NetSuite - Ability to Send Credit Card Transactions to Expense Reports

Previously, NetSuite supported sending non-reimbursable credit card transactions to their Accounts Payable module as a Vendor Bill. They made changes to their software to allow for credit card transactions to be placed on expense reports alongside reimbursable expenses.

We have further enhanced our integration with NetSuite to allow for this new workflow. To configure this in your account, navigate to your Integration Module > Integration Setup (Tab) > Edit Parameters > Expenses > 1 (Tab) > and set "Export As NetSuite Corporate Cards = Yes"

When exported to Netsuite you will be able to see the totals broken out by corporate card, the account the card is mapped to, and Corporate Card Yes / No on the line item detail.

There are two changes coming to the Reporting module in early May 2020:

• Format download change
• Report delivery location

Format Download Change

The option to download reports directly in your browser will be removed. You will see PDF, CSV, and XML as your format options.

Report Delivery Location Change

In the past, report windows had to be kept open in order for a report run to complete. Now, you will be able to navigate from the report running window because the report will be emailed to you once it's complete. 

Lastly, you will receive an email with a link to access your report. If you are not already logged into Nexonia, you will be prompted to do so for security reasons. 

Expenses iOS Mobile App

The Nexonia Expenses Mobile App has been updated to provide a quicker way to submit expense reports.

Please Note: You will need to have IOS 11, 12, or 13 and have downloaded the Nexonia Expenses Mobile App Version 11.9.2 from the app store.

In this first iteration of updates, you will see a button on your Expenses App homepage that gives you access to the new workflow.

From this new mobile workflow, you can quickly upload receipts as expense lines into a report titled Unfiled Expenses. For information on using this new workflow, view our article on Using Nexonia Mobile's Quick Expense Workflow. 

Some key features include:

• Once you capture your receipt image, the app will automatically begin scanning it using OCR technology. You no longer need to wait to see the results. If you leave the screen before the scan has been completed the results will still populate.
• Previously, you were required to enter certain pieces of data before you could save your expense. We have removed those requirements in this workflow to allow you to more rapidly enter your expenses and the freedom to choose when you would like to enter your data.
• On Nexonia Web, the Unfiled Expenses Report will be placed on top of all other expense reports regardless of filtering. 
• Regular reports contain the same data requirements as before therefore to further edit or submit your expenses you will need to enter the required data before moving the expense from the Unfiled Report to a regular report. 

Upgraded OCR Engine to Emburse Receipt Transcriptoin

Our OCR engine has been upgraded to the new Emburse Receipt Transcription service. Users can expect to see 20-40% more accuracy in results, as well as a return rate on average of six seconds which is down from our previous return rate average of 30 seconds.

We will continue to work on our Emburse Receipt Transaction service and expect to expand its capabilities as well as continuously improve accuracy and speeds.

Intacct Enhancement - Billable Journal Entries

Support has been added for the billable status on journal entries for both Expenses and Cards. To enable in your account, go to your Intacct integration settings. In the Expenses as Journal Entries (tab) there is a new setting Send Billable Flag: (Yes/No). When enabled, we now will send the Billable Flag on the GLAccount line for Non-Card Expenses to Journal Entries.

We have also added the same setting to the Cards as Journal Entries (tab). When enabled, we now will send the Billable Flag on the GLAccount line for Credit Card Expenses to Journal Entries.

Bug Fixes

Unexpected Error

We fixed the issue where standard error messages for integration syncs were being replaced with an unexpected error.

NetSuite - Batch Expense Exports

To help reduce potential export errors, we have added the ability to limit the size of NetSuite exports by batching expense reports.

Bug Fixes

• Fixed an issue where there was an incorrect amount of decimal places for Time Off Bank Accrual reports
• Fixed an issue where merged card transactions would contain the incorrect exchange rate
• Fixed performance issues when accessing the Account Usage page
• Fixed an issue where a NumberFormatException occurred when VAT is set to $0
• Fixed an issue where there was an error when running Time Off Balance report containing the data column "User Bank - Total Accrued in Reporting Period"
• Fixed an issue where downloading attaching XLSX/DOCX Files from payables was missing the file extension
• Fixed an issue with Account Usage where fetching the current year was hard coded instead of getting the current year
• Fixed an issue where bulk approval was not functioning when there was pagination on the expense approval page

Duplicate Detection Expansion

Nexonia supported Duplicate Detection on Expense Items for Administrators only. Now, Duplicate Detection is available for both End Users entering their expenses, and Approvers.

A Duplicate is defined by having two or more items with the same date be within 9 cents or less of each other. Duplicate Detection can be set at a company settings level to be Off, Same User, Same Category, Within Region, or Company Wide.

