If your organization has enabled Single Sign On (SSO) logins for Nexonia, you have the option to login to the Expenses and Timesheets mobile apps using your corporate SSO login.

This article shows you, a Nexonia User, how to login to the Expenses and Timesheets mobile apps using SSO.

Step 1: Open the app and click Corporate SSO.

Step 2: Enter your SSO login information and tap Sign In.

You're now ready to start using the Expenses/Timesheets mobile app.

Nexonia allows you to enter mileage on the mobile app using Google Map integration to help automate the process. Your mileage entries can be one-way or multiple stops. The reimbursement rate will be preset by your organization. 

 Note: Location-based mileage is enabled by your internal Nexonia administrator.

Location Based Services (Google Maps)

The most common way mileage is managed in Nexonia is with Location Based Services. Using Google Maps to automatically calculate your distance is achieved by entering in Waypoints (addresses or mapping points), which also generates a Google Map attachment as a receipt. Waypoints can be entered into the Locations field with as little as 2 stops (one-way) or as much as 6 (multi-stop).

Creating a Mileage Expense

To create a mileage expense on the mobile app, from the home screen tap on the + Item icon.

Add the item to an existing or new expense report.

Select the Transaction Date (1) for the mileage entry

Select your mileage category from the Category (2) dropdown.

Tap Locations (3) to open up the location service.

Tap Add Waypoint (4) to start adding your waypoints. Each waypoint you add will return you to the Locations screen. You can add up to 6 waypoints.

Adding a Waypoint

You can add a waypoint in several ways:

Manually - you'll see two fields:

• Label (optional): label for this waypoint
• Address (required): address or GPS coordinates for this waypoint

Type in Address, tap Save.

GPS/My Location - Tap My Location and the mobile app will enter your GPS coordinates where you're currently located. (Note: during your initial installation of the app, Nexonia will ask permission to access Location Services on your mobile device. This can be managed in your phone settings as well.)

Retrieve - Tap an icon to retrieve an address:

• Import address from Contacts on your mobile device
•  Tap to retrieve a previously used waypoint
•   Tap to retrieve a home (A) /work (B) /favourite (C) location.

From the Locations screen:

Tap Generate Map (5) to generate the distance and Google Map attachment.

Tap Save to save the mileage expense.

Additional Options on the Locations Screen

• Tap and drag the waypoints to re-order them.
• Tap on the down arrow "V" to the left of the waypoint to bookmark the waypoint for future use.
• Slide the Round Trip switch to the right (Green) to make this mileage entry a round trip.
• If you make any edits to the draft mileage expense, tap Generate Map to update the mileage entry with your edits.

   

 Tip: You can create and save a draft mileage expense with a single waypoint - you could use My Location to create your starting point, save the mileage expense, and update it when you reach your destination.

1. Launch the Nexonia mobile app (Timesheets or Expenses).

2. Tap on your Name at the top.

3. On the Account Selection screen, tap the account that you want to log into.

4. You will be asked if you would like to load the data. Tap OK.

5. You have now successfully switched to another account!

There may not always be an available connection for your personal card in Nexonia. If you have tried integrating your personal credit card Nexonia using any associated financial institutions and are unable to connect, you can manually upload the transactions using an upload template file.

This article will show you how to manually upload personal card transactions.

Step 1: Open the Expenses page, then click the Reports tab.

Step 2: Click Cards.

Step 3: Click Manage Cards.

Step 4: The Cards window opens. Click Add Card for Manual Upload to set up an automated import of your personal credit card.

Step 5: This is the Card Transactions window. This is where you can set up the upload format for the credit card. Enter the following information:

• Name: This is the name that will be displayed when you view the transactions. For example (your name): Personal Card.
• Description: This is the description of the card. You can use the same information entered in the Name field.
• Card Type: Pick the type of card you're adding (American Express, Visa, MasterCard)
• File Format: Select the File Format of the credit card transaction file. This is how the upload knows which information is which. Copy the format columns that appear to the right of Select - (card name) into the header line of a .csv spreadsheet.
• Lines in Header: This is typically set to 1, as you will have the Header row populated with the columns you pasted into the spreadsheet in the File Format section.
• Encoding: Leave at the default of ISO-8859-1
• Active: Check this box.

Step 6: Click OK when complete.

Step 7: The upload format for your card has now been created. Click Close to complete.

Step 8: Now that the card is entered, download a .csv file of the prepared spreadsheet containing your transaction data. Then, navigate back to the Card Transactions page within the Expenses tab.

Step 9: In the top left corner you'll see the name of the card you'll upload the statement for. If you have more than one card for your profile, there may be a drop-down menu where you need to select your personal card.

Step 10: Click Upload. This will bring up a window where you'll be asked to select a file to upload. Choose the .csv file with your transaction data. 

Step 11: Click Choose File. This will open a window in your computer where you can navigate and find the .csv file you want to upload.

Step 12: Select the file you want to upload. Click OK.

Please Note: The file you upload must be in .csv format.

Step 13: The imported transactions will now be listed under this card and can be linked to your expense reports.

Is it your first time using Nexonia Expense or maybe you need a refresher? This article leads you through Nexonia's best practices for creating and submitting expense reports.

Create your Expense Report

Step 1: On your Nexonia (online) homepage, click the Expenses tab.

Step 2: Click Add Report.

Step 3: Enter a Title for your new report, and click Save.

Step 4: Your expense report is created. From here, add receipts or expenses. For more in-depth information, view our video on Submitting Expense Reports.

Please Note: You can login and submit expenses in Nexonia on behalf of another person. For example, as someone's assistant or secretary. For information on doing so, view our article on How to Proxy on the Web.

Creating Expenses from Card Transactions

Step 1: On your Nexonia Expenses Mobile App homescreen, tap Transactions.

Step 2: Tap the transaction you'd like to add, then click Create new item.

Step 3: Choose an expense report to add the expense to.

Step 4: Add a receipt to the expense and add additional details. When complete, tap Save.

Step 5: Go to www.nexonia.com to add card transactions online. From your homescreen, click the Expenses tab.

Step 6: Choose an expense report to add the expense to.

Step 7: Click Add from Card Transaction.

Step 8: Choose a category for your chosen transaction and click Create and Close.

For further information, view our article on Creating Expense Items from Card Transactions, or our Adding Credit Card Expenses video.

Adding Receipts using Nexonia on the Web

Step 1: On your Nexonia homepage, click the Expenses tab.

Step 2: Choose an existing report to add to, or click Add Report.

Step 3: Click Add Expense Item.

Step 4: Click Add Receipts and use one of the three listed methods.

