Expenses

 The expenses system is part of the web deployment of Whistlebrook Financials, it is fully integrated with the Purchase and Nominal Ledgers and allows full approval both by budget holders and finance.

• Easy user interface
• Automatic posting to Purchase and Nominal Ledgers on approval of claim
• Full approval/reject workflow
• Automatic calculations for both company car and private mileage
• Mileage rate maintenance
• Set limits on Accommodation spend per night
• Company standard journeys / personal journeys
• Cross cost centre claims
• Full VAT recovery

Finance has full control of the nominal accounts allocated for items available to claim through the expenses portal. There are drop down menus for users to choose the type of item they are submitting an expense claim for, so it makes it very easy as an end user to claim in line with company policy.

When a claim has been submitted to a budget holder/line manager, they are emailed to let them know there is a new claim to review for approval/rejection.  The claimant is also informed by email at every stage of the process.

Once approved by finance, the claim is updated in the Purchase Ledger, each claim has a full breakdown of the nominal analysis. These can then be paid on payment runs either by cheque or BACS. 

The Expenses system allows finance to take control of items that can be claimed for, where they are posted to automatically, thus making huge time savings for finance teams.