Eliminate Expense Claim Headaches with Automated Posting in Acumatica
This video outlines a common challenge businesses face with expense claim posting in Acumatica and presents an automated solution developed by Tayana Solutions.
(a) Challenges
- Expense claims often get approved in a different month than they were created. For example, an employee might submit an expense claim on January 28th, but their manager doesn’t approve it until February 3rd.
- When this happens, the expense claim might get posted in the wrong period. This is especially problematic if it ends up in a closed period.
- Manually adjusting the posting period is time-consuming and prone to errors.
(b) Solution and Benefits
Tayana Solutions developed an automated solution using Acumatica’s Generic Inquiry and Business Event features.
Here’s how it works:
- A Generic Inquiry captures key data from expense claims, including the reference number, creation date, and approval date.
- A custom field is added to the Generic Inquiry to isolate the month of the approval date.
- A Business Event is set up to trigger whenever a new record is added to the Generic Inquiry.
- The Business Event automatically updates the “Post Period” field on the expense claim to match the approval month.
Benefits:
- Eliminates manual adjustments, saving time and reducing errors.
- Ensures that expense claims are posted in the correct period, even if they are approved in a different month than they were created.
- Provides a clean and efficient solution for a common accounting headache.
- This approach can be adapted for other date-sensitive processes in Acumatica.
Tayana Solutions, the largest Services Partner with Acumatica Cloud ERP, has a team of experienced consultants who can help businesses implement this solution and automate other processes. They have expertise in over 150 unique Acumatica scenarios. To learn more, contact Tayana Solutions at 678-910-2774.