If Duplicate Detection is enabled for Same User, End Users will now see a Duplicate Detection Icon if two ore more of their own expenses are flagged as potential duplicates. This will be visible at both the report level view and the item level view.

By selecting the Duplicate Detection Icon in the item level view, a window launches for the end user to review their items. 

If the company setting is set to Off, Category, Region, or Company Wide, end users will not be able to see potential duplicates.

Approvers on the Approval module will have a similar experience with Duplicate Detection as end users on the Expenses module, with two exceptions:

• Approvers ability to see potential duplicates will follow company settings, same as the Administrator. 
• Approvers will have the ability to mark potential duplicates as reviewed or not reviewed.

If Mark as Reviewed is selected for an expense, the potential duplicate flag will turn green.

CyberSource Portal to Pay Your Bill

Nexonia has partnered with CyberSource to bring you a secure portal to update your credit card and pay your Nexonia bill.

The portal is located on your Subscription page under the Billing tab. There, enter your Invoice Number, Invoice Amount, and your currency.

After submitting, you will be redirected to a new secure tab in your browser to complete your payment.

Please Note: If you have a pop-up blocker you may need to unblock Nexonia in order to open the CyberSource portal.

Netsuite Delta Sync - Employees

Employee list data is now included on the Netsuite Delta Sync.

Direct Deposit Export Error

The export error that occurs when reimbursable expense items are linked with a personal credit card has been fixed.

Mark As Exported

Administrators can often find themselves with expense reports that they no longer need to export to their ERP. To help with this process, the Mark As Exported workflow has been created. View our article for information on how to use the Mark As Exported workflow.

Performance Upgrades

Performance Upgrades have been added to improve load time on expense reports.

Changes to PTO Reporting

PTO reports have been changed to not include banks or time types that have been disabled or deleted. Unassigned profiles have also been removed from the reports.

Bug Fixes

Export Before Tax Amount Expression

We fixed the error in reporting caused by the Export Before Tax Amount Expression.

Credit Card Error

We updated the way we sync with our credit card aggregator to fix the Multiple Exceptions Encapsulated error we were periodically receiving from them.

Upgraded Netsuite Sync

The Netsuite integration has been upgraded in order to address the length of time it takes for data to be synced into Nexonia from Netsuite. Specifically, list data has been optimized so that we only sync data that has been created or changed since the last sync. This reduces the time to sync, while staying up to date with the most recent changes.

If you haven't already, be sure to update your NetSuite role to use the Nexonia super bundle v1.4.

This upgraded sync cannot be used in tandem with the Advanced Search feature. Your first upgraded sync will be a full sync. This full sync is expected to take as long as your current sync times. After the first full sync is performed, all other syncs will be sync newly-created or changed data only, which will reduce sync times.

The ability has also been added to trigger a Full sync on-demand instead of an Upgraded sync. It is located on your Integration Setup tab next to your Configuration Data settings. A Full sync will need to be performed in order to apply changes to the following integration configuration settings:

• Projects
  • Field ID for Project Filter
  • Field ID for Project Ignore Filter
  • Project Status IDs
  • Synchronize Project Resources
• Customers
  • Field ID for Customer Filter
  • Field ID for Customer Ignore FIlter
  • Customer Status IDs
  • Customer Category Ids
  • Subsidiary IDs

Performance Upgrades

Previously, Nexonia users were experiencing long load times if they were editing data during the export process. Changes have been made so users will not experience those performance issues.

Added Functionality to V3 Integration

To have feature parity with our other integrations, "Ignore for Integration = Yes" has been added to our V3 integration.

Display Usage

A functionality has been added that allows you to track actual users within your billing period to anticipate overages charged by Nexonia.

View our article for information on Using Display Usage.

NetSuite Delta Sync - Custom Records

The new Delta Sync now includes the Custom Records data list. 

Direct Deposit - Automatic Payment Status Update

A new feature has been added to Direct Deposit that automatically retries to update payment status from Western Business Union in the event the first attempt fails.

Direct Deposit - Manual Payment Status Update

A manual retry button has been added to the integration page which goes along with the automatic retry feature.

Bug Fixes

Direct Deposit - US Territories

Previously, US Territories weren't appearing in the drop-down when end users were entering their bank information. This has been fixed.

Reporting - Advanced Duration Field

The issue has been fixed where advanced fields for duration were not being propagated in the reporting module

QuickBooks Desktop - Rounding Quantity

Quantity was rounding to the nearest whole number. This has been fixed.

Canadian Support for Direct Deposit

Support has been added for Canadian bank accounts as well as the United States for our Direct Deposit for Reimbursement feature. For more information on this feature, click here.

