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What’s new in Zetadocs Expenses June 2021 update

Card transaction feeds for UK banks

Gareth Williams

This article describes the new features and other improvements in the June 2021 update of the Zetadocs Expenses service.

Zetadocs Expenses

Release date and version

Cloud service

June 25, 2021 (version 3.4.21158)

Apple (iOS) app

June 25, 2021 (version 3.4.21158)

Android app

June 25, 2021 (version 3.4.21158)

Extension for Business Central

June 25, 2021 (version 1.2.21156)

Included in version 3.4.21158 of the Zetadocs Expenses Connector download for on-premises Business Central systems.

Available on Microsoft AppSource for Microsoft hosted cloud systems within ten working days of this release date.

NAV Server Components

December 7, 2020 (version 3.4.20307)

Included in version 3.4.21158 of the Zetadocs Expenses Connector download.

Not updated in this release

Reporting Template

April 5, 2019 (version 1.0)

Not updated in this release

Changes in this update

Feature enhancements

Card transaction feeds for UK banks

We have added support for real-time payment card transaction feeds for UK users, offering a faster alternative to the current file import process.  This uses the TrueLayer Open Banking service, and supports business cards from most UK banks.

Card transactions appear for the card holder once they have been processed by the bank – for payments made in the UK this is typically on the next working day.  The card holder can then add expense details and submit the expenses for approval without waiting for the finance team to import a transaction file at the end of the month.  This gives a better experience for the card holder, and saves time for the finance processor.

This option is configured on the Payment Card Type settings screen.  Please contact Equisys if you would like further information about this new feature or would like to try it with your own company payment cards.

Improvements to custom transaction file support

We have made several improvements to transaction file formats used for importing payment card transactions.  These include support for the following:

  • Refunds which are identified with a separate indicator column containing the transaction type (eg “D” for debit or “C” for credit)
  • Refunds which are identified by using a different column for the amount
  • Amounts which include a comma character as a thousand separator (eg “1,234.00”)

We have also improved how we read the transaction date from the file to support a wider range of date formats.  You now configure the date order (eg Month, Day, Year) in the configuration screen, rather than having to select from a list of more specific formats as before.

Improved protection against missing transaction file fields

When importing a transaction file using a custom file format, the system will now display an error if any configured fields are missing from the file.  This makes it easier to check that the file format has been configured correctly during the initial implementation, and also improves protection against errors when downloading the file from the bank.

Preventing loss of access by administrators

The admin site now blocks you from changing the sign in method for your own administrator account – for example enabling single sign on for the account.  This improves protection against making a incorrect change which then prevents you from signing in again to correct it, and matches existing behavior for similar settings.

Additional upgrade steps

Extension for Business Central

Customers using the extension with a Business Central public cloud system should update this from Microsoft AppSource.  Updates are typically published on AppSource within ten working days of release for systems using the current version of Business Central.  Updates for older versions of Business Central may also be available, depending on the Microsoft support and update policy at the time of release.  You can check whether the update is available for your system by comparing the AppSource version number with the version number listed above.

Customers using the extension with a Business Central on-premises system can download the extension from the Equisys software updates page, as part of the Zetadocs Expenses Connector download package.

To upgrade from an older version of the extension please contact your Business Central reseller, or contact Equisys for further assistance if required.

This release is compatible with previous versions of the Extension for Business Central.

NAV Server Components

Customers using Zetadocs Expenses with an NAV Server system can download the NAV Server Components from the Equisys software updates page, as part of the Zetadocs Expenses Connector download package.

To upgrade an NAV system which is using an older version of the NAV Server Components, follow the instructions in this technote.  Please contact Equisys for further assistance if required.

This release is compatible with previous versions of the NAV Server Components (versions 3.3.18178 and later).

Reporting Template

There is no update to the PowerBI Reporting Template with this release.

Mobile apps

Installed mobile apps will be updated automatically on mobile devices where this is enabled.

Known issues with released features

Support for Business Central 18 on-premises systems

This release of the Zetadocs Expenses Connector download does not support Business Central version 18 systems installed on-premises.

We expect to release support for on-premises Business Central version 18 systems in the next update.  If you wish to install the Extension on a Business Central version 18 on-premises system before then please contact Equisys for a pre-release version of the software.

Single sign on when email address is different to Microsoft account

When you sign in to the client using a Microsoft work or school account, the sign in process uses your Microsoft account name to determine your Zetadocs Expenses account.  However the admin site currently uses the primary email address instead.

For most companies the two values are the same.  However if your Microsoft account is not the same as your primary email address then you will not currently be able to use single sign on with the admin site.  Instead your account should be configured to use dual sign in (Microsoft account or Zetadocs account), and you should use your Zetadocs account username and password to sign in to the admin site.

Column numbers in custom transaction file formats

When configuring the custom import format for a transaction file which does not include a header line, each field is identified by specifying the column number rather than a header value.

With the current software column numbers count from 0 for the left hand column, rather than counting from 1 as you might expect.  This will be corrected in a future update.

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