• If uploading, choose a receipt from your computer. When complete, click Save and Close.
• To email a receipt, sent an email to receipts@nexonia.com using the same email address associated with your Nexonia account. Attach receipts to the email and each will be uploaded as a separate expense.

For further information, view our article on Adding Expense Receipts on the Web.

Approving Expenses

If you're an Approver in your company, start approving expenses by clicking the Approvals tab on your Nexonia homepage.

• Entire report: To approve a whole expense report, click Action followed by Approve.

• Individual expenses: To approve individual expenses, click into the expense report. Then, click Action followed by Approve.

For further details, view our Approving Expenses article.

View recorded End User and Administrator Tutorials.

Card transactions can be marked as duplicates by either administrators or non-admin users if access has been given to them.

This article will show you, a Nexonia Admin, how to give the marking duplicate transaction access to non-admin users. It will also show Nexonia Users how to mark and view duplicate transactions.

Step 1: On your Nexonia homepage, click the Integration tab.

Step 2: Click Integration Setup.

Step 3: In the Corporate Cards box, click Edit next to the applicable card feed.

Step 4:Check the Prevent non-admins from modifying duplicate transactions box if you don't want non-admins to have this access. Leave it unchecked if you would like them to have access.

Step 5: Click OK.

Marking Transactions as Duplicates

Step 1: Click the Expenses tab and select the applicable user from the drop-down menu.

Step 2: Click Cards.

Step 3: Click the checkbox next to any applicable transactions.

Step 4: Click Mark Duplicates.

Step 5: Click OK.

Step 6: The transactions will now be out of view, but they're not deleted. Click Included Duplicated Transactions to view them.

Step 7: The transactions will now appear. To mark them as not duplicates, click the checkboxes next to the transactions and click Not Duplicates.

Once a receipt is added to Nexonia, users can utilize Optical Character Recognition technology (OCR) to scan the image for receipt data, including the date and amount. 

Web: How to Scan an Expense Receipt 

Log in to your Nexonia account on the web. Navigate to Expenses > Open or Add Report. 

Add a receipt in your report, either via upload, drag and drop, email, fax or webcam. To learn more: How to Add Expense Receipts on the Web

Once the receipt is added, it can be scanned for receipt data.

Note: receipts can be scanned from the Manage Receipts button, or from the expense item window. The icons and process to scan the receipt are the same in both areas. The screenshots below show how to scan a receipt from the Manage Receipts button. 

Step 1: With the receipt selected, click on the "Scan the receipt" icon. 

Step 2: Once the receipt has been scanned, a Checkmark icon will appear and the receipt data will populate below. 

Step 3: Receipt data can be edited. Click on the Checkmark icon below to expand and edit the receipt info and/or add a Memo. Click Save to save any changes.

App: How to Scan an Expense Receipt

Log in to your Nexonia account on the app. 

Add an expense receipt, either via the camera, camera roll, or by retrieving a receipt that is saved in your expense report. To learn more: How to Add Expense Receipts on the App

Once the receipt is added, it can be scanned for receipt data.

Note: receipts can be scanned from the Add Receipt icon, Add Item screen, or the receipt management area inside a report. The screenshots below show how to add and scan a receipt using the Add Receipt icon from the homescreen. 

Step 1: From the homescreen, tap the Add Receipt icon and select a report to save the receipt in. Snap a photo of your receipt and then tap Use Photo. To learn more: Receipt Upload Tips

Step 2: Tap the "Scan Receipt" icon to utilize Optical Character Recognition technology. Next, you will automatically return to the homescreen. You will receive a notification on the app once the receipt has been scanned!

Step 3: Tapping on the notification allows you to see the details of the receipt data. Tap the receipt info on the right to edit the info and/or add a Memo. Click Save to save any changes.

  Once a receipt is scanned, and then linked to a new item, the receipt data will automatically populate in the new expense item!

Nexonia Expenses has integrated with Emburse Cards via a new Cards Gateway feature. The Cards Gateway offers a dedicated interface for administrators to easily manage card programs and securely import transaction feeds and card data directly from banks.

This article shows you, a Nexonia Administrator, how to enable the Cards Gateway for all users.

Step 1: Navigate to the Settings page>> Users >> Roles>> then select a User Role.

Step 2: Open the Access Levels tab, then click the Edit button.

Step 3: Under the Configuration section, enable the Cards Gateway by selecting the Read or Edit options.

In the example above, selecting the Edit option allows Administrators to upload card programs to the Card Gateway, as well as manage the cards.

Step 4: After applying these changes, the Cards tab will appear in the navigation bar at the top of the page.

For more information on integrating card programs using the Cards Gateway, click here.

The Cards Gateway offers a dedicated interface for administrators to easily manage card programs and securely import transaction feeds and card data directly from banks.

Please Note: This feature is currently available only to companies using Emburse Cards, Capital One business feeds, and AMEX Small Business feeds. For all other card integrations, continue to use the Integration Setup page.

This document shows you, a Nexonia Administrator, how to set up credit card integrations using the Cards Gateway.

Prerequisites

• For Emburse Cards: If one does not already exist, work with the Emburse Cards team to sign up for an Emburse Cards
• For Capital One or AMEX Small Business: Contact Nexonia Support and let them know you are looking to integrate your small business feed with the Cards Gateway to confirm that your card program is eligible.
• A best practice is for Cards Admin to also be the Nexonia Admin completing the card integration.

Card Integration Setup

Once the Cards Gateway permissions have been enabled, a Nexonia Administrator can start integrating a credit card program. For information on enabling the Cards Gateway, follow the steps outlined in Enabling the Nexonia Cards Gateway.

Step 1: In the Cards tab, click the button to Add A Card Program.

Step 2: The Connect a Card Program window should appear. Select a Card Program to integrate with Nexonia.

Step 3: After selecting a Card Program, click Authorize Application to give Nexonia access to card account information.

Step 4: The in-progress credit card program appears on the Cards page.

Please Note: It may take between 24 and 48 hours to complete the card setup between Nexonia and your chosen financial institution.

Step 5: The card program, number of assigned/ unassigned cards, as well the list of cards associated with the Emburse Cards account, will be visible once the setup is complete.

Step 6: Assign any unassigned cards. Cards left unassigned prompt an email notification reminder to be sent to the Administrator.

Credit Card Transactions

Once a Credit Card Program integrates with Nexonia, you can use the Cards Gateway to manage the virtual cards and import transactions for expense reports.

On the Cards tab, select a card user with an Active account status.

The Card Details page opens. From here, a Nexonia Administrator can view card information and transactions not yet assigned to a user's expense report, as well as assign cardholders.

An additional way to view unused transactions is by clicking the number in the Unused column of the user’s credit card.