Upgraded NetSuite Sync

The NetSuite integration has been updated to shorten the length of time it takes for data to be synced into Nexonia from NetSuite. In this enhancement, the Projects as Custom Fields data list has been optimized so that we sync data that has been changed since the last sync.

Upgraded NetSuite Sync

The Customer and Projects list data syncs have been optimized so that we sync data that has been changed since the last sync. This is in order to address the length of time it takes for data to be synced into Nexonia from NetSuite. More lists will be optimized as we continue to upgrade.

Planned Task Support for Public Holidays

An enhancement has been made that allows the use of planned tasks synced from Intacct to be used for public holidays in the Timesheets module.

New Currency Framework

Our internal framework has been updated to be better optimized for currencies that have less than two decimal places, for example Japanese Yen.

Bug Fixes

Attachment Images Not Appearing

Previously, there was an issue where attached images that were in the following formats would sometimes appear blank:

• .js
• .jpg
• .svg
• .gif
• .png
• .css
• .Woff2

This issue has been fixed.

Add Receipt from Webcam Update

Previously, after a browser update, users were no longer able to grant Nexonia access to use their webcams to take photos of receipts. This has been fixed so all new browser versions will allow this feature.

Prevent Duplicate Syncs

A preventative measure has been added to prevent duplicate syncing. Previously, some users were experiencing a duplication when manually triggering their configuration syncs. 

Mobile Password Resets

Some users were unable to trigger password resets on mobile. This issue has been fixed.

Reporting Warning Enhancements

A warning message has been added letting users know that only one version of a report can be generated at a time. This alert appears after a user selects to run a report.

Previously, users were able to generate multiple instances of the same report at the same time. This caused a significant slow down in the reporting module, and occasionally the page would crash.

However, if users navigate away or close the browser window that is generating the report, the report will no longer be available to download and must be run again.

PEX API Upgrade 1.2

Previously, Nexonia upgraded to a new API for PEX card integrations. With this upgrade, we were no longer bringing in the 'last four card numbers' to the description field. 

An upgrade has been made so that the 'last four card numbers' now appears in the 'Card Number' field.

Bug Fix - Intacct Connection Error

A new feature has been implemented to auto-retry when a connection sync error occurs in Intacct. This will reduce or eliminate this error.

Nexonia Expenses App Android & iOS 11.8.0

Display Reject Reason

The Expenses app has been updated to display a rejection comment banner. Previously, when expenses were rejected, the reason written by the approver was not displayed.

Restrict Deactivated Users

Deactivated users are no longer able to submit expense reports.

Nexonia Timesheets App Android & iOS

Nexonia Timesheets 5.4.0 includes crash fixes as well as some minor bug fixes.

Generate Reports One at a Time

Users will now be prevented from running the same report multiple times. They will now be informed if a report is currently being generated and will be blocked from running the report again until it has finished being generated. The below error message will appear:

Previously in the reporting module, users could run the same report multiple times. For small reports users didn't see much change, but for some users running larger reports, they may run into errors.

Please Note:

• If the user closes the window before the report is finished generating, they will need to run the report again.
• If a user is generating the report, a second user cannot generate the same report at the same time. They will need to wait until the original report has finished generating before running the report again.

Czech Koruna (TRY and HUF) Currency Support

TRY and HUF have been added to Nexonia's supported currencies in the vendor portal. 

Bug Fixes

Some clients have been experiencing poor performance and loading times in the Payables module. This fix is to address those issues.

PEX 4.0 Upgrade

The PEX integration has been upgraded to version 4.0 ahead of the January 15th deadline to avoid any service disruption.

Updated Support Links

Training Camp and the General Support pages have been updated. The links on the home page have also been updated to correctly link to the updated pages.

Duplicate Detection Enhancements

Duplicate detection will now apply to integrated credit card feeds as well as manual upload. Previously, it only applied to out of pocket expenses.

Now you can select from a new option after you've chosen your method of duplicate detection.

After the selection of one of the main options for detection (Same User, Same Category, Within Region, or Company Wide) Admins can now elect to "Include Integrated Cards in Duplicate Detection."

Seat Map Display Update

When booking a flight, the seat map has changed from a horizontal layout to a vertical layout.

Paid Seats (Sabre Only - Sabre Web Service Credentials Required)

Sabre users will now have the ability to select paid seating, when allowed by travel policy, and for free seat upgrades for travelers with status.

At this time, this feature is only available on Sabre, and is only available for TMCs that have provisioned Sabre Web Service credentials for Nexonia Travel.

Click here for information on how to enable paid seating in your Sabre account.

