Multi-Entity Expenses Functionality

Our multi-entity functionality allows for customisation on a company-by-company or division-by-division basis. This is a simple concept but is very powerful in allowing complex customer scenarios to be addressed out-of-the-box and at low cost.

Software customisation on a company-by-company or division-by-division basis

In practice, this means that:

Under a single umbrella configuration, multiple entities can be configured independently, each with its own base currency, terminology, expense categories, general ledger codes, credit card programme, project codes and mileage or per diem rates.
An employee in one entity can have expenses approved by a line manager in a different entity.
An employee can have their expenses reimbursed in their local currency, even if group reporting is in another currency.
A single accounts department resource can administer and process expenses for all entities in a group.
Reports and integration with finance systems can be based on a single entity or can be consolidated across the group.

As a result, multi-division or multinational implementations can be completed in a matter of days without the high cost normally associated with such complex implementations.

This functionality is well suited to addressing widely varying requirements across a broad range of multinational organisations, both small and large. Typical scenarios are outlined below:

Scenario 1: Multinational organisation

A UK-based organisation has subsidiary companies in Canada, the United States, France and Australia. For historical reasons, the organisation has a variety of corporate card programmes and ERP systems across the group.

Scenario 2: Differing requirements by division

A company has a large number of field engineers, who are required to record project codes against expense items. The commercial team, however, are not project-based and the project-related functionality is not relevant to them.

Scenario 3: Recent acquisition

A company has acquired a business yet expense policies and financial systems have not been harmonised.

Scenario 4: Expense policy based on hierarchical level

An organisation may have different travel and entertainment policies (such as approval structures, category limits, per diems or mileage rates) based on the hierarchical level of the employee.