Release Notes

Unfiled Expenses - Create New Report

A new feature has been added to Unfiled Expenses for users to create a new report when moving their expenses to the reports module.

After selecting the option to Move to Report, users will now see the New Report option in the upper right-hand corner.

A new report will then be created automatically and the expense will be added to it in the reports module.

AmTrav Travel

Nexonia has partnered with AmTrav to offer a new Travel booking integration. To add a new AmTrav integration, navigate to Integration > Integration Setup > Add Travel Integration > Select Integration Type: AmTrav.

Please Note: You will need a Nexonia agent to assist entering your AmTrav account number.

Users will then have an AmTrav option in their header that will allow them to Single Sign On (SSO) into AmTrav and create travel expenses. If a profile has not been created for a user, AmTrav will create one automatically.

To enable or disable the Travel module for any user role, go to Settings > users > roles > select a role > general > Travel Management = No

All travel expenses that are pre-paid will be automatically brought back into Nexonia, onto an expense report, and linked to all items within the report. 

Please Note: Travel expenses that are not pre-paid will not be automatically brought into Nexonia, and the emailed receipts will need to be manually emailed to receipts@nexonia.com. Also, if a user has an email address used twice within a Nexonia account or used twice in different Nexonia accounts this is not supported for an AmTrav integration.

If you're looking for information and additional help on AmTrav, visit their Knowledge Base.

Invoice OCR Scanning on Payables

Nexonia has added the second iteration of OCR Scanning on Invoices on our Payables Module.

There are two ways to create a bill on payables and OCR is supported for both. First, an invoice can be mailed using the unique vendor email address. A bill will automatically be created, the invoice sent to OCR for processing, and the returned following fields populated:

• Vendor Name
• Invoice Number
• Invoice Date

Secondly, if a bill is manually created in Nexonia, you can add the invoice as an attachment. When added, the invoice is automatically sent to OCR for processing. We have now added real-time page updates to show the invoice in the OCR process:

If you close or refresh the page, the real-time notification will be removed but the results will still
populate.

As this is only our second iteration, we also look forward to expanding the supported fields to include Terms, Due Date, and PO Number.

Upgraded Bill.com Vendor Auto-Match Service

Previously, we upgraded our Bill.com integration by auto-matching BDC Vendors to Nexonia Users.

We have now upgraded our integration even further to automatically run syncs as well as save the vendor auto-mapping without Admin intervention.

If you already have an active Bill.com configuration sync inside the data integration (parameters tab) the sync will be tied to the BDC data integration's schedule (e.g. hourly or overnight).

If you do not have an active schedule, your sync will automatically be run overnight.

Invoice OCR Scanning on Payables

Nexonia has now added the first iteration of OCR Scanning on Invoices on our Payables module. 

There are two ways to create a bill on payables and OCR is supported for both. First, an invoice can be emailed using the unique vendor email address. A bill will automatically be created, the invoice sent to OCR for processing, and the returned following fields populated:

• Vendor Name
• Invoice Number
• Invoice Date

Secondly, if a bill is manually created in Nexonia, you can add the invoice as an attachment. When added, the invoice is automatically sent to OCR for processing. 

Please Note: In this first iteration you will need to close and reopen the bill to see the populated results. In our next iteration we will add real time page updates so you will see results without having to reopen the bill.

Additional Update

Nexonia supports sending receipts by email. You can simply attach your receipt images to an email or forward the email containing your receipts at receipts@nexonia.com.

If you wish to send receipts to your Unfiled Expenses, you don't have to do anything special as it is the default behavior.

Auto-Assign Credit Cards to Users

In an effort to reduce setup time for Administrators, a new feature has been launched that will auto-assign your imported credit cards to your Nexonia users based on name matching.

Whether your cards are imported from feeds or uploads, when new card profiles are created in Nexonia, the system will search your user list and assign the card profile based on an exact name match. The auto-assigning is not case sensitive and will only assign cards if they are previously unassigned.

Reports Archive

Recently, changes have been made to our reporting module to better scale and handle larger reporting requirements. As part of those upgrades, support for direct browser generation of reports needed to be removed. For those who preferred that functionality, there have been more upgrades to our report module.

First, a Reports Archive has been added, and is located on a new tab in the reporting module.

This new section will list any of your previously generated reports with an option to download them again. Importantly, any report that has been recently run will appear here as soon as it has finished processing, which means for smaller reports, you do not have to wait for the email to be sent containing the report.

