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1. How to use this screen New lines Use the last empty line to enter new countries or cities Delete select the entire line by clicking in the leftmost column the gray one then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL Z to cancel the whole row Sort ascending click on a column header EXTREM SOFTWARE Page 37 2 17 Configuration Medical File EXTREM User Manual The following screen allows you to enter the medical information for each employee such as vaccines medical check ups etc 01 01 2002 0170172001 0170172001 0170172001 05 04 2003 0171072003 01 04 2002 0170172003 TARIE 01012002 Yellow fever 0170172002 Rage 017 0172002 Avant de partir O5 04 2004 Chague ann e m di 01710 2004 Malaisie 1005 2003 Yellow fever ro 1000 Harant Patrick France Visite m dicale E 300 1000 Harant Patrick IN India 2 Vaccin Fi vre jaune erci E 300 1000 Harant Patrick IH India 3 Yaccin Rage E 300 1000 Harant Patrick IM India 4 Visite m dicale 300 11238 Bares Bernard FR France 1 Visite M dicale annuelle ope 300 11238 Bares Bernard MY Malaysia 2 Visite m dicale Malaisie E 300 W238 Bares Bernard kir Malaysia 3 Vaocin Fi vre jaune The information t
2. EXTREM SOFTWARE Page 130 EXTREM User Manual Tools Accounting Period Expense Date 11 2002 2003 6 O Tresy International EUROPE C Expense categories Tresy International USA E CARRENTAL Rentacar C HE HOTEL Hotel Motel Other accomodation FH Fort Hotel O im TRANSPORT Plane Train Bus Other tran Employees ae Show Report If you want to select certain accounting codes in this example Job Number Department Number Project Cost Code type the desired code in the corresponding box then press as Shown below Tools 221400 e eo fr 7 feos fe e D J Tresy International EUROPE _ Expense categories DD Tresy Intemational USA iE CARRENTAL Rentacar L El HOTEL Hotel Motel Other accomodation oie FH Forf Hotel be HOTEL Hotel E E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran You can use wildcards for your selection example EXTREM SOFTWARE Page 131 EXTREM User Manual Tools Accounting Period Expense Date e Jozi 7 2003 Jo Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar L E HOTEL Hotel Motel Other accomodation i fem FH Forf Hotel HOTEL Hotel E E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees ae Show Report Typing 2 in the Job Number textbox will display all expenses for all Job Numbers beginning wit
3. client reference for this job Suo on this screen EXTREM SOFTWARE Page 13 EXTREM User Manual 2 41 List of Authorized people This form will allow to define a list of employees who are authorized to charge on a specific project ri 300 T0803 FRAIS DEPLACEMENTS VOITU RES Employees ine _AMAR RACHID a ll 5 l E Emp Employee Name Job Humber Job Description Enabled E J Number wae Poy ae P Companies S00 E FRAIS DEFLACEMENTS J200 T1238 Bares Bernard EE FRAIS DEPLACEMENTS 300 71244 PALARAN BO T0803 FRAIS DEPLACEMENTS First choose the job for which you want to define authorizations You can do that either by calling this window from the project list or by selecting a job with the See Jobs button or by typing the job number in the text box near this button Then you can begin adding employees to this list Several ways to do this 1 Type the employee number in the corresponding column and then hit TAB or click on another column or row If the number is correct the program will fill the rest of the columns 2 Type the first letters of the name in the corresponding columns and then hit TAB or click in another columns or row The program will look for the corresponding employee and if found will fill the rest of the columns 3 Press the Select Employees button and then choose an employee in the displayed list 4 Choose Employees Sele ALBIN ILHAM Comp Emp Employee Employee Hame Productive Pre
4. Before you start doing expense reports you need to configure some parameters The following screen will show you what Parameters System Parameters Date Format Expense Input Permitted Default Language Accounting Permitted Check Job Number Accounting 1 Check Accounting 2 Check Accounting 3 Track Cash Position Track Bank Position Use Vendor Invoicing Use Expense Report Signature Stop General Send Mail for Expense Report Signature Stop Local Use Travel Request Signature Send Mail for Travel Request Signature DATABASE Accounting users Expense Input permitted should be always green Input is blocked at the beginning of some sensitive operations ex closures and released when finished If for any reason Input remains blocked use this screen to unblock it Accounting permitted should be always green Accounting input is blocked at the beginning of some sensitive operations ex automatic reimbursements and released when finished If for any reason Accounting input remains blocked use this screen to unblock it Check Job Number Accounting2 Accounting3 specify here which of the three accounting information if any you want to use See Configuration Accounting tables for more information about this Track Cash Position Track Bank Positions If green the program will keep track of all transactions affecting the cash Bank accounts in different currencies See Cash positions
5. CTRL Z to cancel the whole row Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click the BAW button Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 19 EXTREM User Manual 2 8 Configuration Expense Categories The following screen is used for Expense Categories Configuration Expense types Expense Types Joe f n e a a U _ BAC Bank Account Commission OTHER BREAKFAST Breakfast OTHER i Alowance 10 Justification over 10 DHL CHL OTHER i E DINNER Dinner OTHER i 25 Justification over 25 eal E CHANGE Exchange rate OTHER i 0 GIFT small gift OTHER i 0 E GM Group Meals OTHER i O Alliwance 50 per person GP Gas Petrol OTHER i 0 Oo H TEL Hotel HOTEL i 20 Limit 40 by night justification over 20 0 JINTERWIEWw Interview OTHER 0 LAUNDRY Laundry OTHER 0 JLUNCH Lunch OTHER MISC Miscellaneous OTHER MOVING Moving THER OT Other Transportation TRANSPORT _ PARKING Parking OTHER PERSCAR Personal Car OTHER _ PLANE Plane fare TRANSPORT o RECEFTION Customer Supplier Reception OTHER __ RENTCAR Rental car CARRENTAL SEMINARS Seminar OTHER Lg cn m o Ss Oe oe oO te The information needed 1s gt Code expense category code gt Description expense type description gt Category expense category that can take the values Transport all tr
6. C Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies Several display options are available displays employees that owe money to company m displays employees to whom the company owes money All employees displays all employees Automatic reimbursements are reimbursements paid by the company to all employees except those marked with an N in the column Automatic reimbursement Yes No When the list is displayed the program automatically marks with an N those employees configured with Automatic reimbursements No see Configuration Employees After that you can manually modify this option by deleting the N for an employee to enable reimbursement for him or typing an N for other employees to disable reimbursement for them The process of automatic reimbursement is started when clicking on the button The following message will be displayed TRESYACC x This reimbursement will concern people From the Following companies Tresu Canadian Office Tres European Office Make sure NOBODY else is DOING REIMBURSEMENTS OR APPROVALS at this time Press YES bo DO iE or WO bo STOP iE Yes Mo If you click Yes the system will send a message to all accounting users of EXTREM and will block their program during the automatic reimbursement The user will get the next message EXTR
7. 7 1 Extrem Sotware Usa i C 2 Extrem Romania Employee List 0 3 Extrem France 360 Extrem Marseille 350 Extrem Informatique 330 Grenoble Office Bean Jean Marie J 320 Lille Office Beier Philippe E310 Lyon Commercial Office Bele Perie H 300 Paris Office 4 Extrem Belgium 7 5 Extrem North Europe Beller Anna Berjo Joseph Bert Patrick E evori E I ilesi Belle Elene Display 4 7 1 Extrem Sotware Usa 7 2 Extrem Romania J60 Extrem Marseille C 350 Extrem Informatique T 330 Grenotie Otic Tig 1102 2004 C 320 Lille Office mae 0 310 Lyon Commercial Office 1616 Baudocque Alain 2 02 2004 Baudocque Alain 300 Paris Office 1617 Baut Leon 13 02 2004 Baut Leon 4 Extrem Belgium 1618 Baveur Michel 14 02 2004 9 Baveur Michel 0 5 Extrem North Europe 1619 Bean Jean Marie 15 02 2004 Bean Jean Marie 1620 Beier Philippe 16 02 2004 Beier Philippe 1621 Bella Pierrette 1 02 2004 Bella Plerrette 1622 Belle Elene 18 02 2004 Belle Elene Other options on this screen are Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 112 EXTREM User Manual 6 6 Analysis tools Year to date expenses by category This report displays the total amoun
