Monitoring Activity

Objective

After completing this lesson, you will be able to monitor your batch activity.

Activity Monitoring

There are two high-level tools that you can use to monitor your activity: Monitor Batches and Monitor Payees. Monitor Batches are used to track all activity of specific batches. Monitor Payees are used to track reimbursements for specific users.

Monitor Batches

The Monitor Batches area provides a suite of tools that you can use to search for and manage specific batches. You can see what expense reports are in each batch, reschedule a batch, and gather useful information to help reconcile your reimbursements against your bank accounts and G/L postings.

The Monitor Batches area is broken down into four different areas, each on its own tab. A review of the tabs follows.

View Batches

For most companies, View Batches is the primary tool used to monitor Expense Pay activity.

The screen automatically shows all open batches, but you can search for past batches by data points such as Status, Funding Account, Close Date, and Send Date.

Open batches can be rescheduled using the reschedule batch link. For example, perhaps you have your batches scheduled to close every Friday, but the current fiscal quarter ends this Wednesday. You can opt to reschedule that batch to close on Wednesday to help with your quarterly reporting. All future batches close on Fridays as previously scheduled.

Selecting the number of expense reports in a batch (Count) show the specific expense reports in that batch. You can then review the details of each expense report as needed.

Monitor Batches screen showing advanced search options and a batch list with details like status, type, account name, batch ID, and dates. One batch listed: US Out-of-Pocket with 0.00 USD.

View Funding

The View Funding tab is the reconciliation tool for a bank statement centric process. This tab displays the details related to each funding account for the transactions processed by Expense Pay for that batch. It makes it easy to ensure that funded amounts have been extracted and the page displays the funded and returned amounts in one row for each funding account for each banking day, and has columns for Funding Account Identification, Total Funding Amount, Returned Amount, and Trace Number.

There can be up to three tabs displayed:

Direct Debit: This tab is no longer in use and only shows legacy data for Expense Pay Classic. It displays a daily summary of account activity for all funding accounts used by Expense Pay Classic. You can search for specific funding accounts or date ranges. The returned amounts are summarized on this page.

Pre Fund: This tab is no longer in use and only shows legacy data for Expense Pay Classic. It allows you to view accounts that are prefunded and managed by administrators. It displays a daily summary of account activity for all prefunded funding accounts. Prefunding means that you determine the funding levels of accounts that are set up by SAP Concur.

Global Funding: Shows all Worldine batches and Convera USD batches. Non USD Convera batches will be supported in the future. This tab allows you to view accounts that are used for Expense Pay Global transactions that are processed by Expense Pay Global providers. It displays a daily summary of account activity for all providers' funding accounts.

Monitor Batches interface with the View Funding tab displaying a reconciliation tool for bank statement centric process.

Bank Statements

This tab is only for customers that used Classic Pay before it was retired by SAP Concur. For those customers, this tab shows their legacy data.

The Bank Statements tab displays data related to prefunded accounts in a format similar to a bank statement. You can use the information on this screen to help reconcile your reimbursements.

Monitor Batches interface with the Bank Statements tab displaying inputs for Funding Account Name, Start Date, End Date, and the Search button.

Extract Reconciliation

The Extract Reconciliation tab allows you to view the extract entries associated with Expense Pay payments. It is another useful tool used to reconcile your reimbursements against the data you post to their G/L.

The page lists one row for each Standard Accounting Extract (SAE) job and reimbursement currency combination.

Monitor Batches interface with the Extract Reconciliation tab displaying advanced search filters including Extract Name, Currency, Extract Run Date, and Payment Status.

Monitor Payees

The Monitor Payees area provides the customer with tools needed to monitor reimbursements and cash advance issuances to specific employees. Customers can also view which users have and do not have active bank accounts.

The Monitor Payees area is broken down into three different areas, each on its own tab. Review each area next.

In the following section, learn more about each piece of the Monitor Payees tool.

Report Payees

The Report Payees area allows customers to monitor and control the reimbursements of specific users. You can search for payees by user or expense report information, Status, Payee Type, Currency, Reimbursement Method, and Approval Date.

For payments that have already occurred, you can view the details of each expense report including its approval audit trail and the audit trail for the payment demand.

The Create button allows administrators to manually create a payment demand for an expense report. For example, it would be needed if the user did not have a confirmed bank account when they submitted their expenses.

The Change Batch button allows administrators to move an expense report to the next batch instead of the current one.

The Client Pay button allows the administrator to remove an expense report from a batch to pay it outside of the expense pay process. It might be done if a user is terminated and the customer wants to reimburse them outside of the normal cycle. There is a Reverse Client Paid button to undo this action and put the expense report into the currently open batch.

The Place On Hold button is used to place a hold on the reimbursement of an expense report. It might be done if an additional audit must be performed before reimbursing those expenses.

Monitor Payees interface showing search and filter options for employee payments, including status, payee type, currency, and reimbursement method. Buttons include Create, Change Batch, Client Pay, and more.

Cash Advance Payees

The Cash Advance Payees area is similar to the Report Payees area, except that it shows details of cash advance issuances. It features similar buttons and search functions that enable administrators to create a payment demand, change the batch, client pay an item, or place an item on hold.

Employee Banking

The Employee Banking tab allows administrators to see which users have and do not have active bank accounts on their profile, and the status of those bank accounts. You can filter the list to only show users whose bank accounts are failed, confirmed, or unconfirmed and users with no bank account.

Now that you know how to configure and monitor Expense Pay, we look at some recommendations surrounding Expense Pay.

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