When implementing Accorto Cloud Time & Expense and Accorto Cloud Plus it necessary to define reference records that will be used when time and expenses are recorded.  These records comprise the accounting functionality within the application and include Financial Organizations, Financial Accounts and Taxes.  These are discussed in detail in the following sections.

The Setup tab of the Welcome window provides administrators with an easy way to define the reference records required for Accorto Time & Expense. This can be used for setting up a test or demo Demo refers to data used for non production purposes (e.g. testing). Accorto allows for the deletion of data in a demo organization that could not be deleted in a production organization (e.g. Payments). instance or for creating your live implementation.

Financial Organizations

The Financial Organization (Fin Org) define the overall defaults and T&E report processing rules. You must have at least one Fin Org but can have multiple if your business needs dictate. Each Fin Org may represent a company, legal entity or department. Along with the Financial Accounts, Financial Organization comprise your  T&E policy. 

Accorto provides a wizard for defining your first Fin Org. It can be accessed by selecting the Accountant link on the T&E Workbench or from the Welcome window.

For more details refer to the Financial Organization help topic.

Financial Accounts

Financial Accounts (fin accounts) define what is commonly known as a company's 'chart of accounts'. For the purposes of Time and Expense management, financial accounts represent the expense categories that are used in T&E items. Along with the Financial Organization, Financial Accounts comprise your T&E policy.  Financial Accounts can be entered manually in the Fin Accounts window or can be imported from a .csv file. 

Accorto provides an example of the spreadsheet for importing Financial Accounts.This link can also be accessed from the Welcome page.

Note: You must enable access to remote sites to view Google Docs. Refer to the following help topic for detailed instructions: Remote Sites

For more details refer to the Financial Accounts help topic.

Taxes

Taxes are levies imposed by a state or similar agency. There are many types of taxes. From a time and expense management perspective, the related taxes are sales or use taxes and value added taxes. Generally these are taxes that are either paid by a company for goods and services they purchase or are collected by a company for goods or services they sell.

Example set up of Sales Tax, VAT and GST/PST/HST taxes can be created by selecting the tax wizard found on the Accountants link from the T&E Workbench.

For more details refer to the Tax help topic.

Approval Process

The process used to approve T&E Reports can be automated within the application.  This allows helps reduce the time and overhead associated with time and expense reporting and reimbursement.  This process results in a T&E Report either being approved and moved on to reimbursement and billing or rejected and returned to the submitter for correction. This process is customizable to meet your individual needs.

For details refer to the Approval Process help topic.

Document Types

Document Types define the classification of document, their numbering or sequencing and behavior.  A document type represents a transaction that may have an accounting consequence (e.g. an invoice). Document type definitions can assist in conforming to company or jurisdictional accounting procedures and requirements. Document types are used in Accorto when creating invoices (Cloud Billing)

For details refer to the Document Types help topic.

Payment Terms

Payment Terms define the when an invoice is due (payable or receivable) and what discounts, if any may apply. You can define as many payment terms as necessary for your company.  When an invoice is created, the payment term associated with that Account is used.

For details refer to the Payment Terms help topic.