8. Select the From To date by typing them in the corresponding boxes Clicking on the down arrow of the date boxes will display a calendar where you can select the desired date d Today 26 06 2003 If you want to display only certain Expense Categories check the corresponding boxes then press the Show Report button as shown below EXTREM SOFTWARE Page 120 EXTREM User Manual Tools Accounting Period Expense Date 11 2002 2003 6 O Tresy International EUROPE C Expense categories Tresy International USA E CARRENTAL Rentacar C HE HOTEL Hotel Motel Other accomodation FH Fort Hotel O im TRANSPORT Plane Train Bus Other tran Employees ae Show Report If you want to select certain accounting codes in this example Job Number Department Number Project Cost Code type the desired code in the corresponding box then press as Shown below Tools 221400 e eo fr 7 feos fe e D J Tresy International EUROPE _ Expense categories DD Tresy Intemational USA iE CARRENTAL Rentacar L El HOTEL Hotel Motel Other accomodation oie FH Forf Hotel be HOTEL Hotel E E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran You can use wildcards for your selection example EXTREM SOFTWARE Page 121 Tools Accounting Period Expense Date e Jozi 7 2003 Jo e E Tresy International EUROPE C Tresy International USA _ G Expense categ
9. e button to select an employee The program will display only expenses for this EXTREM SOFTWARE Page 134 EXTREM User Manual Employee list DIET WEN i All Employees Present Employees 0 1 Extrem Sotware Usa H 0 2 Extrem Romania a Oo 3 Extrem France 360 Extrem Marseille z 7 350 E strem Informatique 0 230 Grenoble Office Bean Jean Marie 0 220 Lille Office Beier Philippe i 1 310 Lyon Commercial Office Pelee eE o i M 300 Paris Office ei oO 4 Extrem Belgium 0 5 Extrem North Europe Haley clit Berjo Joseph Bert Patrick E evori C i thsi Belle Elene lt Click on the button to display the report Tools Accounting Period Expense Date 29 07 2003 l 2870872003 Tresy International EUROPE Expense categories Tresy International USA LI LJ E CARRENTAL Rent a car E E HOTEL Hotel Motel Other accomodation LJ E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees Tl Show Report Select the From To date by typing them in the corresponding boxes Clicking on the down arrow of the date boxes will display a calendar where you can select the desired date d Today 26 06 2003 If you want to display only certain Expense Categories check the corresponding boxes then press the Show Report button as shown below EXTREM SOFTWARE Page 135 EXTREM User Manual Tools Accounting P
10. it is waiting now for approval Signed the expense report has been signed Approved the expense report has been approved by accounting Rejected the expense report has been rejected Work the employee works on the expense report but he hasn t finished it yet Several options are available before approval k Errors the program will check the errors and warnings which can be Missing or wrong date Expense category wrong value not in lookup table Expense limits exceeded warning Currency wrong value not in currency table Accounting information 2 3 wrong value not in lookup table Job Number wrong value or employee not authorized to charge on this job eS EXTREM will compare the taken advances with the advances reported on this expense m and will display the next screen EXTREM SOFTWARE Page 58 EXTREM User Manual 2323 11425 Charbonnier Thierry Show Advances TAKEN ADVANCES REPORTED ADVANCES Alladvances Non reported advances All Trips i On this report On not approved reports On approved reports 300772003 850 USD 450 00 0 553562 20 01 2003 890 USD 500 00 0 976563 53 11425 24010311 41339 On the left are displayed the taken advances By default the program displays taken and not yet reported advances for the same trip as the expense report Other options are All advances displays all taken advances reported or not All trips displays taken adva
11. pag Mi ci Se M on oo l Double Click on the corresponding line to select it The corresponding Month Year and Closure Number will be displayed in the white boxes above Select one or more companies to display only people belonging to these companies Select one or more expense categories in the expense categories list Click on the Baap employee RLS button to select an employee The program will display only expenses for this EXTREM SOFTWARE Page 140 EXTREM User Manual Employee list DIET WEN i All Employees Present Employees 0 1 Extrem Sotware Usa H 0 2 Extrem Romania a Oo 3 Extrem France 360 Extrem Marseille z 7 350 E strem Informatique 0 230 Grenoble Office Bean Jean Marie 0 220 Lille Office Beier Philippe i 1 310 Lyon Commercial Office Pelee eE o i M 300 Paris Office ei oO 4 Extrem Belgium 0 5 Extrem North Europe Haley clit Berjo Joseph Bert Patrick E evori C i thsi Belle Elene lt Click on the button to display the report Tools Accounting Period Expense Date 29 07 2003 l 2870872003 Tresy International EUROPE Expense categories Tresy International USA LI LJ E CARRENTAL Rent a car E E HOTEL Hotel Motel Other accomodation LJ E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees Tl Show Report Select the From To date by typing them in the correspon
12. this to work EXTREM SOFTWARE Page 18 EXTREM User Manual 2 7 Configuration Vendors The following screen is used for vendors configuration Vendors Vendor List Nate Email Ades Address 1 Ades 2 AIF FRANCE AF 456 255 American Express CAR RENTAL Carlzon Wagon Lit Rental car CAR RENTAL Hotel Motel etc TRAWEL AGENT HAAS CAR PENTAL Train Company HOLIDAY INN HOTELS Travel agent IEIS HOTELS NOVOTEL HOTELS SNCF The information needed is Vendor Number Vendor Id Vendor name name of the vendor Vendor type information saying what it sells user defined Email Address vendor email address Vendor Account if you use a specific account number for each vendor in your accounting system see Configuration Account distribution Address 1 2 Vendor address 2 parts Zip Code postal code City vendor s city Country vendor s country Contact the name of your contact Phone vendor s phone VVVV WV VVVVV WV How to use this screen New vendors Use the last empty line to enter new vendors be sure the vendor code is not already in the list Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid Cancel modifications press ESCAPE to cancel modifications for the current cell Press
13. 00 120 00 300 1133 ALBIN ILHAM 1133 100 00941 150 150 2 200 PERSCAR Personal car 01 02 2004 EUR 120 00 120 00 300 1133 ALBIN ILHAM 1133 100 00941 150 xx150 2 200 PERSCAR Personal car 01 02 2004 EUR 120 00 120 00 300 10958 Bobo Maman 10958 100 A4501 121 KX180 2 200 Total PERSCAR 20 755 45 You can choose the period either by Accounting Month Year and Closure number or by Expense date by clicking on the appropriate button in the Tools window If you chose the first option you can select the desired period by typing the Month Year and Closure from to in the corresponding boxes Click on the arrows lt lt or to go backward or forward Click on the button to display a list of all the closures like shown below Tools Accounting Period Expense Date ace Acc Month rear mse categories 29r 07 2002 LHRENTAL Rent a car ef Ob 2002 ITEL Hotel Motel Other accomodation 30 05 2002 HER All other expense types 106 200 FANSPORT Plane Train Bus Other tran 24 04 2002 24 03 2002 0170372002 19 02 2002 eh Gi fe on on M Double Click on the corresponding line to select it The corresponding Month Year and Closure Number will be displayed in the white boxes above Select one or more companies to display only people belonging to these companies Select one or more expense categories in the expense categories list Click on the bmg employee
