Expense Management

Overview

Expense Management allows the User to manage Vendor Invoices and provides mechanisms for Invoice Reconciliation. This feature allows the User to verify Vendor Invoices and feeds. Expense Management provides a text and graphical history of Vendor Invoices. Users have the ability to see changes month to month invoices and also view reports on charges and discrepancies. 

Note: Expense Management is designed to help the User manage their carrier bills and charges. These charges are separate from other charges within PCR-360 and do not appear on the bills.

Expense Management involves using the Import File process to import Vendor Invoices. 

Import File Record Format

From the Import File Format form, click the  button to open the Add New Import File Record Format Form. From the Record Format tab, choose Record Type 'Vendor Charges Audit'. Enter the Service Catalog Type. This value is Required. The Threshold Percent, Threshold Amount, and Threshold Status Days are values used in comparing imported cost to expected cost. These thresholds are the allowed deviation of the input cost compared to the expected cost. 

Note: An Import File Record Format will need to be added for each unique Service Catalog on a Vendor Invoice.

Examples of Threshold use:

• A Threshold Percent of 10% indicates that if the imported cost is 10% greater than, or 10% less than the expected value, an error will be triggered.
• A Threshold Amount of 5.00 indicates that if the imported cost is $5.00 greater than, or $5.00 less than the expected value, an error will be triggered.
• A Threshold Status Days of 90 indicates that if the Service Status is Inactive longer than 90 days from the imported file date, an "Unexpected Service Status" error will be triggered.

Expected Charge Codes:

To add additional Expected Charge Code, click the  button. Multiple Charge Codes may be added for each Service Catalog Type. The Amount entered will be used for comparison with the Charge on the imported file.

• Ignore flag is used to suppress warnings for the specified charge code and excluded from the Aggregate Report.
• Optional flag is used to suppress the Expected Charge Not Found warning for the specified charge code while still checking the other Amount Thresholds.
• Allow Dups flag is used to suppress warnings for duplicate charge codes. 

Fields

Service Identifier

Required

Datatype is String

Charge Code

Required

Datatype is String

Invoice Amount

Datatype is Decimal

If blank, Amount validations will be skipped. 

Reports

PCR-360 offers two ways to verify Vendor Invoices: The Audit Report and Aggregate Reports.

Audit Report

The Audit Report will allow Users to easily view each discrepancy found, along with the Audit Code, Services Identifier, Invoice Amount, and Expected Amount based on the Thresholds the User defines.

Aggregate Reports

The Aggregate Report provides a text and graphical view of the total charges of the Vendor Invoices. This can be filtered to show only the information the User wants to see. The graph is a representation of the data displayed on the grid.