TABLE OF CONTENTS

• Make COD module accessible in the Mobile App
• Check Build Plan availability for allocation
• Access Rights
• Purchase Category
• Create Card and Account Type (VIM)
• Cards and Accounts (VIM)
  • Create a record

Make COD module accessible in the Mobile App

Assign the appropriate role "Allow COD requests"  to Employees in their cards.

Check Build Plan availability for allocation

A user has access to select a BP if:

• BP is Active
• Employee is assigned as:
  • BP Owner
  • Project Role on BP card
  • Allowed Time Allocation Employee table on BP card
• Employee is scheduled a Dispatch within 30 days under the BP.
  • NOTE: The Dispatch can be in ANY stage: Scheduled - Not Published, Published, Cancelled.

Note that this means upper managers who may be allowed to submit receipts against any BP need to be assigned Roles on every BP to enable that.

Access Rights

Who can get access to references:

Purchase Category

We use this reference to categorize purchases. Each category contains:

Name —  the desired name of purchase category.

Code — the short abbreviation of category name.

Status — standard system requisite which responsible for the record availability on creating COD requests.

Default FA — to account COD Purchases of the current category to the specific financial account in financial distribution. 

Default GL Code— to assign COD's financial entry to the required GL Code. The Code goes in the expense allocation table in the VIM Invoice card in case if the category expects transformation to Vendor Invoice.

Require Purchase Media and Description — responsible for adding receipt photos and description. Activate the checkbox to not allow COD requests submitting without photos and description in the mobile app. Also, you must attach documents to the request if you are creating it through the reference. 

Transform to VIM Invoice — to create a VIM Invoice when the COD goes to the pending stage (after submitting). Learn more here about Vendor Invoices based on COD Purchases.

No Financial Distribution Create. This setting allows expense reimbursement to be disregarded in the financial operations reflected in the Build Plan budget. 

With the disabled setting, the system will create a Financial Distribution with type "COD Purchases" when the COD request is confirmed.

The system does not create a COD type of Financial Distribution if the COD is set to transform to VIM Invoice.

Create Card and Account Type (VIM)

Use the reference to specify which of the purchase categories are available to create a COD Purchase made with a certain Card Type.

Here, you can also match the purchase category (business purpose) with the invoice category. It is needed if the category requires transformation of a COD to a VIM Invoice. So the system knows what invoice category to use when it generates Vendor Invoices based on CODs.

Syns as Credit Card Charge — to create a VIM Invoice for Purchases of the current Card Type and, once approval, send it to the accounting system as credit card charge. The FCX Invoice becomes paid as soon as it has been synced.

More about synchronization with the accounting system here.

Syns as Check — for debit card transactions or transactions paid with a field check. They do not push to QB as credit card charges.

Cards and Accounts (VIM)

The reference holds the list of Cards and Accounts which are used by Employees to make COD Purchases.

Create a record

1. Run Quick Launch > Cards and Accounts reference.

2. View tab top of ribbon > Visible columns > Choose which columns to make visible.

3. Home tab top of ribbon > Create Record 

• Or select an existing card of same card type which you want to add, e.g. Expense Reimbursement Field > On the ribbon Home tab, click Create Copy

4. Fill in details:

Name — custom name of the Card or Account. Enter Name per new Employee's name.

Type — select a type to define which purchase categories will be available for the Employee to select in the mobile app.

Issuer — a Vendor that represents the employee as a vendor in Quickbooks. The selection is from the Vendors reference. This Vendor will be added to the VIM Invoice for CODs converted to VIM Invoices. The Vendor can be changed during the Invoice validation. 

Holder or Responsible — fill in an Employee who is responsible for the Card or Account.

Debit/Credit Card Account —  account number in Quickbooks, e.g. 130-114 - Adv April Heisler.

Description — some additional information about the Card.