Syncing Transactions

Card transactions should sync automatically for all active cards. However, if a transaction does not appear on the Unused Transactions page, click the Resync button to manually import credit card transactions.

Nexonia has the ability to integrate your cards via an SFTP delivery method, which lets your bank send the transactions directly to our SFTP server, or to their own server where we can retrieve the data.

To get the process going, first reach out to your bank/card provider and request implementation of transaction file transmission via SFTP using one of the following formats:

• AMEX GL1025 (AmEx)
• CDF3 (MasterCard)
• VCF4 (Visa)

If they have the ability to do this, reach out to Nexonia Support via help@nexonia.com and let us know which types of cards you want to connect and confirm that the bank is able to support it.

Business (Company Paid) Credit Cards can be integrated with Nexonia, providing daily automated credit card feeds directly to users. Automatically capturing credit card transactions in Nexonia allows you to conveniently link credit card transactions directly into your expense reports. 

There are several credit card sources used to integrate the credit card transaction feed. The PEX source type can be used for integration with PEX cards.

This article shows you how to add a credit card feed with the PEX cards source type.

Step 1: On your Nexonia homepage, click the Integration tab.

Please Note: The Integration tab will be to the right of the Reporting tab. It may be labeled with the name of your ERP/Accounting System.

Step 2: Click Integration Setup.

Step 3: Click Add Corporate Cards.

Step 4: Enter details on the Corporate Card Transaction Source screen:

• Name: The name of the card as seen by the Administrator
• Label: The name of the card as seen by the User
• Description: The type of card for reporting purposes
• Source Type: Choose PEX Cards

Step 5: Click the Source Configuration tab. This section automatically defaults, but you can change the settings as needed. Important fields are:

• Paid By: Select Employee if you are responsible for paying the corporate credit card and receive reimbursement. If your company pays the card, leave the default to Company.
• Memo is read-only: Credit card transactions import with extra information, such as Vendor, Reference, and Description. These show in the Expense Item memo field. Mark this checkbox to prevent memos from being modified or deleted. Leave blank if you want to be able to change memos after they are imported.
• Active: You can pause or unpause a credit card feed as needed. Mark the checkbox to import charges on this card. Leave unmarked if you no longer want to have charges imported from this card.

For more information on these settings, please see Corporate Card Transaction Feed: Source Configuration.

Step 6: Click the Source Type Configuration: PEX Cards tab to configure the credit card integration.

• Scheduling: Click Edit. Then, check Activate Scheduling and Everyday. Click OK to complete. This setting imports transactions on a daily basis
• Card Type: Select the type of card
• Authorize Nexonia: This takes you to the PEX login website. In order for this link to forward you to the login page, you first have to fill out the other information for the card integration in Nexonia and click OK to save. When you open the integration again, you'll be forwarded to the PEX login by clicking Authorize Nexonia
• Currency: Select the currency for your credit card
• Override Statement: If your credit card feed doesn't provide a statement date, configure this setting to apply a recurring statement date to transactions imported from this source. See Setting an Override Statement for further details
• Sen Alerts for duplicate transactions to: Enter an email address where alerts should be sent

Step 7: When complete, click OK.

Step 8: Click the Cards tab.

Step 9: Choose the feed you just created in the Card Sources drop-down menu.

Step 10: Clicking Transfer imports and displays the number of transactions imported. Otherwise, it shows an error message. If transactions are imported, the next steps are to assign the card(s) imported on the new feed, filter out old charges you've already reconciled, and map the card to the integration software.

Your Business Card is now integrated with Nexonia!

Nexonia gives you the ability to split expense items by bulk with the Bulk Split function. This lets you define a Customer, Project, and percentages for the sub-items that get applied to all items in the expense report. In this example, a bulk split is being applied so that each item is given four sub-items with 25% of the amount per each sub-item.

Please Note: This function splits all items in the report with the selected Customer, Project, and percentage values.

This article will show you how to enable and use bulk splits.

Step 1: From the Nexonia homepage, navigate to the Gear icon>>Company>>Features>> and click Edit. 

Step 4: Scroll down to Expense Reports. Click the checkboxes next to Bulk Split and Allow multiple Projects in a report.

Step 5: Click Apply.

Step 6: To perform bulk splits, click Expenses.

Step 7: Click the Action menu and click Bulk Split next to an applicable report.

Step 8: Here, enter Customer, Project (these two may be renamed in your account), and percentages. Additionally, click Add Line to add sub-items. Click OK to perform the bulk split.

When you open the report, you'll see that each item will have been divided into the amount of sub-items defined previously with your selected Customer, Project, and percentage values.

Nexonia Expenses may require creation of a user profile for your credit card vendor, in order for proper mapping of company paid credit card transactions to your ERP or accounting platform.

We recommend creating a dedicated role for this type of user that removes them from the active user list for your Nexonia Expense module. This role would have no access to the Nexonia modules, but still be available for mapping purposes in the configuration parameters.

Creating the Credit Card Vendor role

1. Create a new role from Settings > Users > Roles > Add > Name the role > Apply. 

2. Once the role is created, click Access Levels > Edit.

3. Choose "None" access for each Nexonia module / user group. 

4. Choose "none" for the Configuration Access levels for configuration and reporting:

 5. Click "Apply" at the bottom of the page to save your settings. 

Once the role is created it can be assigned to a credit card vendor user, from Settings > Users > choose the user > Edit > Role: > select the role > Apply.

Users can utilize Optical Character Recognition technology (OCR) to scan expense receipts for receipt data, including the date and amount. 

To ensure your account is enabled with Nexonia OCR, log in to your account on the web as an Administrator. 

Navigate to Settings > Company > Expenses > Nexonia OCR

To enable the OCR, make sure that Active is check marked, then click Save. Your OCR is now enabled.

Cash Advance

The "Cash Advance" expense category type represents an advance payment from the company to the user. It can be used in an expense report to indicate the amount advanced to an employee, who can then report expenses deducted from the Cash Advance.

The expense report will show any remaining amount from the Cash Advance. Any remainder of the Cash Advance may be tracked with a Cash Return category if needed.

If an expense item of the Cash Advance category type is created in an expense report, any other expense item in that report that can be paid by the employee will contain a new selectable option to be paid by cash advance.

Below, you'll see an expense item from a report with a Cash Advance. For any expense items created, the user has an option under "Paid By" to indicate if the expense item was paid out of the cash advance.

In the example below, Aaron has a $500 cash advance (Item 1), and has paid for his trip expenses against it (Items 2 - 6), with a remainder of $7.00 shown under "Total Due" at the top of the report. 

Cash Advance, Foreign Currency

If the Cash Advance is issued in a foreign currency, any expenses created using that advance will need to be in the same currency. The default exchange rate used for the item paid by cash advance will be based on the date from the item of category Cash Advance.