Earlier this year, we introduced an additional service to power receipt processing in Nexonia, in addition to the existing options available. The service is labelled “Receipt Processing,” and was available within the global OCR settings in the product. Nexonia OCR offers a quicker and more effective way to extract data from a receipt than our existing partnerships, and is powered by our own internal technology.

 In late November 2018, BillBucket will be removed as an available option under the Nexonia OCR settings. Prior to this, any Nexonia clients who have their OCR options set to utilize BillBucket will automatically be switched to leverage Nexonia’s Receipt Processing. No action is required at this time.

 If you are unsure if you have OCR enabled, or would like to enable it, please reference this guide: https://nexonia.zendesk.com/hc/en-us/articles/360001324452-How-to-Enable-Nexonia-OCR-Receipt-Scan

Expenses App Updates

Multiple Receipt Delete Option

An update has been made to allow for multiple receipts to be deleted at once. Previously, receipts could only be deleted one at a time.

Automatic Scanning

When a receipt is uploaded, the Nexonia app will now automatically begin scanning the receipt photo data for information. Previously, the 'Scan' button needed to be tapped in order for a scan to begin.

Select Multiple Receipts to Upload - Android Only

Android users can now select multiple receipts to upload from their phone's gallery, when previously one receipt had to be uploaded at a time.

Missing Text Update - iOS Only

Previously when typing in a text box, the characters would not display as you were typing. This has been fixed so the characters are displayed.

Image Selection in Descending Order - iOS Only

An update has been made to make the image selection when selecting a receipt after upload to appear in ascending order. Recently this had been changed to descending order, but has been updated to how it was previously.

Timesheets App Updates

Future Entries Missing

Previously, future time entries were not appearing until a manual sync was performed on the same week of the entries. An update has been made that fixes this problem.

Missing Text - iOS Only

Previously when typing in a text box, the characters would not display as you were typing. This has been fixed so the characters are displayed.

Air Canada Direct Connect Paid Seat Enhancements (#18621)

We've added the ability for end users to select paid seating on Air Canada, in addition to adding Trip Authorization to the feature.

• Seat maps requests for Air Canada Direct Connect will always be made in Air Canada Direct Connect which will provide live seat maps for un-booked itineraries.
• Seat map requests will still be made during the booking flow if the end user has not already selected all seats while shopping.
• The Service Attributes page will no longer contain options for Paid Seats.
• Seat maps will now display dollar signs and the tool tip will contain pricing information.
• Seat Map requests can now be made prior to booking and will include data about the flight(s).
• Air Canada Frequent Flyer (Aeroplan) number is sent in the Seat Map request.
• The Booked Itinerary Page shows the selected seats in the cost summary in the left pane as "Added to Fare" as this is how the faring information is returned from Air Canada Direct Connect.
• Trip Authorization Policy has a new rule for Paid Seats over a specific amount.

Example of Air Canada Direct Connect Seat Map with hover over text information. This example with with Trip Authorization set to Prohibit.

Example of paid seats added to a trip. Due to the way Air Canada Direct Connect provides the fare breakdown, the seat amount is added to the Airfare.

Custom Text

As a reminder Custom Text can be accessed as follows: Admin > Custom Look > Custom Text

Allow User to Default to Flight Details Expanded (#18661)

New rules have been added for the ability to have Flight Details automatically expanded when air results are returned.

Custom Text

Czech Koruna (CZK) Currency Support

CZK has been added to our supported currencies in the vendor portal.

Nexonia Travel

Introducing a brand new desktop and mobile application! Nexonia Travel allows business travelers and travel managers to quickly and easily book airfare, hotel, car rental, and rail, all while remaining compliant with their organization's travel policies. Nexonia Travel can also be integrated with Nexonia Expense, allowing companies to have maximum visibility into all expenses.

Item Tracking on Non-Billable Expenses in Intacct

An update has been added to allow clients to use item tracking on non-billable expenses for both Vendor Bills and Expense Adjustments in Intacct. Previously, clients could use Items on Billable expenses that would export to Intacct on a Vendor Bill, but not non-billable expenses.

This feature is located on the Configuration Sync page, where you'll be able to enable this feature to your liking.

Expanded Recent Reports Section

There is now the option to expand or minimize the Recent Reports section on the main dashboard of the Nexonia Expense app. This will make it easier to access more reports and have better access to icons. Along with this expansion, a vertical scroll has been added to this screen which provides the ability to see more reports on the page if needed.

Cancel Button Fix

Previously, there was an issue on the receipt data page where the cancel button wasn't working. The issue has been fixed and the cancel button will now work if you'd like to cancel your receipt upload.

Standardizing Tax Rounding