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. For example, if a company has a Consulting and Development department you may want different T&E Reporting policies (weekly for Consultants and monthly for Developers). This can be achieved by creating two Fin Orgs and setting the appropriate controls. This also allows for reporting for each department separately or combined.
Some reasons for multiple financial organizations include:
- Security - prevent users in one department from accessing records in another department
- Reporting - provide greater flexibility in reporting at department or division level
- Currency - allow for different default currencies, if financial organizations represent divisions in specific geographic locations.
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.
Using this tab you can define one demo Demo refers to data used for non production purposes (e.g. testing). Accorto Cloud T&E allows for the deletion of data in a demo organization that could not be deleted in a production organization (e.g. Payments). financial organization and one default financial organization The currency is set to the currency of the organization. These and all other settings can be modified using the Fin Orgs tab.
When creating or updating a Fin Org, keep in mind the following settings:
The Information section defines default and processing settings. Use the Default check box to designate a fin org to be used if no fin org is entered. If checked, any other fin orgs will be unchecked. Use the Demo Org check box to designate a fin org that is used for demo or test purposed. Fin orgs with this designation can perform special functions (like delete all transactions).
Enter a T&E Email if you have enabled creation of T&E items via email. For additional information on enabling this functionality, please refer to Email Services.
Use the Administrator Group to designate the group which has full access to all financial entities. Use the Management Group to designate the group which has full access to all reference entities (e.g. projects and resources).
In some organizations, the fin org may actually represent different departments. Company policy may require that one department be prevented from viewing another departments financial data. This can be accomplished by assigning different administrator groups for each fin org. Accountants should be members of the Administrator Group.
Access to data is also determined by the sharing model used. Refer to the following for additional information on the default sharing settings for Accorto Time & Expense Management Sharing.
The Expense Reporting section defines the Expense Report Frequency and the Expense Report Due Days. These values can be used to ensure timely reporting of expenses. If there are T&E items (which report expenses) that have not yet been reported and exceed the Expense Report Frequency defined, an email is sent to the user. If a T&E report is submitted that exceeds the Expense Report Due Days the approval workflow may be modified to handle this exception. By default, no adverse action is taken.
The Time Reporting section defines the Time Report Frequency, Target Hours and the Time Report Due Days. These values can be used to ensure timely reporting of hours. If there are T&E items (which report hours) that have not yet been reported and exceed the Time Report Frequency defined, an email will be sent to the user. If a T&E report is submitted that exceeds the Time Report Due Days the approval workflow may be modified to handle this exception. By default, no adverse action is taken.
The Target Hours can be used to determine if the hours reported are regular time or over time. This value may be over-ridden by the Resource definition.