Audit Trail

Dragana Zulfic

Could someone please be so kind and explain to me how does your organization process invoices and approvals in FENXT without the Audit Trail? I honestly would like to know. Do you have two or more individuals who have access to process invoices? How do you know who did what without an audit trail?

Lori Wamser

I have the same problem. Invoices are set to default to pending status when entered. My staff person enters them and I review and approve them in NXT. BUT it doesn't offer an audit trail so I'm forced to sign all invoices to document approval. If there's an audit trail I would love to know about it.

Dragana Zulfic

Yes. I process everything by myself; however, I need approvals from board (sometimes two depending on the amount) along with my director approval. Currently I get approvals via e-mails or signed documents and I upload it to each invoice in FENXT for auditors review.

I assume it would cost less to add detailed audit trail rather than having to hold so many additional attachments.

Lori Wamser

Is detailed audit trail an FE module? I'm not sure what you mean.

Dragana Zulfic

Hi Lori,

Currently FE or FENXT do not have any audit trail for Invoices. So for example if two persons have the same access there is no way to know who did what in the system. For this reason I am asking what do the other companies do to solve this problem?

Karen Edwards

We currently use the web purchasing portal to process to send all requisitions through an approval process using approval rules. The end result of the web purchasing portal is really intended to generate a purchase order and then receipt the actual invoice against the purchase order, but we use it to get the approvals. We are looking at implementing expense mgmt and will do similar approval rules for invoices to go through without having to generate the purchase order. I will note that we had to explain to our auditors that the proof that the approvals were done is that the system forces the requisition through the designated approval path and most staff cannot change the approval path. There is really nothing else that proves the req went through everybody in the approval rule. There is an option within both web purchasing and expense mgmt to forward a req when the approver is out of office. We only forward to someone who is a later approver than the person who is out.

Lori Wamser

We're using expense mgmt mostly for expense reports. Trying to implement further because of approval feature, but a little clunky. I wasn't aware a submission could be forwarded. Good to know.

Michelle Nielsen

Lori, this is the same way that we do the approvals. we maintain the emails, which contain the expense report, for my approval.

Caitlin Cowley

I am my organization's account payable person and I enter all invoices through the expense management module in FE NXT and we have approval rules set up. I choose a person in our list of approvers and FE NXT sends it to that person for approval. For some of our invoices it goes to multiple people for approval and at the bottom of every invoice you can see who entered the expense and who approved it and when. You have set all of the approvals up on your system through database view.

Lori Wamser

Hi Caitlin, can you tell me what your A/P volume is? We have a budget of $5 million and I'm considering the possibility of moving all A/P to expense mgmt. Also, do you find it easier to process all invoices in exp mgmt? Thanks.

Michelle Nielsen

i am interested in this process also. currently we send out for approval, via Adobe, which can be cumbersome. this sounds like it may be a smoother process. we have a very high volume.

Dragana Zulfic

Question: Can you issue checks or record ACH in expense management?

Lori Wamser

You can record checks, ACH (drafts and EFT) payments in FE NXT exp mgmt.

Mary Hart

@Caitlin Cowley
Yes, our school is set up with this module as well.