Cash Return

The Cash Return type represents a reimbursement of a previous cash advance from the user to the company. The opposite of Cash Return is Cash Advance, and because of this the amount of an expense item of this category type cannot be negative.

Creating a Cash Advance or Cash Return Expense Category

Logged in to Nexonia on the web:

1. Click on the Settings icon
2. Navigate to the Company > Expenses > Categories
3. Click the Add button to add the new category and enter the details for category.

Note: for Intacct or NetSuite integrated accounts: create the new expense type(s) in your ERP, and run the Nexonia configuration sync to automatically create the new Nexonia expense category. 

When configuring a Cash Advance/Return category, the main required setting is Type. Choosing either Cash Advance or Cash Return will enable the correct system behavior for this category. 

Expense Category settings to consider:

Memo Requirement: if you want to ensure the expense submitter includes comments on the Cash Advance or Cash Return, make the memo "Required".

Receipt Default Value: if no supporting documentation is expected for a Cash Advance or Cash Return, switch the default value to "No". If you have any sort of document you expect the user to provide, they could attach it as a PDF "receipt" on the expense item - if so, switch default to "Yes". 

Once you've completed the configuration for the Cash Advance or Cash Return category, scroll to the bottom of the menu and click the Apply button to save this category and its settings.

You may also be interested in the following articles:

If only certain users should have the Cash Advance or Cash Return category as an option, refer to: How to Filter Expense Categories by Roles

If you want additional details recorded for Cash Advance or Cash Return, please refer to: Creating Custom Fields in Nexonia Expenses

"Per Diem" is a daily allowance an employee is given for expenses incurred during business travel. The amount is typically a fixed amount. Nexonia has Per Diem expense categories available for use. Rates can be either fixed by the administrator.

To use other per diem options, please consult the following articles:

• Creating a Per Diem Expense Category - GSA Table of Rates

Creating a Per Diem Expense Category

Logged in to Nexonia on the web:

1. Click on the Settings icon
2. Navigate to the Company > Expenses > Categories
3. Click the Add button to add the new category and enter the details for category.

Note: for Intacct or NetSuite integrated accounts: create the new expense type(s) in your ERP, and run the Nexonia configuration sync to automatically create the new Nexonia expense category.

When configuring a Per Diem category, the main required setting is Type. Choosing either Per Diem: Meals or Per Diem: Lodging will expose the per diem settings for the category.

The Per Diem related settings are:

Name: name of the expense category visible to the users.

Number: optional identifier for the category, typically an internal ID or description.

Type: for Per Diem, choose either:

• Per Diem: Lodging allows you to set a rate (fixed, manual, or GSA table) for Lodging
• Per Diem: Meals allows you to set a rate (fixed, manual, or GSA table) for Meals

Memo Requirement: if you want to ensure the expense submitter includes comments on the per diem, make the memo "Required".

Per Diem Rate Mode: this is how you define what rate will be used for the expense:

Fixed: a fixed rate and currency is set by the administrator.

Per Diem Rate: indicate the per diem amount and the currency.

Travel Day Option: for Per Diem: Meal type, enables a percentage allocation based on a portion of the trip not being business related.

Meal Breakdown: for Per Diem: Meal type, enables percentage allocation based on meal types to represent meals related to business.

Receipt Default Value: if no receipt or documentation is expected for this type of expense, switch the default value to "No".

Once you've completed the configuration for the per diem category, scroll to the bottom of the menu and click the Apply button to save this category and its settings.

Here's how a Per Diem expense item would look to the expense submitter when added to an expense report:

As a Nexonia Administrator, you can reset the export flags of expense data that was exported to your ERP from Nexonia. This allows you to re-export that data.

You might want to use this functionality if reports containing incorrect data was exported to your ERP and you want to re-export it with the correct data. 

Please Note: Resetting the export status of expense data is reflected in Nexonia only; the corresponding data in your ERP will not be modified in any way.

This article shows you, a Nexonia Administrator, how to reset exported expenses. You can either reset individual reports/items, or a whole exported batch of expense data.

Resetting the Export Flags of Individual Reports/Items

Step 1: In order to reset the export flag of individual reports/items, start by going to Expenses. 

Find the report(s) you want to modify. Click Actions next to the report, then Reset Export.

Step 2: A pop-up window listing all expense items in the report will appear. Leave all the items which should have their export flag check marked and provide a note in the Memo field. Click OK.

This will reset the export status of any of the items that were check marked for that report. Nothing further is required in this case.

Resetting the Export Flags of Whole Expense Batches 

Step 1: To reset whole expense batches, navigate to Integration>>Expense Reports >> select the applicable integration. 

Step 2: Click Actions next to the export batch you wish to reverse. You can use the View option to see a list of all expense reports contained within that export batch.

Step 3: The below message will generate. Click OK to reset the export status of the batch.

The exported flags of all the expenses contained in that batch have now been reset so that you can re-export all the reports contained in the batch again.

Filters in the Expenses module can be applied to determine which expense reports you want to display. This can be helpful if you have a long list of reports and only want to see specific ones.

This article will show you, a Nexonia Admin, how to filter your own expense reports or those of other users whose expenses you can see. 

 Step 1: On your Nexonia homepage, click the Expenses tab.

Step 2: Pick the applicable user in the drop-down menu.

Step 3: Click Filter by.

Step 4: A pop-up window will appear listing all your filtering options:

• Code: The number associated with the report.
• Title: The name of the report.
• From and To: Can be used to set a date range for the expenses. This will look at the item/transaction date, not the creation date.
• Approval Status: Pick any of the available options
• Payment Issued Status: Choose a status
• Payment Received Status: Choose a status
• Remember and sort filter settings: Check mark this option if you want the filter you defined to be saved any time you view your expenses.

Step 5: Click OK to save.

Nexonia expense reports can be viewed in CSV format (spreadsheet). To download an expense report as a CSV file, log in to Nexonia on the web and navigate to Expenses. 

Then click Actions > View CSV next to the selected report. 

 The format of the downloaded CSV file cannot be modified. Rather, to create a customized CSV file, use the Reporting module in Nexonia. Click here to learn more about Nexonia's Reporting module.

Nexonia allows an approver to assign a temporary approval proxy on your behalf, based on a specific date range. As proxy, you'll have permission to approve expenses on behalf of the original approver both on the web and on mobile.

Note: any items submitted will be available in the original approver’s queue.

Link: How to Set Up Your Temporary Approval Proxy 

Acting as an Approval Proxy on the Web

When logged in to Nexonia, click on the Approvals tab. From the drop down list where your name is, if there are any items waiting approval for your colleague, their name will be listed. You will be able to select their name and be able to review and take action on these items. In the example below, we are Tom and have been granted temporary approval proxy access on behalf of Edward.