14. Advance 2002 300 1000 Abby Cay GBP Cash 13 04 2004 150 00 Company 900 00 Advance 2003 300 1123 Bares Bernard 1 Manual reimbursements are reimbursements done for one employee at a time either paid by the company or by the employee Click on the employee line to choose the employee and then click on the button to start the process EXTREM SOFTWARE Page 61 EXTREM User Manual Reimbursement 11 10054 Alby Cay Amount To Transfer f 500 00 Due Employee Currency Amount Exchange rate T Payment Mode Check Mumber Paid by nsnsnnnunununnunnnnnnnnnnn pee eee eer errr e errr eter errr e rere rere errr reer rere terete rire LLLLLELELELLLELLLLLLLELELELELLLILLLLLLLELELETELLLLLLLLLELELELLLELLLLLLLELELELLLE LLLLLLELELELLLLLLLLLLLELELELELLLELLLLLELELELELETELLLLLLLELELLLELELLLLLLLELELELLLLLELLLLLELELE 1 000 00 7 000000 7 000 00 Cash Company PEEP See eeeeeneeeeeneeeneneesnenensnmenenes EEC EE TYEE IO OEE IOIOEEITIEEGY vos ve seen ececcncececncccscncecccnccuscncaugdaccusenvaugencausneacgencauscavacsacauscasaugeaeauscnsauggacauscacaugcacauscavauedssanscareussncaugcarauesaraugcarergsavergsars Cee ee eee eae ee eee ee ee EOE eROeEOE ROE Oe Rae ena a area aaa eee eee O Oe ea ane E ean ae ee Se eeSGaeaeeaaaae nS anae ee Saaeeeeaaeeneaaaaneaaaaeesesaeensanees a fF 4500 00 Several lines are available to describe the whole transaction You can use any currency click on the currency column with the right button of the mouse
15. Bernard 1022004 300 11238 1102041 12227 ExpenseReport AMEX American Express 100 00 Parking 300 11236 Bares Bernard 11022004 300 11236 110204112227 ExpenseReport AMEX American Express 120 00 Personal car 300 11233 Bares Bernard 1102 2004 300 11238 110204112227 ExpenseReport AMEX American Express 5 60 00 Hotel 300 11238 Bares Bernard 11 02 2004 300 11238 110204120232 ExpenseReport AMEX American Express 4 60 00 Car Rental 300 11238 Bares Bernard 11022004 300 11238 110204120232 ExpenseReport AMEX American Express 100 00 Farking 11238 Bares Bernard 11 02 2004 300 11238 110204120232 ExpenseReport AMEX American Express 120 00 Personal car 300 11233 Bares Bernard 1102 2004 8 300 11238 1102041 20232 ExpenseReport AMEX American Express 16 720 00 IBIS 10 143 03 Hotel 300 11238 Bares Bernard 102004 300 11236 160204190213 ExpenseReport IBIS 10 143 03 You can choose the period either by Accounting Month Year and Closure number or by Expense date by clicking on the appropriate button in the Tools window If you chose the first option you can select the desired period by typing the Month Year and Closure from to in the corresponding boxes Click on the arrows dez or to go backward or forward Click on the button to display a list of all the closures like shown below Tools Accounting Pernod Expense Date Accounting Periods Acc Acc Closure ry Month fear Number nse categories 1 24 07 2002 LHRENTAL
16. Comment 300 10153 Carrie Malcolm 1 456 My pass 0105 2003 10 07 2010 Ikjlkjl BE Belgique WORK 0104 2003 01 07 2003 Bruxelles Work Bruxelles BE Belgique TOURIST 01 05 2003 01 08 2003 Li ge Work Li ge 2 789 Second pass UK United Kingdor vVORK 0104 2001 01 07 2001 London No Comment RO Romania WORK 01 07 2001 0140 2001 Bucarest Romania A model of this file is supplied on the installation disk directory ImportFiles PassportsandVisas xls EXTREM SOFTWARE Page 39 EXTREM User Manual 2 19 Configuration Check List Template This screen will allow defining a template for your trip check lists You can use it as a model to define a check list for every trip Check List Template Check List Template Te Check Category fol What To Check E ani Comment rt Check Category MEDICAL Visite Medicale MEDICAL el MEDICAL Ordonnance EsPATRIATION B MEDICAL BCG PAPIER CHANTIER ESI MEDICAL YWacocins NAN TERRE o MEDICAL Certificat Hov gian 4 DONNER MEDICAL Carte SOS o EsPATARAIATION Mationalit Fal EXPAT ARIATION Validite Passeport TEMPTATION merek T ecriciern Obligatoire pour chaque voyage m e m On the right side of the screen you have the check list categories which you can define as needed by your company On the left side you define your check list line by line The information to enter is Check Category enter here the category as defined in the table on the
17. Dith Date Deparment 14 Receivables Accounting Funchon Contract TVpe Date In 11 06 2003 Date Qui Emal Address bhogdan paladaa wanadoo tr Nationality Apnrover 300 1000 Harant Patrick Home Address Phones Cel Phones Faxes Documents Visas Doc Humber Description Validity 10 07 2010 Belgique 01042003 010772003 Bruxelles Ooo O o o e oe ee e semps OO eaka wore onanan oreo foran a Medical File Checkup Hame Comment Last Trips wwa Pw Ce pree oaa sra O s O rlon fontenn oreseooa rosa a O Importing Employees importing from an excel file Prepare an Excel file using the supplied template EmployeeList xls Click on the tmport button importing from an external source Click on the button and then double click on the employee you want to import EXTREM SOFTWARE Page 11 EXTREM User Manual 2 3 Configuration Clients The following screen is used for client configuration w Clients Seles Client List 56010 STUART LTD 10 Downing Street London WAT 4564 56020 DEEPSEA LTD AUSTRALIA 101 Nomay Avenue 45 BOM 2 Sidney AUSTRALIA 56100 STUART PARIS 56220 SELENA TABON 56231 SMAC ATHENES The information to be entered 1s Client Number client code Client Name client name Address 1 address first part Address 2 address second part City city Country country Postal Code postal code VAT number VAT Number uo on this screen Pant Print t
18. LJ E CARRENTAL Rent a car E E HOTEL Hotel Motel Other accomodation LJ E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees Tl Show Report Select the From To date by typing them in the corresponding boxes Clicking on the down arrow of the date boxes will display a calendar where you can select the desired date d Today 26 06 2003 If you want to display only certain Expense Categories check the corresponding boxes then press the Show Report button as shown below EXTREM SOFTWARE Page 144 EXTREM User Manual Tools Accounting Period Expense Date m Jeo fe 7 2003 e o Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar E E HOTEL Hotel Motel Other accomodation e FH Fork Hotel O TRANSPORT Plane Train Bus Other tran Employees ae Show Report If you want to select certain accounting codes in this example Job Number Department Number Project Cost Code type the desired code in the corresponding box then press as Shown below Tools Accounting Period A Expense Date e Joz p pw e Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar C E HOTEL Hotel Motel Other accomodation e FH Forf Hotel HOTEL Hotel E E OTHER All other expense types O amp TRANSPORT Plane Train Bus Other tran Employees a Show Report Y
19. Marseille 12 09 2003 08 00 18 09 2003 16 00 Return Ticket Expense Type Description PLANE Plane fare Expense Description automatically filled in by the program City From Country From City To Country To automatically taken by the program from the Travel Request List you can change them if needed Departure Date automatically filled in by the program with data taken from the Travel Request List Departure aprox Time departure approximate time Return Date fill in this information only if you want a RETURN TICKET ex plane to go plane to come back Type F5 to take the Return Date from the Travel Request List If for example you travel by plane to Marseille then by train to Nice then back to Paris by plane your requests should be as shown below Travel Request 50 Tickets gt Plane Train Other Transportation presale Return Expense Expense ae ot Departure tee Uee City From City TO fete nae Return Date les Employee Comment Travel Office Comm PLANE Plane fare Paris Marseille 12 09 2003 08 00 One way ticket TRAIN Marseille FA Nice FR 12 09 2003 11 00 Train to Nice PLANE Plane fare Nice FRA Panis FR 18 09 2003 18 00 AMAHA Return Time return approximate time Employee comment type here your comment 1f you have one EXTREM SOFTWARE Page 52 EXTREM User Manual 3 Requests for hotel reservation or car rental for each Travel Request When you
