FE NXT Expense Management-Tips, Tricks, and Timesavers
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We recently switched our Purchase Cards to the new Blackbaud Purchase Card & told our staff that with these cards they would be using the Expense Management Module to input their purchase details online or on their mobile devices instead of the accounting staff doing it. Even though this may sound like we were creating more work for them they are enthusiastic about the change. How did we manage that?
First, we marketed it well to the staff. We informally let them know that a change was coming & that it would be one that would make things easier for them. There were several pain points in the old manual method we used for tracking, verifying & recording purchase card expenditures for staff using the cards as well as the accounting staff.
Next, we made sure we set up the process so it was easier than the old method. A major part of that was analyzing how each staff member used the card & creating "Expense Categories" for each user that reflected their card usage. Each person was given only 3 to 6 Expense Categories. We created these categories with the appropriate account, project, etc. info they they would normally submit manually. All they need to add is a description & occasionally additional transaction details their department wanted.
Finally, we had a staff meeting with a live presentation of using the Expense Management Module, showing how the system worked & answering questions. That is where they realized they could submit the information including a picture or file of the receipt in real time instead of saving(or losing) receipts & spending time weeks later manually submitting the information. It was a win for both the card users & our staff.
First, we marketed it well to the staff. We informally let them know that a change was coming & that it would be one that would make things easier for them. There were several pain points in the old manual method we used for tracking, verifying & recording purchase card expenditures for staff using the cards as well as the accounting staff.
Next, we made sure we set up the process so it was easier than the old method. A major part of that was analyzing how each staff member used the card & creating "Expense Categories" for each user that reflected their card usage. Each person was given only 3 to 6 Expense Categories. We created these categories with the appropriate account, project, etc. info they they would normally submit manually. All they need to add is a description & occasionally additional transaction details their department wanted.
Finally, we had a staff meeting with a live presentation of using the Expense Management Module, showing how the system worked & answering questions. That is where they realized they could submit the information including a picture or file of the receipt in real time instead of saving(or losing) receipts & spending time weeks later manually submitting the information. It was a win for both the card users & our staff.
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Tips, Tricks, and Timesavers!
05/12/2019 11:37pm EDT
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