AECS Training Material
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Transcript of AECS Training Material
Introduction
• Your market is deploying the new Asia Expense Claim system (AEC)
• This presentation will show you the new features of AEC and how to submit your expenses.
• Please go through the presentation to see how to use the new system
New Features
• The new Asia Expense Claim system is similar to the excel-based system you are used to with some new features: for example:
– It is now a ‘web based’ application
– You can track the status of the approval process of your current claims.
– You can see all of your previous expense claims
– On-line help is available.
Where can I find the Asia Expense Claim system ?
• Your Enterprise Intranet will be updated to link to the new AEC system.
New Home page for Asia Expense Claim System
Claims outstanding
Claims waiting my approval
My Expense Claim history
AEC stores your current claims and their progress, and the history of your past claims.
•My outstanding expense claims•Claims waiting my approval•My expense claim history•My expense claim approval history
My Expense Claim Approval history
Starting a new Expense Claim
As with the old system you will need to complete the following details :1 – Select the Cost Centre to charge2 – Select the Project code (WBS)3 – Expense Type (Business or HR)4 – Define the purpose (Sales meeting)5 – Did you receive an advance ?6 - City / Affiliate where expense was incurred
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After all details have been input. SAVE the claim
Completing Expense Line Items
Page Number and reference
for the supporting
documentation
Date Country of Expense
Expense Item Currency of Expense
Example of completed Expense Line Item
After all details have been input. SAVE the Expense Item
Saving the Expense Claim
SAVE the claim
PRINT the claim and attach to receipts for submission to
Manager for Approval
LOCK the claim
When you LOCK the claim a DECLARATION and APPROVAL window
appears.
Locking the Expense Claim
Claimant approves the expense statement
Claimant nominates Cost Centre
Manager to approve the expenses
AEC Home page shows latest Expense Claim status
The claim has been approved by your Cost Centre Manager, and now awaits processing by
A/P
Accounts Payable approval and posting to SAP
• Once the claim has been approved by Accounts Payable and posted to SAP, you will receive the following confirmation email.
AEC Home page shows latest Expense Claim status
The Expense claim is posted to SAP
Employees are typically reimbursed
within 3 days
Your ECS Home page also reflects the new status of your Expense Claim
THE NEW ASIA EXPENSE CLAIM SYSTEM -
COST CENTER MANAGERS AND HR MANAGERS GUIDE TO APPROVING EXPENSE CLAIMS
March 2012
Introduction
• This presentation will show you how to review and approve expenses assigned to you.
• Please go through the presentation to see how to use the new system
New Features
– A web based system, so approving an expense claim is significantly quicker
– We expect the performance improvement will also improve the systems reliability
– This new system support attachments – so employees can scan their expense receipts where approvers are located overseas
An Expense Claim has been assigned to me
After the employee locks their expense claim and selects you as the approver, the system will send you an email similar to this.
•Click on the link to view the claim detail
Click here to view and approve the Expense Claim
Viewing the Expense Claim
Claims Status
Click buttons to Approve or Reject Expense Claim
Expense details
After you click the Approve button
After the you approve (or reject) the Expense Claim, the system emails the claimant, and you are taken to the home page
Status of my personal expense claims (only for AP employees)
Expenses awaiting my approval
My Expense Claim history (only for AP employees)
History of Expenses I have approved
This page only shows the last 5 claims. Click here to view
your entire claim history