20. Number textbox will display all expenses for all Job Numbers beginning with 61 Expense Report List Print Selected Show Exp Report 183 Expense Reports z Employee Name Report Number a gt Geen 300 11537 280204112227 Dinter Michel 300 11257 27020411 20235 BLAU OLIve 300 11661 27020411 20233 Cler Michel 300 11 251 27020411 20234 BLAU OLIve 3000 11661 2702041112227 Devalho Cici 300 11059 2602041 20235 Blanche Neige 300 11524 26020411 20233 Claire Regis 300 11 342 26020411 20234 Blanche Neige 300 11524 2602041112227 Destray Lubin 300 11533 250204N 20235 Billy Crawford 300 11341 2502041 20233 CHOISY MARC 300 2007 0 25020411 20234 TOOOOOODOO0OO0OO00 m mom d d o d e M ee eae oe Double Click on one line or press the button to display the corresponding expense report Select one or more expense reports by checking the first cell on the corresponding line Select Deselect all by pressing the Select button Once you selected one or several lines you can print the corresponding ANCA expense reports by pressing the Print Selected button Other options on this screen are EXTREM SOFTWARE Page 137 EXTREM User Manual Show details shows all expenses for each employee shows only totals by employee Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the com
21. OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees Tl Show Report Select the From To date by typing them in the corresponding boxes Clicking on the down arrow of the date boxes will display a calendar where you can select the desired date d Today 26 06 2003 If you want to display only certain Expense Categories check the corresponding boxes then press the Show Report button as shown below EXTREM SOFTWARE Page 150 EXTREM User Manual Tools Accounting Period Expense Date m Jeo fe 7 2003 e o Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar E E HOTEL Hotel Motel Other accomodation e FH Fork Hotel O TRANSPORT Plane Train Bus Other tran Employees ae Show Report If you want to select certain accounting codes in this example Job Number Department Number Project Cost Code type the desired code in the corresponding box then press as Shown below Tools Accounting Period A Expense Date e Joz p pw e Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar C E HOTEL Hotel Motel Other accomodation e FH Forf Hotel HOTEL Hotel E E OTHER All other expense types O amp TRANSPORT Plane Train Bus Other tran Employees a Show Report You can use wildcards for your selection example EXTREM SOFTWARE Pa
22. Reimbursement REIMB 17 0204165749 300 20239 CHICHA ALI EUR Cash 1022004 300 00 Company 41 200 00 Advance 1661 2300 11233 Bares Bernard EUR Cash 1022004 2 500 00 Employee 43 700 00 Reimbursement REIMNB 180204122908 300 31802 Dubois Aude EUR Cash 102004 2500 00 Employee 46 200 00 Reimbursement REIMB 180204122932 300 324273 DUR JACQUES OLIVIER EUR Cash 1022004 50 00 Company 46 150 00 Advance 1663 300 1133 ALBIN ILHAM Choose the transaction type Cash or Bank in the first list select the currency in the second then type the amount in the corresponding case and click on the button Type a positive amount when you make a deposit a negative one when you withdraw money Other options on this screen are Print prints the report that is displayed Mail mails the report that is displayed Export to Excel exports the list to Excel Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 148 EXTREM User Manual 6 16 Analysis tools Travel Analysis This report shows the expenses grouped by vendor travel agent filtered by different criteria such as the Expense category City From City To Vendor or Travel Agent etc Travel Analysis Report Accounting Month From 2 2004 5 To 4 2004 1 Ta UT Day Amount Expense Cay From City To Date Ticket Comp Employee Nicht Vendor Na anions EUR description Type Number Number Employee Name Report PO Number CO
23. Rent a car ef 062002 ITEL Hotel Motel Other accomodation 30 05 2002 HER All other expense types 105 2002 FANSPORT Plane Train Bus Other tran 24 04 2002 24 03 2002 01 03 2002 19 02 2002 f 5 5 4 3 2 Double Click on the corresponding line to select it The corresponding Month Year and Closure Number will be displayed in the white boxes above Select one or more companies to display only people belonging to these companies Select one or more expense categories in the expense categories list Click on the bmg employee eS button to select an employee The program will display only expenses for this EXTREM SOFTWARE Page 143 EXTREM User Manual Employee list DIET WEN i All Employees Present Employees 0 1 Extrem Sotware Usa H 0 2 Extrem Romania a Oo 3 Extrem France 360 Extrem Marseille z 7 350 E strem Informatique 0 230 Grenoble Office Bean Jean Marie 0 220 Lille Office Beier Philippe i 1 310 Lyon Commercial Office Pelee eE o i M 300 Paris Office ei oO 4 Extrem Belgium 0 5 Extrem North Europe Haley clit Berjo Joseph Bert Patrick E evori C i thsi Belle Elene lt Click on the button to display the report Tools Accounting Period Expense Date 29 07 2003 l 2870872003 Tresy International EUROPE Expense categories Tresy International USA LI
24. User Manual 3 5 Expense reports accounting approval When choosing Expense reports Approve the program will display the following screen Expense Report Check errors Check advances Approve Reject Show Trips Save VAT Type Company Name EXPENSE REPORT Employee Name Rep Desc Trip Trip date Trip Scope Expense Curre Price Amount WAT WAT Vat Vat Exch rate He Num ai Job i Dept Activity Fie 1 2 a 4 5 g T 2 5 Total Due To Employee Total patch by companys F F Anne Rae S S a Ready Click on the K approval Expense Reports DE p I ay Mot approved reports Approved reports Signed reports 7 1 Extrem Sotware Usa Alc fb D 2 Estrem Romeris Expense Reports to be Approved 3 Extrem France Report Humber Das Status Description 030 L L ne Estrem Marseille 4 J 350 Extrem Informatique PY Jai acht des cadeaus 330 Grenoble Office ALBIN ILHAM 300 1133 2303041141950 23 03 2004 0 220 Lille Office Bares Bemard 300 11238 270304 70157 27 03 2004 et 0 310 Lyon Commercial OF fa BIN ILHAM 300 1133 0404041180455 04 04 2004 MARAN Invitation clients L Fe 300 Paris Office br Ti B Bares Bernard 300 11 238 1804041797 553 18 04 2004 B le WVeses d pense Pour mon voyage Click on the right button to hide display the company list Click on one or more companies to displ
25. a 2004 300 11239 Barbe Bleu 1935 300 Paris Office EE 300 11239 Barbe Bleu 1935 p TJ Beten Beleii MO 200 11304 Bert Patrick 1936 C E Extrem North Europe 2011 300 11304 Bert Patrick 1936 Ate 200 11026 Couazin Eric 1937 EAE 300 11026 Couazin Eric 1937 AEM 200 31802 Dubois Aude 1939 1804 2004 GBF 150 00 1 537279 230 59 Cash 13 04 2004 USD 100 00 0 953562 36 36 Cash 13 04 2004 EUR 2 00 1 000000 2 00 Cash 13 04 2004 GEF 150 00 Paone 230 53 Cash 1870472004 EUR 200 00 1 000000 200 00 Cash 19 04 2004 USD 100 00 0 953562 96 36 Cash 13 04 2004 EUR 150 00 1 000000 150 00 Cash 13 04 2004 EUR 550 00 1 000000 550 00 Cash Bre a aa MaMa NM AdvanceRequests Show All Show Not Processed Eo Lo Add To Advances See Travel Requests Requested Advances Processed ee Trip Trip Date Company Employee Employee Name Curreric Amount Pap Employee Comment Travel Office Comment E r Nol W e Number E Number Number pee 4 Mode ee 95 1940 10 04 2004 300 1133 ALBIN ILHAM Flee ROO Check Double click on the requested advance or press the Add To Advances button to add it on the advance list Once it is added to the list the first cell on the line will be checked showing that this request was processed If you press this button the program will display a window allowing to process the purchase orders that is to add the requested items to the Purchase Orders List Typically you do th
26. ea 11055 Assa Seed Companies H00 Asyme Malain 11315 Altira Minar 4095 AUBRY VALERIE Double click on the desired employee to add him her to the user list EXTREM SOFTWARE Page 16 EXTREM User Manual 2 6 Configuration Currencies The following screen is used for currency configuration Currencies Currencies Base Exchange Cash C t Cash Initial Currency Country Currency Description Rate to Base Last Updated T AIEN Bal ma Petty Cash Account Cash Log Account es No Currency alanice alance cs hi AED EM ARABES UNIS Mor DIRHA O259646 16 12 2003 600 00 0 00 EmploveeCompany amp 1050 EmploveeCompany amp ADA ANGOLA Mor KWANZA 0 016362 16 12 2003 EmploveeCompany amp 1051 E mployeeCompany amp zM AZERBAIDJAN Mon MANAT D AZARBA 0000197 167 1272003 0 00 0 00 EmploveeCompany amp 1050 EmploveeCompany amp CHF SUISSE Mon FRANC SUISSE 0 60423 16 12 2003 LBS Hie 666 95 EmployeeCompany amp 1051 EmployeeCompany amp CHY CHINE Nor CHIME YUAN 0 115206 030272003 620 50 165 50 EmployeeCompany amp 105 EmployeeCompany amp C4K TCHEQUE R p Nor COURONNE TCHE 0 031669 03 02 2003 2 120 00 670 00 E mployeeCompany amp 1051 E mployeeCompany amp DEK DANEMARK Mon COURONNE DANC 0 134611 03 02 2003 EmploveeCompany amp 1051 E mployeeCompany amp DZD ALGERIE Mon DINAR ALGERIEN 0 011981 030272003 0 00 0 00 EmploveeCompany amp 1050 EmployeeCompany
