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  1. Nexonia
  2. Pre-approvals

Pre-approvals

Make requests to make purchases outside your allowance

Pre-approvals

  • Purchase Requests
  • Pre-Approvals

Training Calendar

End Users & Approvers

Submitting & Approving Expenses

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How to login, upload your receipts, create and expense reports for approval, and approve expenses.

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Submitting & Approving Time Off and Timesheets

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A walkthrough of how to create, submit, and approve Timesheets and Time Off requests.

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Reporting Module Overview

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An overview on how to create and generate reports.

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Administrators

Configuring Expense Settings for Admins

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How to manage your company's data and settings.

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Configuring Timesheets & Time Off Settings for Admins

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How to manage timesheets and time off settings and policies for your company.

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Integrations

Managing Nexonia with Intacct

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An overview of how Nexonia is integrated with Intacct. Learn how to import and export data between Nexonia and Intacct, manage users, expense categories and Intacct dimensions.

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Managing Nexonia with QuickBooks

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An overview of how Nexonia is integrated with QuickBooks Desktop or QuickBooks Online. Learn how to import and export data between Nexonia and QuickBooks, manage users, expense categories and QuickBooks dimensions.

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Managing Nexonia with NetSuite

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An overview of how Nexonia is integrated with NetSuite. Learn how to import and export data between Nexonia and NetSuite, manage users, expense categories and NetSuite segments.

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Travelers

Travel Booking & Analytics

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Review how to book travel, run reports, & view unused tickets.

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Watch Nexonia's easy-to-follow brief tutorial videos here.

Training Videos

Purchase Requests Pre-Approvals

  • Purchase requests are great for employees with infrequent or occasional spend on online purchases. This can include expenses like flights, hotels, or software.

    Create a purchase request

    Any member of an account can create a purchase request by clicking the Purchase Request section under the Personal tab and Submit Purchase Request.

    Complete the purchase request by filling in the details for the amount, description, and date. Add any merchant restrictions, custom field or location information, and any expense categories related to your request.

    Once submitted, the request can be reviewed or approved by any admin, accountant, or reviewer with spending privileges within your department.

    Creating purchase requests as an Admin

    If you want to create a purchase request for a specific card as an Admin, because the card might not be assigned to you, you will not be able to see the card as an option in the Purchase Request page.

    To create a purchase for a specific card:
    1) Go to the Cards page
    2) Click on the card you want to create a purchase request for
    3) Under the card, click on "More" and "Request Purchase"

    Screen_Shot_2019-11-15_at_10.58.06_AM.png

     

    Automatically Approve Purchase Requests

    Save time and reduce the potential for unauthorized spending by creating rules to automatically approve purchase requests. Admins, accountants and reviewers can click Expense Policy to view the Purchase Requests section.

    Admins can click Add Rule to construct certain conditions for an automatic approval of a purchase request.

    Choose from the following options when creating a rule:

    • under the amount: dollar amount of request, i.e. over $100
    • with expenses for: add any merchant restrictions for the request
    • with a category of: select one category from your list (i.e. GL codes)
    • with a custom field of: only automatically approve requests associated with a specific custom field
    • with a location of: only automatically approve requests associated with a certain location

    Only one of these options is required to create a purchase request approval rule. Make as many purchase request approval rules as needed for your business.

    Once a purchase request is approved, the funds are available immediately. Balances reset to the standard amount at the end of the week/month.

  • Pre-Approvals are great for employees with infrequent or occasional spend on purchases. This can include expenses like flights, hotels, or software. Pre-Approvals are treated as stand-alone budgets, and do not coincide with a traditional budget (total, daily, weekly, or monthly). Rather pre-approvals are additional budgets that can be added to cards when a one-off situation arises.

    Create a pre-approval

    Any member of an account can create a purchase request by clicking the Pre-Approvals section under the Personal tab and + Request.

    Emburse_-_Pre-Approvals.png

    Filter the Pre-Approvals on the right-hand side by Pending, Approved, or Denied.

    filter.png

    Complete the pre-approval request by filling in the details for the amount, description, and date. Add any merchant restrictions, custom field or location information, and any expense categories related to your request.

    Screen_Shot_2020-06-04_at_1.46.05_PM.png

    Details

    • Which card are you using?
      • You can select a new virtual card or one that is currently assigned to you.
    • What would you like to purchase?
      • Enter in a description of the purchase.
    • How much do you need? 
      • Enter in the amount of the purchase. You can select a set amount or a recurring amount.
    • Any additional details?
      • Write additional comments.
    • Do you have an invoice or PO? 
      • Attach invoices, purchase orders, or any other supporting documents to the request.
    • When should funds be available? 
      • Set a starting and an end date.
    • Where will this card be used?
      • Add merchant restrictions to limit where the funds can be used.

    Once submitted, the request can be reviewed or approved by any admin, accountant, or reviewer with spending privileges within your department.

    Creating pre-approval as an Admin

    If you want to create a purchase request for a specific card as an Admin, because the card might not be assigned to you, you will not be able to see the card as an option in the Purchase Request page.

    To create a purchase for a specific card:
    1) Go to the Cards page
    2) Click on the card you want to create a purchase request for
    3) Under the card, click on "More" and "Request Funds"

    Screen_Shot_2020-06-04_at_1.53.00_PM.png

     

    Pre-Approvals list

    Screen_Shot_2020-06-04_at_2.22.44_PM.png

    All Pre-Approvals can be founds on the list on the Pre-Approvals page.

    As an Admin, you can Approve or Deny pre-approvals and view a list of the current pre-approvals on the cards.

    View Pre-Approvals on Cards

    Screen_Shot_2020-06-04_at_3.43.48_PM.png

    To view a pre-approval on a card, go to the Cards page and click on the card.

    On the card's page, any allowance that was pre-approved will have a checkbox on the allowance. It will also be included in the Spending Restrictions > Approved Budgets section on the page.

     

    Automatically Approve Pre-Approvals

    Save time and reduce the potential for unauthorized spending by creating rules to automatically approve purchase requests. Admins, accountants and reviewers can click Expense Policy to view the Pre-Approvals section.

    Screen_Shot_2020-06-04_at_1.54.37_PM.png
     

    Admins can click Add Rule to construct certain conditions for an automatic approval of a pre-approval.

    Choose from the following options when creating a rule:

    • under the amount: dollar amount of request, i.e. over $100
    • with expenses for: add any merchant restrictions for the request
    • with a category of: select one category from your list (i.e. GL codes)
    • with a custom field of: only automatically approve requests associated with a specific custom field
    • with a location of: only automatically approve requests associated with a certain location

    Only one of these options is required to create a pre-approval rule. Make as many pre-approval rules as needed for your business.

    Screen_Shot_2020-06-04_at_1.56.10_PM.png

    Once a pre-approval is approved, the funds are available immediately. Balances reset to the standard amount at the end of the week/month.

     

Sections

  • Pre-approvals
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