Please see the following on how to set up the general settings:
Tax Year
This will generally remain as the default (6th April) for most Expense accounts, however to change the date, it can be done using the drop down lists available. This date is used to calculate the cumulative mileage for the tax year.
Duty of Care
To ask the users to upload documents of proof they are legal to drive, do so by enabling Duty of Care using the tick box available.
The message is initially provided by Access but can be overwritten to display whatever is required.
At the moment, this will make it optional for the Users to upload the documents, however this may need to be compulsory. In order to action this:
Click Settings.
Click Expense Types.
Click any Mileage Type.
Scroll down to Duty of Care Compulsory Records. Select which elements to make compulsory using the check boxes.
If a user then hasn’t uploaded the compulsory documents, they will be prevented from submitting any Mileage claims.
VAT Receipt Options
Access Expense provides 4 default receipt options but the user can choose to deactivate those and/or add new ones.
To deactivate or change the settings of the current ones,
To the left of the table, click Edit.
To add a new option, click Add Receipt Option in green.
Amend the relevant Settings.
Note: For the users to have a completely free option of VAT rate that they choose, we recommend setting up a new option entitled <Please Select> this then encourages them to choose their own option.
Other Settings
Rate Decimal Places: Change the amount of decimal places that the account works in using this setting.
Home Currency: This will generally already be set and is therefore greyed out but if there are any questions on this, please contact the Access Onboarding Consultant.
Allow User Vehicle Entry: To keep the Vehicle Details on the system but do not want to enter them as an Administrator, tick this box to enable Users to enter them themselves.
Vehicle Classes: Determine whether only HMRC Mileage Classes are used or whether Company Standard Rates are also using this setting. For both to be enabled then this option is also available. These can then be applied to the Users in order to calculate their mileage correctly.
Note: If using Company Standard Rates, these do not automatically update like HMRC rates and so be aware of updating them when necessary.
Distance Unit: Miles and Kilometres are both available within the system and so the user can choose which to work in.
Field Labels
This area enables the names of the Projects and Tasks listed within the account to be changed.
Tags Available on Expense Entry
If Allow Tag Entry is turned on against the Users, then make a decision as to which Tags they can have the ability to change.
This is done by ticking the relevant ones in General Settings.
To the End User, it will then appear at the top of the page when they go to submit a New Expense.
Bank Details
The two check boxes in this section to enable Multiple Bank Accounts against each User and/or enable them to enter their own details, rather than doing it as an Administrator.
Note: If not making straight out of aCloud then it is not absolutely necessary to input bank details into the system but you can if you wish to have this information available for reporting.
Company Policy Message
To communicate a message or link across to the Users at all times, use the Company Policy Message to do this as it will appear on all Pending Pages of the account.
Note: A common use of this is to let the Users know when they are going to be paid each month and can also select for this to be sent on Approval Emails.
Currencies
Multiple currencies allows the users to enter a new claim under a different currency from their default. If they do adopt a different currency, it will pop open a Rate field at the side of their claim and will display the conversion rate received for that particular day.
To enable multiple currencies select allow currency entry against the expense type and select what currencies are available via settings. To do this:
Click Settings.
Click Currency.
From the list on the left, select which currencies to be available. This will then allow the user to enter choose the currency of their claim.