Once you have selected your colleague's name, you will see all submissions still awaiting their approval. You will have the same permissions to act upon the content as your colleague would.

See Article on: Expense Approvals on Nexonia's Web Application to learn more about how to approve expenses.

Acting as an Approval Proxy on the Mobile App

To gain access on behalf of your colleague on the mobile app, please refer to the instructions How to Proxy on the Mobile Application to get setup first. After you are setup, you'll be able to navigate from the homescreen on the mobile app, tap on your name to switch from your account to your colleague. This will sync first your data with Nexonia's servers and will then sync your colleague's account to your app. 

Note: While you will see the standard set of icons (Reports, Add Report, Add Item), you will only be able to action within Approvals.

Tap on Approvals to review any submitted content. For more information on how to approve, see article on: Expense Approvals on Nexonia's Mobile Application

Users can move draft or rejected expense items with their linked receipts to other expense reports. This is a function supported only on Nexonia's web-based interface.

Notes:

• You can only move the expense item(s) to an existing expense report.
• If a receipt is linked to the item, it'll move the receipt to the other expense report as well.
• If your Nexonia environment is configured to close or lock expense reports after submitting expenses or based on other criteria, you'll only be able to move expense to open expense reports.

To Move a Single Expense Item to Another Expense Report: 

To Move Multiple Expense Items to Another Expense Report:

If you are trying to submit your expense for approval and the following Policy Blocker pop-up window appears, here is what that means.

Within each expense item there is a Receipt field with Yes and No options available in a dropdown.

When Receipt = Yes and no receipt image is actually linked, this pop-up will appear when trying to submit or if you were to click on the policy blocker icon. The field itself acts as an acknowledgement that you have or do not have a receipt for your expense.

If you link a receipt to the expense or change it to Receipt = No, then the blocker will go away.

Click here to learn more about How to Add Receipts on the Web

Administrators can find themselves with expense reports that no longer need to export to their ERP. To help with this process, you can use the Mark as Exported workflow.

This article shows you, a Nexonia Administrator, how to use the Marked As Exported workflow.

Step 1: If, as an Admin, you have a report that is fully approved but not yet exported, you will see an option for Mark As Exported when you click Actions next to an expense report. Click Mark As Exported to begin.

Step 2: After clicking Mark As Exported, you will be prompted to select the Integration (if you have more than one) and the expense item(s) you want marked as exported.

Please Note: The Memo field is required for all Marked As Exported actions.

A warning will show that, while the action will be recorded in the item history, the expense item(s) that are being marked as exported will not show in your integration batch log. 

Finally, you will be able to see the action recorded in the item history including time stamp, use who performed the action, and the required memo.

You can undo Mark as Exported by using the Reset Export workflow, also contained in the Action menu next to expense reports.

Occasionally, a user may need to make edits to an expense report after it has been submitted for approval. The Recall function allows non-Administrator users to change the state of their own expenses from "Submitted" back to "Draft". The Recall function is applied at the expense report level and will affect all Submitted expense items within the report.

If you are an Administrator, you can alternatively reset any user's expense item(s) to Draft, including fully-Approved expenses which have not been exported.  

If you're not an Administrator, you can recall the submitted expense if:

• Recall is enabled in your company's Nexonia configuration. See the article "Allowing Users to Recall Submitted Expenses" for details.
• The expense item(s) were created by you, in your own user account, or by another user acting for you as a proxy.
• The expenses are currently in the "Submitted" state (blue arrow icon) and are not fully "Approved" (green check mark icon).

This article will show you how to recall submitted expense items.

Step 1: On your Nexonia homepage, click the Expenses tab.

Step 2: Find the expense report you'd like to recall and click Action. If you'd like to recall multiple expense reports at once, use the checkboxes to the left of the expense reports.

Step 3: Click Recall.

Step 4: Enter a reason for the recall, then click OK.

When an expense report is submitted for approval, the approver can advance it to the next step in the approval workflow. Once the status of the report is Approved, it is ready for export to your ERP (if applicable).

Non-Administrators in Nexonia can only approve submitted expenses that are assigned to them for approval, while users with Administrator access have the ability to approve submitted expenses assigned to any user.

This article will show you how to approve expenses.

Step 1: On your Nexonia homepage, select the Approvals tab.

Step 2: Find the expense report you'd like to approve and click the Action button. You can also approve multiple expense reports at once by using the checkboxes to the left of the expense reports.

Step 3: To approve all submitted items in the expense report, click Approve.

Step 4: Click OK to complete.

Step 5: You can also approve individual expense items within an expense report. First click the code number of the expense report you'd like to edit.

Step 6: Find the item you'd like to approve and click Action. You can also approve multiple expense items at once by using the checkboxes to the left of the expenses.

Step 7: Click Approve followed by OK to complete.

When an expense item has been submitted, it is pending approval from a specific user (the "assignee"), as determined by the logic implemented in your Nexonia configuration. 

If you are an Administrator, you always have the ability to reassign submitted expenses away from any current assignee to any other user.

If you are not an Administrator, you can reassign submitted expenses if:

• approval reassignment for your user role and approval step is enabled in your configuration
• and the current assignee is you or another user that your role access levels or proxying configuration gives you access to perform approvals on behalf of

Non-administrators can reassign submitted expenses to other users provided that their role access levels gives them at least "read" access to the approvals module.

• To reassign an individual expense item that is available for reassignment: 

Locate the expense report > click Action (on the expense report line) > Reassign > use the checkboxes on the left to check off the item you wish to reassign > choose the new assignee > OK. 

 

• To reassign multiple expense items that are available for reassignment within a single expense report:

Locate the expense report > click Action (on the expense report line) > Reassign > use the checkboxes on the left to check off the items you wish to reassign > choose the new assignee > OK. 

Users and Admins can opt out of emails with general announcements in Nexonia. To do so, click your name in the top right corner of your Nexonia account and click Account Settings.

In the User Settings tab, you will see two settings called Receive general announcements for users/Receive general announcements for administrators.

If you are non-administrator user, set Receive general announcements for users to No. If you are an administrator set Receive general announcements for administrators to No.

Click Apply to save the changes.

If your company is utilizing the Project Manager function where users are assigned as managers to different projects, you can grant the managers permission to view the expenses/timesheets/bills of users submitting towards the managers' projects. To grant this access, the relevant permissions need to be enabled on the Role level.

This article will show you how to allow project managers to view the user data related to their projects.

Step 1: On your Nexonia homepage, click the Gear icon to access your Company Settings.

