Once an expense is 'Approved' in Keystyle, there is no way to track its current status or see where it is in the approval process. Also, there is not currently a way to determine if a submitted expense has already been submitted prior, preventing duplicate payments for the same expense. This has happened multiple times already and creates more work on the back end to issue a refund back to accounting.
Guest
| Company | Hensel Phelps |
| Job Title / Role | Project Controls |
| I need it... | Yesterday...Come on already |
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The two scenarios we are worried about duplicates:
1. Duplicate cash reimbursement entries
2. Imported credit card transaction but then also entered as a cash reimbursement (not linked to imported card transactions)
What are the criteria to find potential duplicates?
- Date
- Dollar Amount
- Vendor / Location
How far back in time do you look for potential duplicates? 60 days?
We agree that the flag should be on the Expense Posting Dashboard to identify potential duplicates. Then if you select/hover-over it would show you the potential duplicate transactions.
As long as the flag is checked, prevent the transaction from going to a batch. If the flag is unchecked then it clears the transaction to proceed.
I agree with the last comment. The flag is a great idea but should be on the Expense Posting Dashboard for the Expense Admin to review prior to adding to Vista AP batch. Thanks!
No, because the approvals are performed by Operations personnel. It should be Accounting that takes the time to research potential duplicates. The flag could be part of the "adding to batch" process.
And when the expense is mileage-related, there ARE going to be legitimate duplicates. For example, driving to and from a job-site that exists for several months. Figuring that out should be up to Accounting, not Operations.
Hey Team,
My name is Matheus and I'm the Product Management Intern working on this product. If we added a flag for possible duplicates during the expense approval process would this solve the problem?
Thank you!