Expenses User Guide

I I
Summary

1 PRESENTATIO N

2 HOW TO USE THE APPLICATIO N

3 HOW TO FINISH YO UR EXPENSES IN WEB

4 HOW TO ENTER YO UR EXPENSES DIREC TLY IN WEB

5 VALIDATIO N WO RKFLOW
 1

PRESENTATION
PRESENTATION

2 OPTIONS FOR ENTERING EXPENSES

RECOMMENDED

Unit4 App Unit4 App

Sync

Unit4 WEB Unit4 WEB only

The tickets & synthesis are no longer to be sent to the Lausanne office
 HOW TO ACCESS

❑ Unit4 APP :

✓ Download “Unit4 Expenses” via your smartphone device

✓ Log in with this URL -> https://agrm5web.altengroup.com/agresso-webservices/service.svc?
✓ Fill in your credentials :
▪ Username -> corp\Unit4username (for staff) // prod\Unit4username (for consultants)
▪ Client -> 166
▪ Password -> Unit4password

❑ Unit4 WEB :

✓ Same access as today -> https://agrm5web.altengroup.com/agresso/

✓ Menu «Your employment» -> «Expenses»
 2

HOW TO USE THE

APPLICATION
 HOW TO USE THE APPLICATION

1. Open your application

2. Open the menu

3. Select your expenses trigger :

a. Camera (taking pictures)
b. Manual route (for Kilometric allowance)
c. Expenses (for manual entry)
 HOW TO USE THE APPLICATION - CAMERA

1 2 3 4
CAMERA trigger

1. Take a picture of your receipt

2. New expense line to be confirmed

3. Add a description & control the automatic

recognition inputs* -> then press SAVE

4. The expense is synchronized with Unit4 WEB

*The app is based on an automatic recognition system. If you scan a hotel invoice, it will categorize it in “Hotel”, with the amount of the invoice, the currency and the date of the invoice.
As the system works with machine learning, it can happen that there are some mistakes in the recognition. Please always control the information displayed.
 HOW TO USE THE APPLICATION – MANUAL ROUTE

1 2 3
MANUAL ROUTE trigger

1. Fill in the place from and place to + press

2. Route is calculated ; you can save it by

selecting “Done” with :

3. Route is synchronized with Unit4 WEB

 HOW TO USE THE APPLICATION – EXPENSES

1 2
EXPENSES trigger
Even if the best practice is to use the camera trigger, you can
still create a manual expenses from scratch

1. Select your expense type in the menu

2. Fill in all the information & add the

attachment ; then SAVE it.
It will be synchronized with Unit4 WEB
 3

HOW TO FINISH
YOUR EXPENSES
IN WEB
 HOW TO FINISH YOUR EXPENSES IN WEB (1/2)

1 2

1. Open Unit4 WEB ; Go to “Your employment” / “Expenses”

2. Select your expenses claim “Invoiceable” / “Non invoiceable”

Invoiceable is only in case they are invoiced to ALTEN’s customer
Please ask your manager if you don’t have the information
3 4

3. Fill in a purpose and keep the daily date

4. Open “show transactions” (transactions synchronized from App) 5

5. Import your expenses transactions with “Import to travel expense”

 HOW TO FINISH YOUR EXPENSES IN WEB (2/2)

6. Your expenses lines are generated with the attachments

7
7. If all the information are correct, please send for approval
 4

HOW TO ENTER
YOUR EXPENSES
DIRECTLY IN WEB
 HOW TO ENTER YOUR EXPENSES DIRECTLY IN WEB (1/2)

1 2

1. Open Unit4 WEB ; Go to “Your employment” / “Expenses”

2. Select your expenses claim “Invoiceable” / “Non invoiceable”

Invoiceable is only in case they are invoiced to ALTEN’s customer
Please ask your manager if you don’t have the information
3 4
3. Fill in a purpose and keep the daily date

4. Add new expense line

5. Add all the relevant information :

➢ Category : select the expense type in the dropdown list 5
➢ Expense date : enter the date of your expense (date of the receipt)
➢ Description : insert a description for each line (be precise)
➢ Currency : in case of foreign currency, change it. The exchange rate will be calculated based
on the “expense date” field
➢ Cur.amount : indicate the exact amount, including VAT
➢ Workorder : in case of expense invoiceable, select your workorder

Tips :
➢ If you have similar expenses line to enter, you can use the button «copy expense» -> 1/Tick the line you want to copy 2/Click on «copy expenses»
➢ To delete a line -> 1/Tick the line 2/Click on «delete expense»
 HOW TO ENTER YOUR EXPENSES DIRECTLY IN WEB (2/2)

6 6’

6. To attach a scan (mandatory) to your expense line, click on “Upload receipt”

7. Then, tick the expense line you want to match with the scan + click on
“match to receipt” – the scan must be an invoice + readable

8
8. Your expense line is generated with the attachment

9
9. If all the information are correct, please send for approval
 5

VALIDATION
WORKFLOW
 VALIDATION WORKFLOW

❑ Once sent for approval, your expense will go through 2 workflows of validation :

✓ Manager validation
✓ Expense team validation -> all your expenses lines must be justified by a readable invoice

❑ Please note that the tickets & synthesis are no longer to be sent to the Lausanne office

❑ For some reason, if your expense is rejected because a correction is required, you will receive a new task requesting the
correction through the task manager in Unit4 menu ->

✓ Click on the task, select the correct one (your expense will be displayed again)
✓ Amend the expense as indicated in the comment box
✓ Save the expense

❑ Once fully validated, your expense will go through the payment process (2 payments per month -> the 15th and the 30th)