27. employee button to select an employee The program will display only expenses for this Employee list Display ETE 1 Extrem Sotware Usa Employee lict o o E 2 Extrem Romania Company Employee a a O 3 Extrem France teca Employee Name Present ve J 360 Extrem Marseille 350 Extrem Informatique J 330 Grenoble Office Bean Jean Marie 220 Lille Office Beier Philippe C 310 Lyon Commercial Office Bella Pierrette 4 300 Paris Office 3 O 4 Extrern Belgium 0 5 Extrem North Europe Beller Anna Beno Joseph Bert Patrick Belle Elene E oe vori C I ilesi EXTREM SOFTWARE Page 115 EXTREM User Manual Tools Accounting Period Expense Date 29 07 2003 J Tresy International EUROPE H Expense categornes DD Tresy Intemational USA E CARRENTAL Rentacar E HOTEL Hotel Motel Other accomodation E OTHER All other expense types uE TRANSPORT Plane Train Bus Other tran Employees a Show Report Select the From To date by typing them in the corresponding boxes Clicking on the down arrow of the date boxes will display a calendar where you can select the desired date juillet 2003 click on the Show Report Report button Clicking on the you can select one as shown below Currencies Currency LIST AED EJ ARABES UN DIRHAM ANGOLA KWANZA AZERBAIDJAN MANAT D AZARBAIDJAN SUISSE FRANC SUISSE CHINE CHINE YUAN TCHEGUE
28. history for more details The following transactions affect CASH position for the respective currencies advances paid in CASH manual reimbursements paid in CASH The following transactions affect BANK position for the respective currencies advances paid by check or bank transfer manual reimbursements paid by check or bank transfer automatic reimbursements Use Vendor Invoicing If yes the program allows users to input invoices for each purchase order See Vendor Invoicing for more information Use Expense Report Signature If yes electronic signature will be required before the expense report is submitted to accounting department for approval Send Mail For Expense Report Signature If yes a mail will be sent to the employee s approver each time an Expense Report 1s POSTED submitted by an employee for approval Use Travel Request Signature If yes electronic signature will be required for each travel request EXTREM SOFTWARE Page 34 EXTREM User Manual Send Mail For Travel Request Signature If yes a mail will be sent to the employee s approver each time a Travel Request is POSTED submitted by an employee for approval Accounting users the number of the accounting module users If more than one the program implements a protection mechanism to prevent them from doing duplicate operations such as reimbursements Date Format either European format dd MM yyyy or American format MM dd yyyy Default lang
29. key Update data type directly the new information Save modifications click on a different row in the grid Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL z to cancel the whole row Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click the button Excel has to be installed on the computer in order for this to work Update information click the button this will update the personal list with all the changes of the expense types list EXTREM SOFTWARE Page 23 EXTREM User Manual 2 10 Configuration Electronic bank transfer The following screen is used to configure the electronic bank transfer Electronic bank transfer configuration Firstrecord Field Description Address Length Content Record Code L 1 2 03 Operation Code 3 2 02 Emitter Code 13 6 326062 Execution Date 26 5 Date 4 Company Name 31 24 EXTREM SOFTWARE Creation date 55 5 Date Other 60 2 PD Euro gl E Code guichet oF 5 1234 Account Number g2 11 1234567890 Bank Code 150 5 30004 Blank 155 6 Blank This configuration consists in the description of the Electronic Bank Transfer file What you need to configure 1s gt Field description brief description of the field gt Address the position of the first character of this field gt Length field length gt Content content of the field
30. put the date of the previous expense plus 2 days or minus 2 days Ifthe Date cell contains 1 or 2 or 3 the program will put the date of the previous expense plus I day or 2 days or 3 days etc The Date cell will be filled when you press the Check Errors or Save button EXTREM SOFTWARE Page 41 EXTREM User Manual Paid By Employee or Company Expense detail expense type as defined in the database Type one or more letters of the desired expense type the system will look it in the database and select the first corresponding code for Advances type Advance or simply A uppercase or lowercase does not matter You can also display the list of the expense types by clicking on the small button in this cell or right clicking in the cell the select the desired expense type by double clicking on it The authorized expense limits and justifications are those defined for the person making the expense report if there are for this person if not they are the general limits defined for the company EXPENSE CATEGORIES ane Expense a Lint Per Justit Expense Type Expense Description e Amount mE Reed Jusht Over BAC BREAKFAST DHL DINNER EXCHANGE FR GIFT GM Ele HOTEL LAUNDRY LUNCH MISC OT PAREING Bank Account Commission Breakfast DHL Dinner Exchange rate Forfait repas Small gift Group Meals Gas Petrol Hotel Laundry Lunch
31. request Close Request After a Travel Request was processed you can close it Closed Travel Requests will be transferred to a historical table when the Periodic Closure procedure will be executed Travel Requests are automatically closed when the corresponding Trip is closed Process Advances If you press this button the program will display a window allowing to process the advances that is to add the requested advances to the Given Advances List Typically you do that when you actually give the advances to the person who requested them either by cash check bank transfer Trans To travel Agent Pressing this button will do a lot of work for you it prepares the purchase order lines corresponding to this travel request see Purchase Orders for more information it prepares the Transmittal to Travel Agent that is the global Purchase Order to be sent to the travel agent see Transmittal To Travel Agents for more information EXTREM SOFTWARE Page 94 EXTREM User Manual Advances Ee ennivese Shaw 0 1 Extrem Sotware Usa j 0 2 Extrem Romania All Employees 0 3 Extrem France Advance Company Employee gas Exchange Amount Base pee J 360 E strem Marseille Number Number Number Employee Name Trip N Type Cawsey Auret rate Currency Mode UJ 350 Extrem Informatique D 230 Grenoble Office CF 220 Lille Office 2003 300 11238 Bares Bernard 1933 CJ 310 Lyon Commercial Office
32. the vendor code here or right click in the cell and the select it in the displayed list EXTREM SOFTWARE Page 43 EXTREM User Manual VENDORS HOIN Hotel HOLIDAY INN HOTELS IBIS Hotel IBIS HOTELS MAR Hotel Mariott Hotels MOYOTEL Hotel NOVOTEL HOTELS SOFITEL Hotel SOFITEL HOTELS AF Plane AIR FRANCE BA Plane British Arw ays Co Plane CONTINENTAL DELTA Plane DELTA AIRLINES SOUTHEAST Plane SOUTHEASH AIRLINE l UNITED Plane UNITED AIRLINES AMIS RENTCAR CAR RENTAL HERTZ RENTCAR CAA RENTAL Job Company Job Number company and job number Right click in the column will display a list of jobs where you can select The 2 following columns represent accounting codes defined by your company They will be different from one company to another Check with your accounting department for a list of these codes In this example we took the Department Number and the Activity Code Department Number department number Right click in the column will display a list of departments where you can select Activity Code activity code Right click in the column will display a list of activities where you can select Comment comment or complement of information To make an expense report take the following steps Click on the New button to begin a new expense report If there are trips for you the system will display the list of your trips Trips for 300 11238 Bares Bernard m TRIPS TN SS per Dep Date Ret
