1. Introduction

2. Submitting reimbursements

3. Approving reimbursements

4. Reviewing reimbursements

5. Exporting reimbursements


1. Introduction

With our brand new Reimbursements module, you can finally manage, control and export all of your company's spend in Moss. We want to stay true to our promise of helping our customers manage all spend in one place, and by doing so help you save as much time as possible in the process.

With our Reimbursements module, you can allow any employee to submit their expenses in Moss, approve (or reject) them easily, ensure they are assigned to the relevant booking accounts by having your finance team review it, and last but not least, export all approved and reviewed expenses to your accounting software. This article aims to walk you through the main experience, step by step.

2. Submitting reimbursements

Any employee you’ve invited to Moss can submit an expense in Moss. There are two different types of expenses that can be submitted by the employee:

  1. Business purchase: Any company-related expense paid out of their own pocket.

  2. Mileage: Any work-related journey made using their own means of transport.

Employees can submit reimbursements in Moss including one or more expenses in the same reimbursement or report. They are also able to assign the relevant accounting details to their expenses, e.g. if they know which expense category or cost center should be used. If an employee doesn’t know the correct accounting details or enters them incorrectly, they can later on be reviewed and modified by the “Accountant” during the review stage.

Once the employee has added all of their expenses in a reimbursement, they submit it for approval, which will then notify the approving manager of this employee, governed by the approval policies you’ve set up in Moss.

If the employee notices an error or mistake on an already submitted reimbursement, they can retract it by moving it back to “Draft” and resubmit it once necessary changes have been made.

3. Approving reimbursements

As soon as the reimbursement has been submitted, it will enter the approval flow and be sent to the approving manager. Who approves what reimbursements is decided by how you’ve set up approval policies in Moss.

The easiest way for the approving manager to see what they need to approve is by going to the “Requests” page, in the “For me” tab. Here all requests requiring their approval are listed, both cards, invoices and reimbursements. The approving manager can review the details of each expense and then decide whether to approve or reject it.

When rejecting a reimbursement, you can choose to either permanently reject it, if for example the spend doesn’t follow company policy, or simply challenge the reimbursement if you notice that the employee has submitted the wrong amount or receipt to the expense. In that event, the employee will be notified and able to address the issue raised by the approving manager - and re-submit it once addressed.

Once approved, the reimbursement is sent for finance review, to ensure all accounting details are assigned correctly. This can either be done by a Moss admin or Moss Accountant, depending on your setup.

4. Reviewing reimbursements

Once a reimbursement has been approved it enters the review stage, where the people responsible for reviewing the accounting details of spend need to review and confirm the details of the expense.

Here, they can edit the accounting information for every expense, if it’s either missing or has been assigned incorrectly by the employee.

5. Exporting reimbursements

As soon as it’s been reviewed, the reimbursement can be exported to Exact Online using our direct connection. Go to “Export”, select the reimbursement and click “Export”.

Once exported, a purchase entry will be created in Exact Online containing several lines, one per expense. Please note that, since the payment doesn’t take place in Moss, a bank entry won’t be created.

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