for event or course period covered for a contract etc A copy of credit card statement is not sufficient COLLIERS NTH A TiAl LA c E ERAT ne p G etting Started with NeatConnect NeatConnect is the best way to get your receipts in Steps in setting up NeatConnect 4 1 Your local IT department ISA needs to properly set up NeatConnect in your computer 4 2 Connect NeatConnect to USB drive and run NeatConnect COL LIERS ETE AT LA S Creating a New Expense Report Using NeatConnect 1 4 3 Place your receipt faced down and hit Scan in your computer or push Scan button on the scanners 4 4 Choose vendor using drop down menu to choose correct vendor 1f it s a new vendor click add vendor icon to add in a name 4 5 Choose Category using drop down menu to choose correct expense type 4 6 Edit Receipt Date Payment Type
17. you of Personsin 3 Attendance 7 3 Choose your expense type from the drop down menu Deal Job Number ptionalj Please specify the name of the company you paid business purpose as e well as the names af persons in attendance in your description 7 4 Fill in any additional field the fields with are mandatory that EE IE Red Robin training lunch A Kidston M you have to fill in before you can save the expense item ain 7 5 Enter expense amount Payment Type Credit Card Personal sj Reimbursable Amount 33 43 Itemize 4i 7 6 Foreign Currency choose the correct currency type of your expense ono EEC B system will automatically convert to default currency with exchange rate of expense date You are able to override the exchange rate to your credit card rate provided that you submit a document to back up that rate Receipt Mo Receipt gt 7 Save to Close to continue adding a line item Or Save to Split to E s Indicates required field split an expense into different departments or different expense types 5 Add 5 Cl 5 Split B ex To separate Hotel bill to room charge meal and others COLLIERS E RANA LRA Splitting Expenses Splitting expense using Split Wizard you can choose to split by percentage or by amount After split go back to individual line item to edit department expense type and adding information in additional field Original It
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