33. to configure a trip in the system For this use the following screen Trips TAIl Employees 1963 1564 1568 1969 1970 121 300 300 Pent ee pretesn 11238 rl244 rl244 i244 1000 Bares Bernard PALARAN BO Palaran Bogdan Palaran Bogdan Harant Patrick 10 07 2004 Voyage d atfares 4 Marseille 10 05 2004 20 03 2005 20 03 2005 R union Londres Reunion de projet hk lil Marseille London Bombay Marseille FR UK 10 07 2004 15 07 2004 20 03 2005 20 03 2005 10 06 2005 i Trip Travel Number Open Request rele ae EE Employee Name Trip Date Trip Description City To a ae Ne Seal un aie auta Number gel amaer ate ate 15 07 2004 18 07 2004 20 03 2005 20 03 2005 15 05 2005 10 05 2005 kjkhkjhk Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies The information in this table is gt Trip Number unique trip number given by the system gt Open Yes No the trip is open or not closed trips will be moved from this list to a history table when the next closure will take place gt Trip Date date of the trip two formats are accepted dd MM yyyy or MM dd yyyy depending on the DateFormat option defined in your INI file Travel Request Number the travel request number see Travel Requests chapter If you add a trip directly in this lis
34. 0 HAMES i 950000 105 ULSO5 EXTREM SOFTWARE Page 25 EXTREM User Manual gt Acc2Type Acc3Type accounting type 2 3 type of the accounting information as defined in the accounting tables see Configuration Accounting Tables gt Expense type the expense type as written on the expense report Hotel Plane Dinner etc see also Configuration Expense Types gt Account Debit Account Credit the account numbers debit and credit here you can use Excel like formulas with some key words that are explained below EmployeeAccount the employee account number as defined in the employee configuration see Configuration Employees VatAccount account number for VAT as defined in the currency configuration see chapter Configuration Currencies AcclCode Acc2Code Acc3Code accounting codes 1 2 3 these data appear on the expense reports in the three columns before the last one Amount the amount to be used you can use the following key words VatOnly the VAT amount VATExcluded the amount without VAT VATIncluded the amount including VAT Currency the currency to be used you can use the following key words Currency use the currency of the transaction DefaultCurrency use your base currency Subledger the subledger number you can type a number like 456 XXX 789 or you can type an Excel like formula using the following key words Employe
35. 0 00 3 i F V User PO reference user PO number filled automatically by the program when you select the PO you can change it manually afterwards Vendor number vendor number filled automatically by the program when you select the PO you can change it manually afterwards Vendor name vendor name filled automatically by the program when you select the PO or the vendor number Currency the invoice currency filled automatically by the program when you select the PO you can change it manually afterwards it must be the same as the PO currency Amount the invoice amount filled automatically by the program when you select the PO you can change it manually afterwards Exchange Rate exchange rate to your default currency filled automatically by the program when you select the PO you can change it manually afterwards gt Amount base currency the invoice amount in your base currency it is automatically calculated by the system and recalculated each time you change the currency or the amount or the exchange rate gt Company number the company number gt Employee number the employee number Vv WV V WV v EXTREM SOFTWARE Page 91 EXTREM User Manual gt Employee name automatically filled in by the program when validating the employee number gt Comment the user comment if any How to use this screen E New invoices Use the last empty line to enter new invoices The first thing to do i
36. 002004 HOTEL Hotel USD 150 00 143 03 2 2004 300 11238 18020 1755 Meeting in London 300 11233 Bares Bernard 10 03 2004 HOTEL Hotel USD 100 00 95 56 2 2004 300 11238 18020 1755 Meeting in London 300 11236 Bares Bernard 10032004 DINNER Dinner EUR 25 00 25 00 2 2004 300 11238 18020 Total trip 1755 2 291 38 You can choose the period either by Accounting Month Year and Closure number or by Expense date by clicking on the appropriate button in the Tools window If you chose the first option you can select the desired period by typing the Month Year and Closure from to in the corresponding boxes Click on the arrows lt lt lt or to go backward or forward Click on the button to display a list of all the closures like shown below Tools Accounting Period Expense Date Closure _ Number Acc Month Yea nse categories RRENTAL Renta car ITEL Hotel Motel Other accomodation HER All other expense types ANSPORT Plane Train Bus Other tran ede 2002 ef Ub 2002 3070572002 17705 2002 grig 200 29032002 0170372002 19 02 2002 Mer 0 amp tn on oo Double Click on the corresponding line to select it The corresponding Month Year and Closure Number will be displayed in the white boxes above Select one or more companies to display only people belonging to these companies Select one or more expense categories in the expense categories l
37. 004 USD 100 00 0 955562 95 36 1818 2 2004 H 300 11527 AMAR RACHID 1965 19022004 EUR 150 00 1 000000 150 00 1818 2 2004 H 300 31107 DURENE ALAIN 1954 18022004 GBF 100 00 1 537279 153 73 1912 2 2004 300 31107 ODURENE ALAIN 1583 Woe 2004 USD 250 00 0 953562 2356 39 1912 2 2004 300 11278 ELY Marie 1982 16 02 2004 EUR 100 00 1 000000 100 00 11278 300 11278 160204N202 2 2004 300 11278 ELY Marie 1981 16 02 2004 EUR 50 00 1 000000 50 00 11276 300 11278 1602041202 2 2004 Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies Deleted advances are displayed in RED Accounting Period __ Advance Date yoy can choose the period either by Accounting Month Year and Closure number or by Advance Date by clicking on the corresponding button If you chose the first option you can select the desired period by typing the Month Year and Closure from to in the corresponding boxes Click on the arrows lt lt lt or to go backward or forward Click on the button to display a list of all the closures like shown below Taken advances Feneivees ae Accounting Periods Acc Acc Closure nane ran Take 20 H 4 04 04 2004 i 2004 3 2 20 03 2004 Accounting Month sq 3 1 20 03 2004 2004 2 6 19 02 2004 Comp Employee Advance aoa 2 Ue oa Acc Acc 4 i Employee Name 11 Advance date Currency 2004 2 4 16 02 2004 Report
38. 04 300 1133 010204163500 ExpenseReport 2 000 00 4 000 00 Employee i 300 1133 ALBIN ILHAM 01 02 2004 300 1133 010204163945 ExpenseReport 10 00 3 990 00 Employee 300 1133 ALBIN ILHAM 01 02 2004 300 1133 010204164201 ExpenseReport 10 00 3 980 00 Employee i 300 1133 ALBIN ILHAM 1F 02 2004 REIMB 1 70204165552 Reimbursement 3960 00 Company 0 00 Bank transfer 300 1133 ALBIN ILHAM 01 02 2004 300 1133 010204164508 ExpenseReport 10 00 10 00 Company 300 1133 ALBIN ILHAM 01 02 2004 300 1133 010204112225 ExpenseReport 10 00 20 00 Company 300 1133 ALBIN ILHAM 01 02 2004 300 1133 010204112502 ExpenseReport 10 00 30 00 Company 300 1133 ALBIN ILHAM 01 02 2004 300 1133 010204120232 ExpenseReport 10 00 40 00 Company 300 2084 ANDRIES ALAIN ow02 2004 300 2084 030204163134 ExpenseReport 2 000 00 2 000 00 Employee 300 2084 ANDRIES ALAIN O3 02 2004 300 2084 0302041163500 ExpenzeReport 2 000 00 4 000 00 Employee 300 2084 ANDRIES ALAIN ow02 2004 300 2024 030204 1639438 ExpenseReport 10 00 3 990 00 Employee 300 2084 ANDRIES ALAIN ow02 2004 300 2084 030204164202 ExpenseReport 10 00 3 960 00 Employee 300 2084 ANDRIES ALAIN 1F 02 2004 REIMB 170204165552 Reimbursement 3 920 00 Company 0 00 Bank transfer Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies By default the program displays history for the current period for all employees Employee list C 1 Ext