Please Note: In this first iteration we will not have real time page feedback so you will need to refresh your we browser to see newly generated reports. We plan on adding the real time feedback in future iterations.

Lastly, the ability to generate reports in the HTML format has been brought back.

NetSuite - Ability to Send Credit Card Transactions to Expense Reports

Previously, NetSuite supported sending non-reimbursable credit card transactions to their Accounts Payable module as a Vendor Bill. They made changes to their software to allow for credit card transactions to be placed on expense reports alongside reimbursable expenses.

We have further enhanced our integration with NetSuite to allow for this new workflow. To configure this in your account, navigate to your Integration Module > Integration Setup (Tab) > Edit Parameters > Expenses > 1 (Tab) > and set "Export As NetSuite Corporate Cards = Yes"

When exported to Netsuite you will be able to see the totals broken out by corporate card, the account the card is mapped to, and Corporate Card Yes / No on the line item detail.

There are two changes coming to the Reporting module in early May 2020:

• Format download change
• Report delivery location

Format Download Change

The option to download reports directly in your browser will be removed. You will see PDF, CSV, and XML as your format options.

Report Delivery Location Change

In the past, report windows had to be kept open in order for a report run to complete. Now, you will be able to navigate from the report running window because the report will be emailed to you once it's complete. 

Lastly, you will receive an email with a link to access your report. If you are not already logged into Nexonia, you will be prompted to do so for security reasons. 

Expenses iOS Mobile App

The Nexonia Expenses Mobile App has been updated to provide a quicker way to submit expense reports.

Please Note: You will need to have IOS 11, 12, or 13 and have downloaded the Nexonia Expenses Mobile App Version 11.9.2 from the app store.

In this first iteration of updates, you will see a button on your Expenses App homepage that gives you access to the new workflow.

From this new mobile workflow, you can quickly upload receipts as expense lines into a report titled Unfiled Expenses. For information on using this new workflow, view our article on Using Nexonia Mobile's Quick Expense Workflow. 

Some key features include:

• Once you capture your receipt image, the app will automatically begin scanning it using OCR technology. You no longer need to wait to see the results. If you leave the screen before the scan has been completed the results will still populate.
• Previously, you were required to enter certain pieces of data before you could save your expense. We have removed those requirements in this workflow to allow you to more rapidly enter your expenses and the freedom to choose when you would like to enter your data.
• On Nexonia Web, the Unfiled Expenses Report will be placed on top of all other expense reports regardless of filtering. 
• Regular reports contain the same data requirements as before therefore to further edit or submit your expenses you will need to enter the required data before moving the expense from the Unfiled Report to a regular report. 

Upgraded OCR Engine to Emburse Receipt Transcriptoin

Our OCR engine has been upgraded to the new Emburse Receipt Transcription service. Users can expect to see 20-40% more accuracy in results, as well as a return rate on average of six seconds which is down from our previous return rate average of 30 seconds.

We will continue to work on our Emburse Receipt Transaction service and expect to expand its capabilities as well as continuously improve accuracy and speeds.

Intacct Enhancement - Billable Journal Entries

Support has been added for the billable status on journal entries for both Expenses and Cards. To enable in your account, go to your Intacct integration settings. In the Expenses as Journal Entries (tab) there is a new setting Send Billable Flag: (Yes/No). When enabled, we now will send the Billable Flag on the GLAccount line for Non-Card Expenses to Journal Entries.

We have also added the same setting to the Cards as Journal Entries (tab). When enabled, we now will send the Billable Flag on the GLAccount line for Credit Card Expenses to Journal Entries.

Bug Fixes

Unexpected Error

We fixed the issue where standard error messages for integration syncs were being replaced with an unexpected error.

NetSuite - Batch Expense Exports

To help reduce potential export errors, we have added the ability to limit the size of NetSuite exports by batching expense reports.

Bug Fixes

• Fixed an issue where there was an incorrect amount of decimal places for Time Off Bank Accrual reports
• Fixed an issue where merged card transactions would contain the incorrect exchange rate
• Fixed performance issues when accessing the Account Usage page
• Fixed an issue where a NumberFormatException occurred when VAT is set to $0
• Fixed an issue where there was an error when running Time Off Balance report containing the data column "User Bank - Total Accrued in Reporting Period"
• Fixed an issue where downloading attaching XLSX/DOCX Files from payables was missing the file extension
• Fixed an issue with Account Usage where fetching the current year was hard coded instead of getting the current year
• Fixed an issue where bulk approval was not functioning when there was pagination on the expense approval page