Step 2: Navigate to Users>>Roles>> Choose the role you'd like to edit by clicking the pencil icon.

Step 3: Click the Access Levels tab.

Step 4: Click Edit.

Step 5: Apply Read or Edit permissions in the Project Team column for any applicable modules (Expenses/Timesheets/Purchasing/Payables). If you want to create a new role for this purpose, follow the steps in this article and apply the Project Team settings in the above paragraph.

Step 6: After creating the role, you can assign the new role to any applicable users. Start in the Users tab by clicking Users.

Step 7: Click the pencil icon next to the user you'd like to edit.

Step 8: Scroll down to Role and choose the new role you just created.

Step 9: Click Apply to save your changes.

Please Note: This only affects users who are assigned as a Project Manager, for the projects they manage. Users who have this role but are not assigned as a Project Manager will see no change. 

Step 10: There are two additional settings that control the scope of data that can be viewed by the Project Manager. Start by clicking the Company tab while in Settings.

Step 11: Click Features.

Step 12: Click Edit.

Step 13: Scroll down to Project Manager Visibility. There are two options:

• All entries for users in manager's projects: If a user is an Internal Contact (Resource) on a project, the Project Manager can see all of that user's expenses/timesheets/bills, including those which are for different projects.
• Only the entries for the manager's projects: The Project Manager can only see a user's expenses/timesheets/bills related to the Project Manager's projects, unless visibility is also granted some other way (ie. the user is also a subordinate of the Project Manager).

In Nexonia, you have the ability to create multi-tiered categories. This creates multiple category drop-down for any applicable categories. This could be useful when you want to achieve a greater level of detail in how expenses are entered.

For example, if you want to label certain expenses by specific departments (such as Marketing or Sales) and then have different types of expenses available for coding. You could use this feature to create one category tier named Marketing and a second tier named after the type of expense that's being submitted (Supplies, Advertising, etc.). 

This article will show you how to create multi-tiered categories.

Step 1: From your Nexonia homepage, navigate to Settings>>Company>>Features>> then click Edit.  

Step 2: In the Expense Categories box, set the Structured Expense Categories drop-down to:

• 2 levels: Allows two levels of categories
• N levels: Allows you to pick more than two levels of categories

Step 3: Click Apply to save.

Step 4: In Company Settings, navigate to Expenses>>Categories>> and click the pencil icon next to a category you'd like to make multi-tiered.

Step 5: Create multiple tiers by putting a colon (:) between the name of each tier in the Name field. For example, if you want to have three tiers named Marketing, Inventory, and Toronto Office, you would enter: Marketing:Inventory:Toronto Office (no need to use spaces).

Step 6: Click Apply to save your changes.

Your account will now have multi-tiered categories.

If you want to create new categories that will be multi-tiered and you are integrated with Intacct or NetSuite, see the following articles for instructions on how to import the categories first, then perform the steps above.

Intacct: 

• Common Intacct Setup Items: Create Expense Types
• Synchronize Expense Categories from Intacct Expense Types

NetSuite:

• How to Create NetSuite Expense Categories
• Synchronizing Expense Categories from NetSuite Expense Categories

If you're integrated with QuickBooks or Bill.com, see the following articles for instructions on how to create the categories manually and map for integration, then perform the steps above.

QuickBooks:

• How to Create Expense Categories in Nexonia (QuickBooks Desktop)
• How to Create Expense Categories in Nexonia (QuickBooks Online)

Bill.com:

• How to Create Expense Categories in Nexonia (Bill.com)

If you do not integrate with any of the above ERPs, you can refer to this article for expense category creation, then perform the steps above.

As an Administrator, you have the ability to enable automatic detection of duplicate transactions on your company paid credit card feeds. 

This article will show you how to enable duplicate detection.

Step 1: On your Nexonia homepage, click the Integration tab.

Step 2: Click the Integration Setup tab.

Step 3: In the Corporate Cards box, click Edit next to any applicable credit card feeds.

Step 4: Click the Source Type Configuration tab.

Step 5: Check mark Marked as duplicate transactions (amount and date). This option will ensure that any transactions that share the same amount and date are marked as duplicates.

Step 6: By enabling the above option, you'll see two more options populate: Refine detection using that reference number and Refine detection using the vendor. Check marking these means that the system will look for dates, amounts, reference numbers, and vendors that match.

Please Note: Your credit cards might not be bringing in reference numbers and/or vendors. You can also enter a user's email into the Send Alerts for duplicate transactions to field if you want to send alerts for duplicates to one of the users.

Step 7: Click OK to save these settings. 

In case you want to un-mark any of the transactions that were labeled as duplicates, you can follow the steps in this article for instructions.

This notification is designed to provide an end of week update on any pending expense reports that generated errors throughout the week. It is sent to any email addresses that are added in the "Send Errors To" field of a data integration.

Scheduled to send Friday mornings to each “Send Errors To” contact, recipients will receive a reminder email with the subject line “Nexonia weekly update” and a count of any items pending review to close the week.

You can view these items by clicking "Review Failures" on the data integration that is specified in the email. For more information, review the "Viewing Export Errors" article.

A banner will also appear in Nexonia throughout the week if you have items that need to be reviewed.

Please note that this notification is currently only available for Expense data integrations.

If you have an active integration with your ERP in Nexonia and are exporting Timesheet data, you may at times want to prevent certain data from exporting to your ERP.

You can mark that data as exported to prevent it from exporting to your ERP by setting up an integration that keeps the data strictly within Nexonia.

This article will show you, a Nexonia admin, how to set up an integration to prevent exporting time data to your ERP. Note that we have a separate feature to mark expenses as exported that doesn't require creating a separate integration.

Step 1: Open the Integration tab, then click Integration Setup. 

Step 2: Click Add Data Integration.

Step 3: Choose Time for the Data Type.

Step 4: Click OK.

Step 5: Enter the information for the integration. Make sure you enter the following:

• Export Number: Set this to correspond with the export number of the integration from which you want to mark items as exported. 
• Name: This is typically named something along the lines of "Mark as Exported". The main thing you'll want to indicate here is what the integration is used for.
• Active: Check this box to ensure this integration is active
• Integration Type: Choose Report

Please Note: If your ERP time integration has Number 1, and you want to prevent items from exporting in that integration, set Export Number to 1 for the "Marked as Export" integration.

Step 6: After choosing the Integration Type, a Filtering tab will appear. The selections within this tab let you enable filters to narrow down which data you're marking as exported in the integration. Commonly used options are From Date, To Date, and Users. These three options let you choose the date range and users for which you wish to mark data as exported.

Step 7: Click OK to save your selections.

Step 8: Now that you've created the data integration, you can export the applicable time entries by clicking the Integration tab.

Step 9: Click Expense Reports.

