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What’s new in Zetadocs Expenses May 2023 update

Automatic matching of card payments

Gareth Williams

This article describes the new features and other improvements in the May 2023 update of the Zetadocs Expenses service.

Zetadocs Expenses

Release date and version

Cloud service

May 23, 2023 (version 3.4.23135)

Desktop browser app

May 23, 2023 (version 3.4.23137)

Apple (iOS) app

May 23, 2023 (version 3.4.23132)

Android app

May 23, 2023 (version 3.4.23132)

Extension for Business Central
(for Microsoft hosted cloud systems)

March 30, 2023 (version 1.2.23070)

Available on Microsoft AppSource for Microsoft hosted cloud systems a few days after the release date.

Not updated in this release.

Extension for Business Central
(for on-premises systems)

May 23, 2023 (version 1.2.23091)

Included in version 3.4.23131 of the Zetadocs Expenses Connector download for on-premises Business Central systems.

NAV Server Components

December 7, 2020 (version 3.4.20307)

Included in version 3.4.23131 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

Automatic matching to card payments

If you use a company payment card, you need to match each expense you create to the corresponding payment transaction so the finance team can check that all card payments have been approved.  The simplest way to do this is to create the new expense by editing the payment, which matches them and sets the vendor and amount automatically.

Sometimes though you may want to create the expense a different way – eg by forwarding an email receipt using the email inbox feature, or by creating a new expense before the payment is available.

When you create or edit an expense, Zetadocs Expenses will now match the expense to a payment transaction automatically.  This happens if the expense is for a payment card, the amount is the same, and there is only one unmatched payment for that amount within a month of the expense date.

If you create an expense before the payment is available, the system will also match the expense to the payment automatically when it the payment is imported, using similar criteria.

These improvements make it quicker for cardholders to create expenses, and save time for finance processors when reconciling company card transactions.

Matching expenses to foreign currency card payments

When you use a company card to pay a bill in another currency, the payment transaction will often include the original (foreign) currency amount as well as your home currency amount.

When you match an expense to a foreign currency transaction, the Zetadocs Expenses app will now set the foreign currency and foreign amount for the expense automatically.  This saves time and reduces the risk of the foreign currency amount being set incorrectly on submitted expenses.

Card payment start date

When an administrator configures a Payment Method for a company payment card, they can specify a start date for the card.  This is used when switching from a different expense system to help with reconciling card payments to the bank statement.

Each payment transaction has two associated dates – the Transaction Date which is when the payment occurred, and the Posting Date which is when the transaction was processed by your bank.

The system will now only hide a transaction if both the Transaction Date and the Posting Date are before the start date, rather than just the Transaction Date as previously.  This ensures that all card payments on the first bank statement are visible to the cardholder and can be reconciled by the finance processor.

Quality and performance improvements

This update includes a number of quality and performance improvements, including the following:

Opening email links on Apple iOS devices

When you receive a notification email for a new approval task, the email includes a link to view the task.  If you click this link on a device with the Zetadocs Expenses app installed it should open in the app, but on Apple iOS devices this was opening in the Zetadocs Expense web site instead.  This was corrected on April 7, 2023.

Additional upgrade steps

Extension for Business Central

The Extension for Business Central for public cloud systems has not been updated in this release.

The Extension for Business Central and Zetadocs Expenses Connector for on-premises systems has been updated with this release, for use with new systems.  The changes do not include new functionality or fixes since the previous release (version 1.2.22186), and there is no requirement to update existing systems using the previous release.

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

NAV Server Components

The NAV Server Components have not been updated in this release.

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

Reporting Template

The PowerBI Reporting Template has not been updated in this release.

Mobile apps

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

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