Submitting Expense Reports using Nexonia

Submitting an Expense Report Using Your Desktop

1. Login to Nexonia - Sign in

2. Go to Expenses -> Reports -> Add Report

3. Under Add Report: Update ‘Title’ to Month/Year corresponding to the date of your charges

4. There will be two green buttons: Add Expense Item or Add from Card Transaction

Add Expense Item – For reimbursement request (ex: mileage)

Add from Card Transaction – For transactions charged to your Capital One. These charges auto-sync overnight. If you do not see a charge, please wait a day or two for it to post.

4a. Add from Card Transaction (Company Credit Card)

Click the black ‘Create’ box on your first transaction

Manually update the customer, project and category accordingly

You do not need to make any other changes, except adding your receipts

Repeat the process for all your transactions. Submit.

4b. Add Expense Item (Reimbursement Request)

You will need to manually add a customer, project, category, date, amount & memo

You do not need to make any other changes, except adding your receipts

Confirm the Paid By drop down says ‘Employee’ & Reimburse is set to ‘Yes’

5. There are two ways to add your receipt:

-Drag and drop your receipt under ‘Drop files to start upload’ or

-Add Receipts -> Upload

Submitting an Expense Report Using Your Mobile APP

1. Login to Nexonia

2. Go to “Reports” -> Select the “+” button

3. There will be two options: Create a new item & Add from credit card

Create A New Item – For reimbursement request (ex: mileage)

Add from Card Transaction – For transactions charged to your Capital One. These charges auto-sync overnight. If you do not see a charge, please wait a day or two for it to post.

3a. Add from Credit Card (Company Credit Card)

Click on your first transaction

Manually update the customer, project and category accordingly

You do not need to make any other changes, except adding your receipts

Repeat the process for all your transactions. Submit.

3b. Create a new item (Reimbursement Request)

You will need to manually add a customer, project, category, date, amount & memo

You do not need to make any other changes, except adding your receipts

Confirm the Paid By line states ‘Employee’ & Reimburse is set to ‘Yes’

4. Add your receipt. (Use the camera to take a picture of your receipt. Use the icon to the left of the camera to add a receipt that is stored in your Photos)

CODING YOUR REPORT

“EXPENSE” categories are for internal expenses with Level 3 as the customer.

“JOB” categories are for customer projects with an external customer and customer project number listed.

Example:

Employee A charged the company card for fuel while driving to JOB #1234. He will code the category to “JOB Fuel/Gas”

Employee A then charged the company card for gas to drive to L3 in Mesa per his managers request. He will code the category to “EXPENSE Fuel/Gas”

COMMON ERROR TO AVOID

If your report will not Submit & has a red paper clip, this means there is a transaction that does not have a receipt attached but the setting is selected as ‘Receipt: Yes.’

Please add your receipt or change the drop down to reflect ‘Receipt: No’

**Receipts are required for all purchases except parking & vending machines

Here are two videos - one for creating expense reports in your BROWSER and another for MOBILE

https://web.microsoftstream.com/video/5861e8e0-9444-40f4-a5a5-6a3bb52281ddhttps://web.microsoftstream.com/video/19f4ca5c-c09d-44d3-8b87-182363cae579

How to get started:

1. Start downloading the app to you phone:
1. Click on this link to the app store: https://itunes.apple.com/us/app/nexonia-expenses/id284124560?mt=8
2. Or look on your App Store for: Nexonia Expenses
2. You should have received an EMAIL from Nexonia letting you know you ID has been created with a link to set up a password. Once you have set them up, you can sign in also for some of the “Available” online trainings
3. Below a few links for with some available online training:
1. https://nexonia.zendesk.com/hc/en-us/articles/360020033471-Using-the-Nexonia-Expenses-Mobile-App

ii. https://nexonia.zendesk.com/hc/en-us/articles/360004094372-Submitting-Expense-Reports

iii. https://nexonia.zendesk.com/hc/en-us/articles/360004136431-Entering-Mileage-Expenses-on-Mobile

iv. https://nexonia.zendesk.com/hc/en-us/articles/360004094172-Creating-a-Credit-Card-Expense-on-Mobile

v. https://nexonia.zendesk.com/hc/en-us/articles/360004136231-Receipt-Matching-on-Mobile

Employee Reimbursement Step by Step walkthrough:

Open or Add expense report to edit:

Add Expense Item:

Scroll down to complete these field:

To find a receipt that has already been uploaded:

Once you click the paperclip button it will look like this meaning the receipt is now linked to that item:

If you need to add the receipt, you can upload from here:

Then click Save and Close:

You will have a line item for every expense:

When you have finished adding all line items, they should all have a green paperclip by them.

Make sure the Total Due is accurate.

Close in the top right corner.

Then, find your expense report, click Action, and click Submit:

Note: If you are using the mobile app to upload receipts, you may need to move them from receipt wallet to your expense report.