Step 10: Click Transfer Now and apply the filters that you enabled in the integration if using any.

As a best practice during your implementation or as part of making configuration changes, you should create an expense report with a couple of expense items, submit and approve it, and then export it to ensure everything is working as expected.

As an administrator, you’ll be able to do this test, act on behalf of any Nexonia users as a proxy, and can choose to delete the test items from Nexonia afterwards.

Note: we recommend reviewing your notification settings so you can suppress or enabled the emails during the test as needed.

Creating The Test Expense Report

We’re going to move to the Expenses Module and create a quick expense report. On the web, navigate to the Expenses Module by clicking Expenses in the top menu bar.

If your user profile has a corresponding vendor or employee value in your accounting platform, you can create the Expense Report for yourself.

If not, you need to choose a supported user from the dropdown menu (1) on the left.

Click Add Report (2) and name your report (i.e. “Export Test”).

Click the Save button. A new pop-up window will appear and you now inside of the new expense report.

Click the Add Expense Item button to create an expense item.

Enter the details for your test expense. Anything above the total is required, anything below the total is optional unless the field is labelled in red. You can choose to add a receipt image for testing purposes or not.

Click Save and New and create a second item with some different values.

Once you’ve created your last item, click [Save and Close].

Submitting the Test Expense Report

Here we have our expense report with our test items:

Under the checkmark to the left of each expense line item, we see the status of the expense item.

These items are currently in Draft ••• status. To export, they must be submitted and fully approved.

Click the Submit (1) button in the top right corner of the expense report.

You’ll see the status change to Submitted > and the name of the approver. If there is no supervisor for this user, the item status would be Approved since there is no approver for this user.

Click [Close] to leave this screen and return to the Expenses homepage.

Approving The Test Expense Report

Click on the Approvals tab on the menu bar. You’ll see anything available for approval under this tab. As an administrator, you’ll be able to act on behalf of any users. If you don’t see any expenses for approvals, click on the dropdown menu to the left and choose “All Users”.

As this is just a test report, we can do a quick approval on it.

To the left of Action, click on the check box to select the expense report.

Once selected, click the [Approve] button. The report should disappear as it is now fully approved and no longer in the approval queue. You can see it if you move to the Expenses module. This report is fully approved and available for export.

Exporting The Test Expense Report

See Exporting Expense Reports to test your new test report. 

Additional articles of interest:

Deleting Expenses

As a Nexonia Administrator, you can request a copy of your SOC or SOX Report by reaching out directly to your Customer Success Manager. If you are unsure who that is, you can send an email to csm@nexonia.com.

When creating a report in Nexonia, its important to make the right Type selection. The option selected will affect all of the possibilities when building the report.

Each report Type will be able to pull information from specific areas of Nexonia. This article will cover what each Type can do.

Its important to note that the types that appear are conditional based on if you are using the associated service with Nexonia.

Expenses - Reports on expense items that exist within an expense report. Receipt images can be included in this type.

Expense Attendees - Will also report in the same fashion as an Expenses type, but with the ability to report on more granular Attendee information.

Card Transactions - Reports on credit card transaction data regardless if added as an expense item or not (reports can include users' personal credit card transactions if no transaction source filter is applied).

Time - Reports on time entries that exist on a timesheet (will include Time Off entries).

Time Off - Reports on time off requests.

Purchase Orders - Reports on purchase orders.

Purchase Orders - NPI Contacts - Will also report in the same fashion as a Purchase Orders type, but with the ability to report on NPI Contact information (setting must be turned on to be relevant).

Accounts Payable - Reports on accounts payable bills.

Accounts Payable - NPI Contacts - Will also report in the same fashion as an Accounts Payable type, but with the ability to report on NPI Contact information (setting must be turned on to be relevant).

Users - Reports only on user level information.

If your export fails for whatever reason, you can view the error message for that specific integration and export batch.

This article will show you how to view Export Error Messages.

Step 1: On your Nexonia homepage, click the Integration tab.

Step 2: Open the integration tab in which the export is failing (Timesheets, Expense Reports, Expense Receipts, Accounts Payable, or Accounts Payable Attachments). A list of all successful and failed export batches for that integration appears. If the message column on the far right side of the screen states Failure or Partial Success for an export batch, that means that some or all of the expenses failed to export.

Step 3: You can click the Failure/Partial Success message for a more detailed message about why the export failed. Some key features are:

• Reports -- Indicates which specific reports are failing
• User -- Shows which user's reports they are
• Error Description -- Shows the cause of the export failure. If the error begins with "Intacct/NetSuite/QuickBooks Message" it means that part or all of the configuration in those ERPs are preventing the export from coming over.
• Export again: adds the expense report back to the queue. If this is not selected, the report will not attempt to export again
• Mark as Exported: Marks the report as "Exported" in Nexonia and prevents it from attempting to export again.
• Mark All as Exported: If there are multiple failures in the same batch, this will mark all reports as "Exported" in Nexonia.

Alternatively, admins can view all pending expense report error messages by clicking the Review Failures button.

The Failure/Success message provides the same key columns, but for all expenses across multiple export batches.

If unfamiliar with the error message or are unsure what it means, consult the following articles for reasons/resolutions for common error messages with Intacct/NetSuite Integrated accounts:

Intacct:

• Understanding Intacct Expenses Data Integration Error Messages
• Understanding Intacct Cash Management Data Integration Error Messages
• Understanding Intacct Timesheet Integration Error Messages

NetSuite

• Understanding NetSuite Expenses Data Integration Error Messages

Please Note: Sometimes card transactions fail to export without generating an error message. That is likely because the cards tied to those transactions haven't been mapped for export, which if you're integrated with NetSuite/Quickbooks generates an empty batch rather than a failed one. You can view articles for instructions on how to map the cards for export here:

• NetSuite: Mapping Company Paid Credit Cards to NetSuite
• QuickBooks: Mapping Company Paid Credit Cards to QuickBooks Desktop and Mapping Company Paid Credit Cards to QuickBooks Online

Data integrations can be suspended for a number of reasons, most commonly due to repeated export errors. When a data integration is suspended, administrators have the ability to reactivate it to resume their exports. 

This article shows you, a Nexonia Administrator, how to reactivate an integration.

Step 1: Open the Integration tab and click Integration Setup.

Step 2: The suspended integration will be listed in red and includes suspended in the name. Click Edit next to that integration.

Step 3: Uncheck the Suspended box. Then, click OK to save. Your integration will now be reactivated and you can resume your exports again. 

Please Note: If there is an Unexpected Error in your data export right before the integration is suspended, it's recommended that you leave the integration suspended and contact the Support team for help.

