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An easy to use and flexible
employee timesheet system that can be fully integrated with the existing
accounting system and coding structures used by your organization. |
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The user interface is
completely web based which means Retain WebExpense is ideally suited
for situations where users are located across multiple sites or countries. |
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We specialize in solutions
based on freely available open-source software, this enables us to
offer one of the most cost-effective systems on the market. |
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Retain WebTime and Retain
WebExpense are built around the same code base, together they provide
a compact and integrated time and expense tracking system. |
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Simple web based user
interface. |
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Users are guided through
the expense entry process by visible prompts to minimize errors. |
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Notes and invoice narrative
can be entered against expense sheets at both entry and approval stages,
while the information is fresh in the mind.
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The interface has been
designed to minimize the entering of awkward codes by associating
coding information with employees and projects when they are set up.
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Users can maintain their
own portfolio of projects and minimize time-consuming searches and
speed up expense entry.
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Much of the validation
for data entry occurs within the browser, making the user interface
very responsive.
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Users have the ability
to query their historic expense sheets using Expense Enquiry, reducing
enquiries to the accounts department.
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An optional approval module
allows managers to have control over employee disbursements
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Employees are automatically
emailed notification of rejected expense sheets.
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Retain WebExpense uses
a highly configurable system of workgroups and roles to allow maximum
flexibility when defining which employees, projects or cost centres
are approved by which approvers.
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With our flexible workgroup
structure, any number of secondary or back-up authorities can be created
to approve expense sheets, eliminating disruption to the authorization
process due to absence.
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The workflow system allows
late authorizations and corrections to be chased via email at the
click of a button.
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Employee templates can
be set up to aid the rapid creation of new employees.
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The ability to represent
the internal structure of an organization by grouping employees and
projects using our system of workgroups and roles means that administrators
can be isolated from projects or employees that are not relevant to
them.
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Retain WebExpense features
a built in expense receipt tracking system that allows one-click chasing
of overdue expense receipts via email.
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The system allows analysis
for UK and overseas VAT recovery with customizable dialogues to prompt
the user for additional information on any given account. For example,
custom dialogues can be set up to record the number of nights stayed
in hotels, the destination for flights or a supplier name or VAT number.
It is also possible to make the entry of narrative fields mandatory.
Click here for a sample report.
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An administrator 'review'
stage can be enabled for expense claims to ensure no coding errors
have been made, this is especially important when recovering VAT.
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Any number of analysis
codes can be attached to individual employee and project records,
in addition to codes that are selected by the user when the expense
entry is submitted.
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Analysis codes can be
used to identify employee expenditure with corporate vendors for discount
negotiation purposes, for example with hotel chains or car hire firms.
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The system can maintain
vehicle mileage rates to automatically calculate claims.
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Our flexible export tool
allows data held in the Retain WebExpense database to be written out
to a file. The format of the file is completely customizable and can
output files ready for importing into accounting systems such as SunSystems
or Sage Line50/100. The exports can also be incrementally controlled.
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Retain WebExpense accounting
periods can be defined to correspond with corporate accounting periods,
this facilitates clean month-end 'cut-offs'.
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The Invoicing module allows
a controlled release of expenses for re-charging to clients with the
facility to add a mark-up. |
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