Plaza-i Expense Settlement

Outline

Working with Ekispart (Railway Route Search)®, this expense settlement system handles employees' travel expenses as one module of the ERP package system.

This module handles the processes of expense settlement ranging from settlement requests of expenses such as employee’s travel expenses, approvals of such requests, recording payable, to payment (bank transfer), by linking with Plaza-i Payable (APS).

If you are a company who has many locations and employees working outside the office, we strongly recommend using this module.

* "Ekispart" (Railway Route Search) is a registered trademark of VAL Laboratory Corporation.

Features

If at least one of the situations listed below applies to you, this module is best suited:

Any company needs to manage expense settlement of employees. Please consider implementing Plaza-i Expense Settlement (EPS) that is linked with Plaza-i Accounting (GLS) seamlessly.

You have more than 10 staff members who require expense settlement of their travel expenses:

If you use Excel files, mistakes could happen. You should consider doing it in a proper system from the viewpoint of internal control.

You issue travel expense settlement vouchers every time your staff go on a business trip or go out:

Slip system requires tremendous amount of money and time. Please consider reducing the cost of paperwork by implementing an expense settlement system appropriate to an era of the Internet.

You manage many suspense payments for a lot of employees:

Disbursement of petty cash and reimbursement of suspense payment (matching) are very time-consuming though this work does not have much value in it; instead, in this module, it is assumed that bank transfer will be made to employees several times per month at short intervals. We recommend you to carry out drastic reform of business process by adopting EPS.

You have non-Japanese-speaking employees and need a bilingual expense settlement system, or your employees often travel overseas on business:

Since it is possible to settle expenses in foreign currency, this module is also recommended to companies whose employees travel overseas for business.

Main Menu

This module handles the processes of expense settlement ranging from settlement requests of expenses such as employee’s travel expenses, approvals of such requests, recording payable, to payment (bank transfer), by linking with Plaza-i Payable (APS).

Expense Settlement – Request Approval Process Inquiry
Expense Settlement – Request Entry and Inquiry
Expense Settlement – Request Form Print
Expense Settlement – Actual Inquiry
Expense Settlement – Request Type Master

Detail functions

Useful Function for Travel Expense Entry

When you select “travel expense” in the expense request type field, input fields such as transportation, fare status, fare class status, depart-from, destination, and route information will automatically appear, so that you can input these items.
In addition, it is possible to accept data from Excel files.

Link with Ekispart (RailGo)®

When you enter travel expenses, if you click “Ekispart”® button in detail line, RailGo which is a web server version of “Ekispart”® developed by Val Laboratory Corporation will be activated. (A separate contract is required to use this function.)
Transportation, fare status, fare class status, depart-from, destination, and route information entered in the Ekispart® screen will be posted to Plaza-i.
Moreover, information entered in Plaza-i such as depart-from and destination can be exported to Ekispart®.

Foreign Currencies are Supported

Expense settlement is possible in amounts of various foreign currencies.
The system automatically sets a rate registered per each month as you input data. You can change the rate for each occasion.
It is optional to make a payment in your home currency or foreign currency.

Flexible Closing Date and Due Date Settings

Multiple closing dates and due dates can be registered in the same month.
Multiple requests are possible such as payment requests over three times for the same due date.
Therefore, you can execute the process from request, approval, recording of payable accounts, to payment in a short period of time in a timely manner. This would eliminate delayed processing such as requesting expenses occurred in the past, and would allow you to construct accurate financial reporting system.
* “Ekispart” (Railway Route Search) is a registered trademark of VAL Laboratory Corporation.