This article will show you how to map the Nexonia Payables Bill Due Date to export to the Intacct AP Bill Due Date.

Step 1: From the Company Settings page, click Payables>> Layout>> Edit. 

Step 2: Click the checkbox next to Due Date and click Apply.

Step 3: Click the General tab.

Step 4: Click Edit.

Step 5: Click the Creation Date checkbox next to Default Due Date.

Step 6: Set Due Date Required to Yes.

Step 7: Click Apply to save.

Step 8: Open the Integration tab and click Integration Setup.

Step 9: Click Edit Parameters.

Step 10: Click the Accounts Payable tab.

Step 11: Click the Bill Due Date drop-down and select Bill Required Date.

Step 12: Click OK to save.

The Paybles Bill Due Date is now mapped to the Intacct AP Bill Due Date.

If you're using company paid credit cards and are integrated with NetSuite or QuickBooks, you might run into card transactions not exporting and also not generating an error message. That is likely caused by the card(s) associated with the transactions that aren't exporting not being mapped for export to NetSuite or QuickBooks. 

For NetSuite, you can check if the card is mapped for export by following the steps in this article.

Please Note: If the value next to the "User for..." credit card field is Not Used it will not be able to export.

For QuickBooks, you can check if the card is mapped for export by following the steps in this article. For further information, see Mapping Company Paid Credit Cards to QuickBooks Online.

Please Note: If the value next to the name of the credit card is None it will not be able to export.

NetSuite deprecated its "Full Access" role which was necessary before to enable integration between NetSuite and Nexonia. Now, users will have access to the Emburse Integration Role which gives them the necessary permissions for integrations.

This article will show you how to create the Emburse Integration Role within NetSuite, as well as how to link it to your Nexonia account.

Step 1: In your NetSuite account, click Customization. Then click SuiteBundler, followed by Search & Install Bundle.

Step 2: Search for the Emburse Integration Role.

Step 3: Once found, click Install. By clicking Install, you will be forwarded to the Installed Bundles Page, were you can locate the role. Make sure that the role version is V1.5 (seen under VERSION in the Installed Bundles page) - this is required for the integration. You can update the version by clicking on the name of the bundle after it's been installed and clicking Update.

Please Note: It will take a few minutes to install the role, wait for the green check mark to appear.

Step 4: Once you've located the role, click Setup. Then click Users/Roles, followed by Manage Users.

Step 5: From here, choose a user you want to give this role to, or create a new user. Once you choose a user, click Edit in the user's profile.

Step 6: Scroll down and click the Access tab then click Roles. Add the Nexonia Admin Role and click Save.

Step 7: Next, click Setup followed by Integrations and Manage Integrations. Once on the Integrations page, add the new integration and click Save. The Consumer Key and Consumer Secret will appear. Save them so that you can enter them in Nexonia.

Step 8: Before adding the credentials into Nexonia, you'll need to create an Access Token. To start, click Setup, then click Users/Roles, followed by Access Tokens.

*Note: If the 'Access Tokens' section is missing, go to Setup > Company > Enable Features > SuiteCloud 'tab'> enable "Token-Based Authentication"

 Step 9: Click New. Under the Applications Name, choose the integration you just created. Then, choose the User you assigned the role to. Assign the role and name the token. Then, click Save. The Token ID and the Token Secret will appear. Save these so that you can enter them in Nexonia.

Step 10: Now that you have set up the integration and access token in NetSuite and have your authentication details, you can update the integration settings in Nexonia to complete the setup. Go to the Integration tab in Nexonia > Integration Setup > Edit Parameters. Under the General tab, enter the following:

1. Account - this should be your NetSuite Account ID. Can be found on Setup > Company > Company Information > Account ID
2. Token ID - paste the Token ID you generated above.
3. Token Secret - paste the Token Secret you generated above.
4. Consumer Key - paste the Consumer Key you generated above.
5. Consumer Secret - paste the Consumer Secret you generated above.

Click OK to save your updated authentication. You can run a Configuration Sync now to establish the integration between NetSuite and Nexonia. If you use Custom Segments in NetSuite, make sure to update those with the new role to allow them to be imported into Nexonia.

Nexonia Direct Deposit enables your organization to reimburse employees using direct deposit. To initiate reimbursements, your Nexonia Administrator must first designate you as a Direct Deposit Approver within Nexonia. This feature is available to reimburse in USD and CAD.

This article shows you, a Nexonia Direct Deposit Approver, how to reimburse your employees using Nexonia Direct Deposit.

Step 1: From your Nexonia homepage, navigate to Approvals>>Direct Deposit. 

Step 2: Here you'll see all the reports up for Direct Deposit Approval. First, click the Actions menu for a list of things to do with the report:

• Reimburse with Direct Deposit: Click the reimburse the report using Direct Deposit.
• Exclude from Direct Deposit: Click to exclude the report from Direct Deposit.
• Reject: Click to reject the expense report and send it back to the submitter.
• Reset to Draft: Click to reset the expense report to draft format and send it back to the submitter.
• View History: Click to view the history of the expense report.
• Download CSV: Click to download the expense report as a CSV onto your computer.
• View PDF: Click to view the expense report as a PDF.

Step 3: To Reimburse, click the checkbox next to the report. Then, click Reimburse.

Step 4: A warning will appear confirming you'd like to reimburse all items in the expense report. Click OK.

Step 5: Enter an Approval Comment and click OK.

Step 6: Alternatively, to Reject click the checkbox next to the report. Then, click Reject.

Step 7: A warning screen will appear to confirm you'd like to reject all expenses. Click OK.

Step 8: Enter a Rejection Comment and click OK. The report will be sent back to the submitter.

If your organization is using Nexonia Direct Deposit, there are a few steps to enter your direct deposit account information to begin receiving reimbursement. Nexonia Direct Deposit is partnered with Western Union and uses ACH technology.

This article will show you, a Nexonia employee, how to enter your direct deposit account information.

Step 1: On your Nexonia homepage, click your name in the upper right-hand corner.

Step 2: Click Account Settings.

Step 3: Click the Banking Information tab.

Please Note: If you do not see the Banking Information tab, your organization is likely not using Nexonia’s Direct Deposit feature and you will be reimbursed directly through your organization’s accounting software.

Step 4: Click Add Banking Information.

Step 5: The Banking Information screen appears. First, enter your personal information.

Step 6: When you're finished entering your personal information, click the Bank Account tab.

Step 7: Add your Bank Account information into all required fields.

Step 8: When finished entering both your Personal Information and your Bank Account information, click OK.

Step 9: You'll receive a confirmation message that your bank information is complete. Click OK.

Step 10: Now your Banking Information screen will show your newly added bank information. To edit the information at any time, click the pencil icon.