Corporate expense reporting

Product Description

Open Source with Support!

ESS™ is a fully functional corporate expense reporting package that runs in the cloud or on your own servers. ESS™ can be installed to meet your requirements. There are several support options to ensure that your expense report process will be safe, secure and there when you need it.

  • Community and contractual support available
  • Table driven routing and policy enforcement
  • A/P, ACH, G/L and Project management feeds
  • Credit card, personnel imports and receipt scanning
  • Language, currrency, and date format support

Here are some of the features of ESS™:

Feature Description
Version 8.0 New Features! ESS™ goes mobile! Reporters can create expense entries and send in receipt images from their phone. The whole process is paperless. For more details.
Installation Support Installing a software package that covers as much ground as corporate expense process can be a daunting task. ExpenseServices.com is committed to providing free hands-on support to make the process as painless and rewarding as possible. Whether ESS™ is installed on the cloud or on your own servers
Customizable Screens ESS™ comes with a large number of screens for data entry,however if you're missing a screen that you really need, ESS™'s semantic mapping strategy means we can quickly respond to your needs. A screen can be created for you by naming the fields with names that map into the database. When your screen is "passed" through the standard update routines, your report will be updated and information with flow into your database.
Guideline and Policy Enforcement Corporate travel policy is codified in the guideline and expense tables. ESS™ uses this information to produce compliance reports and can segregate reports that have failed the guideline check, from reports that have passed, for special processing.
Localization ESS™ uses property files and screen libraries to provide local language support. The download contains English (US) and French (Canada). ESS™ also supports three date formats (MM/dd/yyyy, dd/MM/yyyy and yyyy-MM-dd) in the user interface and other date formats for various databases. Numeric formats include both period and comma for the decimal separator.
Data Entry Tools Entry screens have been optimized for ease of entry. Pop-up calendars and selection lists make the entry of expense transactions a breeze. Selection lists are available for expense types, payment methods, departments, clients, projects, billables, attendees and more. Selection lists can be centrally controlled or maintained by the individual users. The system remembers previous entries and provides them as defaults when appropriate. A report copy option lets users maintain templates for recurring trips.
Customer Specified Report Routing ESS™ workflow allows companies to specify their own approval and auditing process. A single company can have multiple routing schemes. Routing can be based on whether a report has passed the guidelines, requires receipts, and/or statisical selection. Route reports to personnel managers, department managers, department administrators, cost center managers and/or auditors.
Database Schema Mapping A schema table, and use of SQL, allows ESS™ to translate its internal objects to a variety of databases and layouts. Currently, ESS™ has been run against MySQL (native), Oracle (native), MS SQL Server (native) and ODBC compliant databases.
Customer Defined Messages Besides online inquiries, ESS™ uses e-mail to proactively let reporters and approvers know the status of their reports. These messages are specified in XML configuration files so they can be tailored for each site.
Credit Card Statement Import Credit card statement files, obtainable from your credit card vendor, are imported into ESS's pre-populated expense table to allow users to create reports by selecting items from their credit card statement. Expense types are assigned to each transaction via a combination of card type and SIC code. The pre-populated file also holds transactions, such as advances or corporate air tickets, that are generated internally.
Foreign Exchange ESS™ lets users quickly convert foreign receipts into their equivalent home currency. Users assign the rate but must provide the rate source and date for control and verification. Also, a companies home currency can be any currency and the mileage units can either be miles or kilometers.
Attendee List Enforcement Expense types can be specified to require an attendee list. For example, "Entertainment" can require that attendees be specified. User will need to specify who attended the function if they use the "Entertainment" expense type. This assures IRS compliance.
Standard Edits ESS™ provides standard edits that can be triggered through HTML-form attributes or by a JavaScript function call.
Client, Product and Project Accounting The standard ESS™ purpose screens have fields for client, product and project accounting. Expense types can be traced back to these entries for reporting and G/L purposes.
Receipt Tracking The system administrator can specify the amount which requires a receipt for a particular expense type. Users are notified that they must have a receipt for any expense in excess of the specified amount. Auditors mark which receipts have been collected. Reports that don't require receipts can be fast tracked for quick payment.
Receipt Scanning Users can upload scan images of receipts, send them in as an email attachment or via a text message. An easy comment feature gives the receipts a meaning and will create the expense entry. Receipt scans are linked to reports and are available to managers and approvers. Registration is done on a device basis and controlled by the user for security.
E-mail Interface to Contact Users Both managers and auditors can send messages to reporters from report approval and audit screens. This eliminates going to a separate e-mail system and having to track a user's e-mail address down.
Payment and Feed Generation Transferring information to your payment, G/L and corporate systems is an easy process. As part of the process, payment notification messages can be sent to reporters. The system comes with feeds which can be adapted to your specific needs. An ACH feed is included in the standard package. In proprietary systems, an ACH feed is usually a extra charge.
Statistical and Rules-based Auditing You can audit all reports, or you can decide not to audit any of them. Another options is to audit a statistical percentage of the reports based on a random sample and/or compliance.
Reconcilement Module Reported expenses can be reconciled against the pre-populated file to ensure correct and complete reporting. You can track who is submitting reports on time and who is submitting late.
Online Investigations Tired of sifting through boxes looking for information. Auditors and managers have online access to all expense reports. Managers no longer need to contact auditors to do investigations on their subordinates.
Technical Environment ESS™ is programmed in Java, JSP, JavaScript and HTML and runs as a Web application. It has been run in production under Windows, Linux and Unix envornments. It runs under Java. The download package supports MySQL (native) and MS SQL Server (native). Oracle (native) is available from ExpenseServices.com. ExpenseServices.com can provide customization services for any JDBC accessable database.
Open Source Java and JavaScript are some of the most popular languages today. With access to source code, you'll never be held hostage to a group of developers or fear forced obsolescence again. ESS™ is licensed under the GNU Public License as open source.
Service and Support ExpenseServices.com™ offers support and installation agreements so that you'll get the software installed the way you want it. You'll always have someone knowledgeable to call in the event that you need it.