1. If the cost centers are also used within the ERP/Accounting system, it is recommended that the entries match here for a seamless integration
2. Cost Center Codes and Descriptions cannot be repeated. If attempted, the application will provide an error noting that the entry already exits
3. For these cost centers to be visible within a user’s or manager’s account, they must be enabled within Report Type

Edit Cost Center: - The pencil icon is for editing the Cost Center

Delete Cost Center:- The Red X is to delete the Cost Center

Step 4) Create Roles

In this section, multiple roles can be defined in the system. The function of a role is very similar to maintaining various ‘work-groups’ where different attributes can be assigned and invoked to these different groups. The admin can then assign a role to an employee in his/her respective user’s profile. Using this function, it is clear that different employees can be setup differently using these different roles. An example is provided below for more clarity. The below Figure shows a sub-set of various roles setup in the example application.

In the example showed in the figure above, there are three roles defined – Corporate, Project and All. The Corporate role is defined as a standard role while the Project role has additional parameters setup. The All role includes both Corporate and Project. This will be apparent in Role Report Type Mapping (see description of this section below) where the All role has both Corporate and Project report types enabled. Employees whose user profiles have ‘All’ selected under the Role field will therefore have access to both Corporate and Project report types in the web application. Conversely, if the employee’s user profile has either Corporate or Project roles selected, only the respective report type will be available to the user for selection.

Beyond the report type, the role function also allows the admin to set up additional fields within the expense at the transaction level. This is described in more detail under Role Expense Detail Mapping in Miscellaneous Setup.

Note 

Edit Role: - The pencil icon is for editing the Role

Delete Role: - The Red X is to delete the Role

 

Step 5) Create Report Types

In this section, multiple report types can be setup in the application by the admin. These report types are seen in the user’s account in the web application at the header level of a report. Depending on the Role Report Type Mapping setup in the user’s profile (see Role Report Type Mapping in Miscellaneous data set up ), all or only select report types will be available to the respective user. The below figure shows an example of report types

on, it is clear that different employees can be setup differently using these different roles. An example is provided below for more clarity. The below Figure shows a sub-set of various roles setup in the example application.

When the create new button is clicked, the admin can associate attributes to the report type. In the report type field, the admin can provide a name for the report type. This is what the users will see when selecting from a list of report types.

In the Sub-Report Type field, the admin can choose an entry from a drop-down list. There are four options. They are

• NOCOSTALLOC (DEFAULT): If this is selected, the report type will not include the cost allocation feature (for more information see COSTALLOCATION below) 
• PREAPPROVAL (ADVANCED): If this is selected, the report type is defined as a pre-approval type report. In this report, the user typically submits trip related information and estimates for the trip before it has begun  
• COSTALLOCATION (ADVANCED): If this is selected, the report type will include the cost center allocation feature. In the web application, when an expense report is created, the user will see a Cost Center Allocation button at the top right of the expense report, adjacent to the PDF Preview button. When it is clicked, the user will be presented with a pop-up screen where the user can choose to allocate a percentage of the transactions that belong to the expense report to different cost elements, Project Numbers, Departments, etc. The figure below shows the allocation to different cost centers for two transactions that are part of an expense report. The total allocation must equal 100%. If not, the application will provide an error

The entries under the company, Business Unit, Cost Accounting, Cost Accounting Value and Percentage fields can either be selected from a list that has been entered by the admin or the user can choose to type values within open text fields. Once the Save button is clicked, the expense report will show the Cost Allocation pie-chart icon at the transaction level as shown in the figure below. When the pie-chart is clicked, a pop-up screen provides the key details

• HCP (Health Care Provider): If this is selected, the report type will include an HCP cost center allocation feature. This feature is typically only utilized by Pharmaceutical, Bio-Tech and Medical Device companies to comply with the Physicians Payment Sunshine Act that is part of the Affordable Care Act 
• In the web application, when an expense report is created, the user will see an HCP Cost Center Allocation button at the top right of the expense report, adjacent to the PDF Preview button. When it is clicked, the user will be presented with a pop-up screen where the user can choose to allocate a percentage of the transactions that belong to the expense report to different NPI(National Provider Identifier) numbers. Gorilla Expense integrates with an NPI database to provide the latest list of NPI numbers within the system 
• The final field under Create Report Type is Project Type. Here the admin is presented with two options: Non–Billable and Billable. If the Billable option is selected the report type qualifies as a billable status. So any reports that are set to this report type are pushed to the ERP/Accounting system, transactions within these reports will be listed as billable status within the ERP/Accounting system if the feature exists in the ERP/Accounting system. 

Step 6) Create Pay Methods

In this section, various pay methods can be setup in the application. Generally, pay methods fall into two categories – Cash and Corporate Card. The cash pay method corresponds to reimbursable transactions (also commonly referred to as out-of-pocket), while the corporate card corresponds to non-reimbursable transactions. Multiple corporate card pay methods can be created if more than one corporate card is used. 

When the Create New button is clicked, the admin is presented with a screen to enter values. Figure (a) shows an example pay method created for a corporate card from American Express while Figure (b) shows an example pay method created for cash-based transactions.

Fig (a)

-      - The Method Name entered will be visible to the user in the drop-down list under Pay Method within a transaction in the application

-      - The Method Code corresponds to the corresponding code for that pay method that is setup in the ERP/Accounting system. Typically for the cash type pay method this code defaults to the employee’s ID/user code (no admin intervention is needed. The application defaults that automatically during integration)

-     - The Reimbursable checkbox establishes if the particular pay method is reimbursable. Typically for the cash type pay method, this is checked

-     - The Set As Default Method checkbox sets up the particular pay method as the default. Only one default can be setup at a time