Outline of the Expenses Management Module

With A.S.I.A. the application, approval, and evening up of traveling expenses, entertainment expenses, and other expenses are conducted on the entry screen on the Web.
The [Expenses management module] is managed with two servers (Web management server and A.S.I.A. management server).  The Web management server uses an intranet development tool (Intra-mart) for data transaction.  At the same time, parameters and masters are viewed by replication from the A.S.I.A management main server.  A part of the [Expenses management module] functions (such as creating lists and data) are processed with the VB applications dedicated to the [Expenses management module].

Procedure for expense management with the A.S.I.A.

[Browser Entry Screen]

• Expenses management suspended payment entry screen
  Apply for suspended payment.  There are two types of screens to make the suspended payment entry: one for standard currency and another for foreign currency.
• Expenses management suspended payment approval screen
  Process the approval for the suspended payment data.  Payment can be processed for approved suspended payment data.  When the payment is transferred automatically to bank account, the suspended payment data is imported to [Bank account control module] in the A.S.I.A main server using the data import function.
• Expenses management evening-up entry screen
  The expense for travel, entertainment, and equipment procurement can be settled by entering the actual amount in the "Evening up of expense entry" screen.  New entry of evening-up data can be conducted with both standard currency and foreign currency.  However, suspended payment cannot be evened-up with foreign currency.
  When suspended payment is left over, employees will return the difference amount.  In such a case, this amount is managed as claims data in the [Claims control module] of the A.S.I.A main server, not the [Expenses management module].  You can enter data into the [Claims control module] based on the list of scheduled refunds outputted from the [Expenses management module].
  When the actual amount exceeded the suspended payment amount, payment will be processed for the difference.  In such a case, the payment of the difference amount will be processed in the same way as the method to process suspended payments.
• Expenses management evening-up approval screen
  Process the approval for the expenses management even-up data.  When the even-up data is approved, data can be outputted to the A.S.I.A. main server.

Role of the [Expenses management module] specific VB application

• Outputs the suspended payment list and the even-up list of expenses, travel-expenses, and entertainment-expenses in the format of Microsoft-Excel (same as A.S.I.A. main function).  Lists can be used as checklists.
• Creates the suspended payment data and the even-up data for travel-expenses/entertainment-expenses to reflect on the A.S.I.A main system side.  In accordance with the data import format, creates data as CSV files.

Expense pro rata

• Charges information
  In the Charges information screen, set the pro rata rate of the expenses for department.  You can also set up for expenses to be billed to other companies.
• Extended information
  In the Extended information screen, you can enter the expense management information by project code, analysis code, and flexible master and then use them for analysis. However, new entry of analysis codes and flexible masters cannot be made with the [Expenses management browser].  New entry can be done on the A.S.I.A main server.

Interlocking of the A.S.I.A. main server and the Web management server

[Reflecting data to the A.S.I.A. main server]

• The suspended payment data (debts data) entered on the Web in the [Expenses management module] are reflected in the A.S.I.A. main database.  Out the data, the auto-transfer data are transmitted to the [Bank account control module] of A.S.I.A. main server and then automatically processed.  However, the data for collect (claims data) after the evening-up of suspended payment will not be automatically transmitted.  New entry of the data for collect (claims data) will be required in the [Claims control module].
• Although changes to the approved data cannot be made, the data reflected in the A.S.I.A. main server can be deleted.  However, the suspended payment data that have not been evened-up cannot be deleted.  Also, when the suspended payment data and the even-up data are linked, they cannot be deleted unless they are both deleted at the same time.

[Synchronization of the A.S.I.A. main database and the Web management server]

With the replication function of the SQL server, the A.S.I.A. main server and the Web server databases are synchronized.  The entry (transaction) data are replicated from the Web server database to the A.S.I.A main database.  As for the master data with extension flags, the Web server refers to only the object data on the A.S.I.A main server by replication.  However, when the operation size is small, it can be executed with the Web server.  The A.S.I.A main server and the Web server can also be integrated.
The parameters and the master data to browse the A.S.I.A. main server are:

• Parameters
  Accounting year, journalizing processing flag, voucher numbering setup, flexible master name, monthly closing, claims/debt closing
• Masters (those in common with the A.S.I.A. main server)
  Currency, exchange rate, department, correspondent, employee, class, employee details, job title, financial institution, bank account, debts settlement method registration, project code, accounting analysis code, flexible master (expenses management/Header), flexible master (expenses management/detail)
• Masters (Specifically for expenses management entry)
  Expenses, description
• Others
  Captions, messages, fixed data (rate type), operation history, numbering counter

[Entry control]

Entry checks (checking whether entries are required, optional, or prohibited) of accounting items (project code, analysis code, D description) are conducted by checking the master setup (A/C property) on the A.S.I.A. main server.  For information on the setup of the journalizing A/C, refer to [Auto-journal].

[Components that do not refer to the setup on the A.S.I.A. main server]

On the Web server, the unit used for tax summary is only the detail unit, and the entry date format is only the YYYYMMDD format (i.e. 20010401).  These are unique to the Web server, and the setups on the A.S.I.A. main server are not referred.

Forms that can be outputted

The [Expenses management module] can output the following forms.  The output of the forms can be executed from the VB application menu.

Refer here for information on outputting forms.

Entering foreign currencies in expenses management

• The entry screens for both the "Std currency" and the "Foreign currency" are available for suspended payment, even up, and approval.  The entry of data can be made in either standard currency or foreign currency.  However, the evening up of suspended payments cannot be conducted in foreign currencies.
• In the approval screen, "vouchers entered in Std currency" and "vouchers entered in foreign currency" can be approved in batch.
• In the case of making entries in a foreign currency, currency, foreign currency amt, rate type, exchange rate, and amt (SC) will be reflected in the A.S.I.A. main server.
• T/F processing can be executed only with standard currency.  Also, when transmitting data to the Bank of Tokyo-Mitsubishi CAMS and/or to Common CMS, the amount committed at the time of entry to the browser screen will be processed.