Expense Reimbursement Setup and Use
Important Note
Microix Support does not provide assistance for setup or training. For setup or training services, please contact sales@microix.net for a quote.
Pre-Requisites
Before using the Expense Reimbursement feature, ensure the following requirements are met:
The Requester must be configured in the workflow for the Accounts Payable document type.
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The Workflow Approval Routing must be completed for the Accounts Payable document type.
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Proper Security Permissions must be granted to users via Maintenance > Security for Travel Reimbursement.
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If you plan to use per diem rates from GSA, you must also grant button permissions.
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To enable this, while on the security page, go to Roles > Button/Function, search for GSA, and apply permission for the appropriate users.
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Setup for Use (Administrator)
Step 1: Set Mileage Reimbursement Rate
- Navigate to Maintenance > Global Settings.
- Search for "mileage".
- Use the pencil icon to enter the reimbursement rate.
- Navigate to Maintenance > Global Settings.
- Search for "mileage".
- Use the pencil icon to enter the reimbursement rate.
Step 2: Set Default GL Account for All Categories
- Navigate to Maintenance > Global Lookup.
- Expand Purchase Order > Reimbursement.
- Set the default GL account for each category.
- Navigate to Maintenance > Global Lookup.
- Expand Purchase Order > Reimbursement.
- Set the default GL account for each category.
Step 3: (Optional) Turn on OCR Validation
- Navigate to Maintenance > Global Settings.
- Search for "OCR".
- Set to True to enable AI Capture.
- This feature uses OCR to extract receipt values and vendor details automatically.
⚠️ Note: Enabling OCR will slow the receipt capture process.
Important: Expense categories are predefined. They cannot be renamed, and new ones cannot be added.
- Navigate to Maintenance > Global Settings.
- Search for "OCR".
- Set to True to enable AI Capture.
- This feature uses OCR to extract receipt values and vendor details automatically.
Record Expenses (Users)
Step 1: Create a New Expense Reimbursement
- Navigate to Reimbursements from the navigation menu.
- Click NEW and select a category.
- Enter the purpose/description of your travel.
- Based on the selected category, complete the required fields.
- Attach your receipt:
- Desktop: Drag and drop the receipt onto the page or click Upload Receipt to browse from your computer.
- Mobile: Click Upload Receipt to use your phone’s camera to capture a copy of the receipt.
Step 2: Submitting Reimbursements for Approval
- Navigate to Reimbursements from the navigation menu.
- Click NEW and select a category.
- Enter the purpose/description of your travel.
- Based on the selected category, complete the required fields.
- Attach your receipt:
- Desktop: Drag and drop the receipt onto the page or click Upload Receipt to browse from your computer.
- Mobile: Click Upload Receipt to use your phone’s camera to capture a copy of the receipt.
When all reimbursements are entered and receipts are attached, use the Process button to transfer the expenses into a Microix invoice and submit it for approval.
- Click the Process button.
- Select a Workflow.
- Select a Distribution Code (if applicable).
- Enter a General Description (this will be used as the invoice description).
- Click the Process button at the bottom of the window.
- Navigate to My Documents, locate the travel invoice, edit if needed, and submit for approval.
⚠️ Note: Use the bulk update button to help facilitate coding the expense entries for many lines.
▶ Linking Expenses to an Approved Purchase Order
If you need to link your expenses to an existing approved purchase order, select the appropriate purchase order. Once linked, Microix will update the existing purchase order with the selected reimbursement items (New document will not be created).
The Accounting department will be able to view the originally approved amount alongside the actual expenses added to the purchase order. Accounting will delete the approved line item as long as the total reported expenses are equal to or less than the approved amount.
If the reported expenses exceed the approved amount, the document will be re-routed to the approver for additional approval due to a discrepancy between the authorized approved value and the reported expense value.