39. 052002 HER All other expense types 2002 1065 2002 FANSPORT Plane Train Bus Other tran 2002 24 04 2002 2002 24 03 2002 2002 0170372002 19 02 2002 eh 0 amp tn on oo Double Click on the corresponding line to select it The corresponding Month Year and Closure Number will be displayed in the white boxes above Select one or more companies to display only people belonging to these companies Select one or more expense categories in the expense categories list Click on the bmg employee LS button to select an employee The program will display only expenses for this EXTREM SOFTWARE Page 149 EXTREM User Manual Employee list DIET WEN i All Employees Present Employees 0 1 Extrem Sotware Usa H 0 2 Extrem Romania a Oo 3 Extrem France 360 Extrem Marseille z 7 350 E strem Informatique 0 230 Grenoble Office Bean Jean Marie 0 220 Lille Office Beier Philippe i 1 310 Lyon Commercial Office Pelee eE o i M 300 Paris Office ei oO 4 Extrem Belgium 0 5 Extrem North Europe Haley clit Berjo Joseph Bert Patrick E evori C i thsi Belle Elene lt Click on the button to display the report Tools Accounting Period Expense Date 29 07 2003 l 2870872003 Tresy International EUROPE Expense categories Tresy International USA LI LJ E CARRENTAL Rent a car E E HOTEL Hotel Motel Other accomodation LJ E
40. 2 103 104 105 in table Account2 and the codes UL802 UL803 UL804 UL805 in table Account3 The screen used for this configuration is the following Accounting lables Co pipura ration Change Table Names Department TS OU Management Oui U2 Accounting Oui O23 Sales Oui 031 Technical Management Oui The information to be configured is gt Code the accounting category code gt Description the accounting category description gt Type the accounting category type gt Open if itis still valid or not type Y for Yes and N for No EXTREM SOFTWARE Page 31 EXTREM User Manual How to use this screen New lines Use the last empty line to enter new configuration Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid or click on the Save button Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL Z or click on the Paacek button to cancel the whole row Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click the EXCEL for this to work Change table select the desired table in the combo box above Change table names click on the Change table names button
41. 3 ALBIN ILHAM 1133 2004 1133 ALBIN ILHAM 1133 2004 11527 AMAR RACHID 11527 2004 11527 AMAR RACHID 11527 2004 11527 AMAR RACHID 11527 2004 2084 ANDRIES ALAIN 2084 2004 l 2084 ANDRIES ALAIN 2084 2004 2084 ANDRIES ALAIN 2084 2004 11566 A0550 MARIELLE 11566 2004 11566 A0550 MARIELLE 11566 2004 11566 A0550 MARIELLE 11566 2004 1157 ARBAGIC BATIR 11577 2004 1157 ARBAGIC BATIR 11577 2004 1157 ARBAGIC BATIR 11577 2004 i 11085 Assa Seed 11065 2004 11085 Assa Seed 11065 2004 11065 Assa Seed 11065 2004 11003 Asyme Malain 11003 Accounting Period Expense Date Accounting information 2004 11003 Asyme Malain 11003 Eaa Ta Joe Humber 1 asas ias dena 1 1 Month ear Clos H Month fear Clos H Deranment me wae prc reed wae 42004 _ Activity Code 2004 11315 Attira Minar 11315 2004 11569 Ay Ahmed 11569 2004 11569 Ay Ahmed 11569 5 0 3 Extrem France A C Expense categories z004 11559 Ay Ahmed 11565 1 360 Extrem Marseille CARRENTAL Rentacar 2004 11239 Barbe Bleu 11238 J 250 Extrem Informatique O HOTEL Hotel Motel Other accomodation z004 11239 Barbe Bleu 11239 1 230 Grenoble Office O m MEALS All meals 2004 11239 Barbe Bleu 11239 9 320 Lille Office OTHER All other expense types el ee Eats Beman e QO 310 Lyon Commercial OF O E TRANSPORT Plane Train Bus Other transp S a ee pace H 300 Paris Office F udocque Alai F EE Bef yt 2004 i 10268 Baut Leon 10858 e
42. 36 O Bras Antoine 300 11519 1002041163136 C BRETON POL 300 14132 1102041163136 C BROCART ELLY 300 152081 202041163136 BRUNE LABLONDE 300 1 5041 1 3020411 631 36 O Bruse Marie 300 111671 402041163136 C Cabron Stephanie 300 11 307 1 5020417 657 36 Double Click on one line or press the button to display the corresponding expense report EXTREM SOFTWARE Page 117 EXTREM User Manual Select one or more expense reports by checking the first cell on the corresponding line Select Deselect all by pressing the button Once you selected one or several lines you can print the corresponding expense reports by pressing the Print Selected button Other options on the main screen are Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 118 EXTREM User Manual 6 8 Analysis tools Expenses by accounting category This report shows the expenses by accounting category The accounting categories are described in detail in Configuration Accounting categories and Configuration Accounting distribution This report gives you the information needed to bill your customers Expenses by accounting categories Show Expense Report list Print flail Expenses by accounting category Accounting Month From 4 2004 1 To 4 2004 1 Job Number Department SNY
43. 4 15 06 2004 MT219 444 EXTREM SOFTWARE Page 71 EXTREM User Manual Check the report for errors by clicking on the Check Errors button Expense reports for 300 71 44 PALARAN BO New Jaren J save Pox I osei Clear check Eno Jus remo Name EXPENSE REPORT 300 71244 110704 180121 Employee 300 7124 Name PALARAN BO Rep Desc Trip 1953 __ 01 07 2004 10 07 2004 10 07 2004 Lyon FRO FR Trip Scope Inspection Curre Amount VAT VAT Wat Vat Exch ewe a 1 01 04 2004 Employes DINNER EUR 0 534 MT212 2 01 04 2004 Employee HOTEL EUR 50 00 50 00 MT212 3 01 04 2004 Emplayee DINNER USD 50 00 0 353562 47 68 200 MT212 555 CRO 4 01 04 2004 Employee GM GEF 100 00 1 537273 153 73 200 MT212 555 CAO 5 02 04 2004 Employee LUNCH EUR 25 00 1 000000 25 00 200 MT212 555 Ha a 02 04 2004 Employee PERSCAR EUR 200 0 543 108 60 1 000000 108 60 200 MT212 555 Xa 7 Employes Advance EUR 500 00 1 000000 500 00 The missing information such as the advance date job number and accounting codes will be completed at this moment if possible 1f defined for the TRIP if not you have to enter them manually Save the report into the database by pressing the button An error message will be generated if the expense report already exists in the database It cannot be imported twice EXTREM SOFTWARE Page 72 EXTREM User Manual 4 1 Travel Trips The first thing to do when an employee travels is
44. 5 755 754 754 756 756 757 757 906 906 758 758 EXTREM User Manual Refers to PO Mumber a54 854 899 899 569 869 594 894 546 846 545 845 506 306 EXTREM User Manual 6 4 Analysis tools Non reported advances This report shows the advances older than days taken by employees and not yet reported on an expense report Not reported advances Employees inet Show Report oT Trip Number a Notify Select All Print Mail 7 1 Extrem Sotware Usa Company Private i 2 Extrem Romania EF e Fienet Non reported advances J 360 Extrem Marseille Q 250 Extrem Informatique J 220 Grenoble Office eatin Humber Employee Name Advance date Currency Amount Trip Number Days old pata O 320 Lille Office Fy 310 Lyon Commercial Office 300 11238 Bares Bernard 17 02 2004 EUR 500 00 1604 62 y ace nie 300 41238 Bares Bernard or 42004 EUR 500 00 1933 12 Te aie 300 41238 Bares Bernard 15 04 2004 GBP 150 00 1933 1 1 4 Extrem Belgium 300 11527 AMAR RACHID 1102 2004 EUR 150 00 1818 60 05 Extrem North Europe 300 11527 AMAR RACHID 19 02 2004 USD 100 00 1818 60 Y 300 34107 DURENE ALAIN 19022004 USD 250 00 1912 60 Y 300 31107 DURENE ALAIN 19022004 GBP 100 00 1912 60 y Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies Type the desired number of days in the corresponding
45. 55 EXTREM User Manual gt DatabaseName name of the catalog gt NetworkLibrary dbmssocn if connection to SQLServer via TCP IP gt Server IP address or name of the SQLServer computer gt QueryTimeOut in seconds how long to wait for a query to complete Mail gt MailSystem the mail system you are using possible values are NotUsed if no mail available SMTP smtp mail MAPI for a MAPI compatible system SMTPServer smtp wanadoo fr name of the SMTP server or IP address SMTPPort 25 SMTPSender Travel expense libertysurf com when you send a message from EXTREM this will be the default sender WinSocket gt LaistenPort Number of the IP listen port for the accounting module EXPEDIA gt FirstLineExpediaFile Number of the first line in the Excel file sent by Expedia gt AIR BAVION Correspondance between Expedia Codes and Extrem Codes gt Rail Train Correspondance between Expedia Codes and Extrem Codes gt Hotel Hotel Correspondance between Expedia Codes and Extrem Codes EXTREM SOFTWARE Page 156 EXTREM User Manual 9 Network directories and access rights One network directory 1s concerned gt The directory where you install the programs ex R ExtremSoft the network access rights for this directory are Normal users read only access Some Administrators read write access only for people who have the right to Shut Down local system
