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01.26.06
Finding The Right Expense Management Solution For Your Company
 By
Peter Granger
In recent times, initiatives such as the Sarbannes Oxley Act in the US have dramatically raised the profile of compliance within the corporate world.
As a key element of any corporate compliance policy, expense management has shared some of the limelight. As a result, an Expense Management Solution (EMS) is now critical to any business concerned with corporate compliance. But what is an Expense Management Solution (EMS)? Does your company need one? And where do you find a good one? Just as importantly, how do you successfully implement and integrate an Expense Management Solution (EMS) into your corporate environment. This article sheds some light on these issues.
What is an Expense Management Solution (EMS)?
The term "expense management solution" has been used to describe quite different commercial products and services. In the context of this article, an expense management solution is defined as a technology based system that processes:
(i) transaction records received from a credit card issuer (detailing employee use of corporate credit cards0; and
(ii) cash reimbursement claims originated by an employee.
In practice the target application is Travel and Entertainment expenditure. A robust Expense Management Solution (EMS) will also support procurement (pCard) activities as part of a broader strategy of effectively managing lower value, high volume business-to-business transactions.
The three core steps of any expense management process are: 1. the acceptance/input of validated source data; 2. the application of predetermined rules of handling expense records; and 3. the posting of transactions to a corporate repository such as an ERP system.
What is the purpose of an Expense Management Solution (EMS)?
The objectives of an expense management solution implementation should include the following:
1. to automate the preparation, submission, approval, and auditing of travel & entertainment claims, thus improving the productivity of account holders and reducing the time and cost of accounts staff;
2. to support the implementation of a standardized best practice method of managing high volume expenses through the use of corporate credit cards; and
3. to increase the transparency and enhance the governance of financial transactions conducted on behalf of the enterprise.
Sources of Expense Management Solutions
Australian and international organizations now have access to a range of quality expense management solutions which are well suited to driving down administration cost whilst meeting corporate compliance requirements. There are essentially three sources of "expense management solutions": 1. ERP systems; 2. systems offered by card issuers; and 3. best-of-breed solutions.
Each will have their own merits and will suit organizations in different circumstances.
Enterprise Resource Planning (ERP) Systems ERP sourced expense management has the attraction of being fully integrated within the financial suite of software, therefore offering a standard look and feel to all users of the ERP. With ERP sourced expense management functionality, the ERP supplies the core software, and the enterprise needs to customize and configure the system to reflect its own structures and rules regarding the management of staff expenses. If you're considering the option of using their ERP for expense management, you need to be conscious of a number of factors, including:
* the actual functionality available within their specific installed ERP system; * the backlog of work on the ERP system accumulated for the IT department; and * the deployment time and the cost of the project (which will usually be substantial). License costs can be an issue if an enterprise if your company has not paid a license fee that will cover all card account holders and cash claimants.
Card Issuer Systems
Some card issuers promote "expense management" solutions which can range from a computer generated report through to an online system with some embedded workflow concepts. The attraction of card issuer expense management solutions is that they are offered as part of a card deal, sometimes (apparently) for free. If you're considering a card issuer expense management solution, you need to know:
Read the rest of the article.
About the Author:
Peter Granger is the CEO of Inlogik Pty Ltd. Inlogik owns and distributes ProMaster, an Expense Management Solution used by major corporations in 40 countries. See www.InLogik.com.
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