46. 63948 ExpenseReport 10 00 3 990 00 Employee i 300 1133 ALBIN ILHAM o102 2004 300 1133 0102041164201 ExpenseReport 10 00 3 980 00 Employee 7 300 1133 ALBIN ILHAM 17 02 2004 REIMB 170204165552 Reimbursement 3980 00 Company 0 00 Bank transfer 300 1133 ALBIN ILHAM O102 2004 300 1133 0102041164508 ExpenseReport 10 00 10 00 Company 300 1133 ALBIN ILHAM 01 02 2004 300 1133 010204 112225 ExpenseReport 10 00 20 00 Company 300 1133 ALBIN ILHAM O1022004 300 1133 0102041112502 ExpenseReport 10 00 30 00 Company 300 1133 ALBIN ILHAM 01 02 2004 300 1133 0102041120232 ExpenseReport 10 00 40 00 Company 300 2084 ANDRIES ALAIN 03 02 2004 300 2084 0302041163134 ExpenseReport 2 000 00 2 000 00 Employee 300 2084 ANDRIES ALAIN 03 02 2004 300 2084 0302041163500 ExpenseReport 2 000 00 4 000 00 Employee 300 2084 ANDRIES ALAIN 03 02 2004 300 2084 0302041163948 ExpenseReport 10 00 3 990 00 Employee 300 2084 ANDRIES ALAIN 03 02 2004 300 2084 0302041164202 ExpenseReport 10 00 3 980 00 Employee 300 2084 ANDRIES ALAIN 17 02 2004 REIMB 170204165557 Reimbursement 3980 00 Company 0 00 Bank transfer 300 2084 ANDRIES ALAIN 03 02 2004 300 2084 0302041112225 ExpenseReport 10 00 10 00 Company 300 2084 ANDRIES ALAIN 03 02 2004 300 2084 0302041164509 ExpenseReport 10 00 20 00 Company 300 2084 ANDRIES ALAIN 03 02 2004 300 2084 0302041112502 ExpenseReport 10 00 30 00 Company 300 2084 ANDRIES ALAIN 03 02 2004 300 2084 0302041120232 ExpenseReport 10 00 40 00 Company 300 2084 A
47. 67 1402041163136 C Cabron Stephanie 300 11 307 15020411 63136 Double Click on one line or press the button to display the corresponding expense report Select one or more expense reports by checking the first cell on the corresponding line Select Deselect all by pressing the peleci A Other options on the main screen are E e Show details shows all expenses for each employee EXTREM SOFTWARE Page 127 EXTREM User Manual shows only totals by employee Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work Right click on a report line if the line belongs to an expense report a menu will appear to display the corresponding report EXTREM SOFTWARE Page 128 EXTREM User Manual 6 10 Analysis tools Expenses by trips This report shows the expenses grouped by trips Expenses by trips Show Details Show Totals Show Expense Report list Company priwe Expenses by trips i Accounting Month From 2 2004 3 To 4 2004 1 Comp Employee Expense Currenc cc Acc Trip Number Trip Description Number Number Employee Name Date Type Expense Description Amount Amount EUR se ee Operation Numb 1755 Meeting in London 300 11236 Bares Bernard 1022004 PLANE Plane fare EUR 250 00 205 00 2 2004 1228 1755 Meeting in London 300 11236 Bares Bernard 1024 2004 TRAIN Train Fare E
48. 7 DURENE ALAIN 1983 190232004 USD 250 00 0 953562 230 39 1912 2 2004 300 11278 ELY Marie 1982 16 02 2004 EUR 100 00 1 000000 100 00 11278 300 11272 16020412702 2 2004 300 11278 EL Marie 1921 16 02 2004 EUR 50 00 1 000000 50 00 11278 BO0 1127R1602041202 2 2004 If you select the desired period by Advance Date the screen will be as shown below Taken advances Employees LF Accounting Period H Company Priv h Taken advances Accounting Month From 2 2004 6 To 4 2004 1 Comp Employee Advance Exchange a Trip Acc Acc tumber Number Employee Name ree Advance date Currency Amount Rate Fan Humber Report Number Month Year Comment 300 11527 AMAR RACHID 1986 19 02 2004 USO 100 00 0 953562 95 36 1818 2 2004 i 300 11527 AMAR RACHID 1985 19 02 2004 EUR 150 00 1 000000 150 00 1818 2 2004 E 300 31107 DURENE ALAIN 1984 19 02 2004 GBP 100 00 1 537279 153 73 1912 2 2004 300 31107 OURENE ALAIN 1983 19 02 2004 USO 250 00 0 953552 238 39 1912 2 2004 300 11278 ELY Marie 1982 16 02 2004 EUR 100 00 1 000000 100 00 11278 300 11273 1602041202 2 2004 300 11278 ELY Marie 1931 16 02 2004 EUR 50 00 1 000000 50 00 11278 300 11278 1602041202 2 2004 Select the From To date by typing them in the corresponding boxes Clicking on the down arrow of the date boxes will display a calendar where you can select the desired date janvier 2003 gt l desired employee EXTREM SOFTWARE Page 111 EXTREM User Manual Employee list DV S Al Erpes
49. 8 gt Ledger Type the ledger type a number enclosed into like 789 LMK 45678 gt Other information 2 columns a number enclosed into like 789 LMK 45678 ReimbToEmployee ReimbToCompany gt Account Debit Account Credit the account numbers debit and credit here you can use Excel like formulas with some key words that are explained below EmployeeAccount the employee account number as defined in the employee configuration see Configuration Employees CashOrBankAccount the cash or bank account as defined in the currency configuration Cash account will be used for advances paid in cash bank account will be used for advances paid by check bank transfer etc other than cash Amount the transaction amount here you can use Excel like formulas with some key words that are explained below Amount the transaction amount Currency the currency to be used you can use the following key words EXTREM SOFTWARE Page 29 EXTREM User Manual Currency use the currency of the transaction DefaultCurrency use your base currency gt Subledger the subledger number you can type a number like 456 XXX 789 or you can type an Excel like formula using the following key words EmployeeAccount the employee account number as defined in the employee configuration see Configuration Employees CashOrBankAccount the cash or bank account as d
50. 906 758 758 907 t307 907 907 os gs EXTREM User Manual Company private Refers to PO Number 554 854 599 899 569 569 594 594 546 846 545 845 306 906 EXTREM User Manual Key Purchase Order Purchase Order Details Company private PO Number 1383 PO Date 17 12 2004 Your PO Reference 1383 Company 300 Paris Office Employee T1244 Palaran Bo Trip Number 1963 10 01 2005 15 01 2005 Expense information Ticket information Expense Type PLANE City From Expense Description Plane fare Country From Expense Category TRANSPORT City To Currency Country To Amount Departure Date Exchange Fate Departure Time Amount Base Currency Return Date Amount Checked Return Time VAT Ticket Vendors VAT Ticket Type Travel Agent Humber VAT Amount Flight Number Travel Agent Mame VAT Type Ticket Number VAT Amount Base Currency Vendor Humber Return Flight Humber endor Mame AIR FRANCE Charge expense oft Return Ticket Number Job Company Job Number Job Type invoice information Department Invoice Mumber Department type Activity Code Comrnent Activity Code type Comment EXTREM SOFTWARE Page 87 EXTREM User Manual 4 4 Travel Transmittals Orders to Travel Agents To send an order to the travel agent proceed as follows In the Purchase Orders screen select one or several lines purchase orders of the same trip or maximum 2 different trips then press the Trans To Tra
51. 933 93 Le Havre FR 15 04 2004 Trip Scope Job Number Activity Code Visite bureau Le Havre 300 T0845 XA100 Requested Plane and train tickets hotel reservation car rental Hotel Car rental Expense description City From City TO a E Time From Date To Date Comment 1 Train Fare PARIS Le Havre 10042004 08 00 Train aller retour 2 RETURN Train Fare Le Havre PARIS 15 04 2004 18 00 3 Hotel Le Havre 107042004 15042004 IBIS centre ville 4 Rental car Le Hawe 1 04 2004 15042004 Hertz gare 5 Delivered Plane and train tickets hotel reservation car rental Flight Hotel Car rental Departure Date 1 Plane fare Bonn Le Havre 10 04 2004 Expense desoiption N b City From City TO Time From Date To Date 2 RETURN Plane fare Le Havre Bonn 15 04 2004 2 Plane fare Paris Le Havre 1004 2004 4 Train Fare PARIS Le Havre 1004 2004 5 RETURN Train Fare Le Havre PARIS 1042004 This form can be either printed or exported to Excel or mailed EXTREM SOFTWARE Page 97 EXTREM User Manual 5 1 Miscellaneous Periodic closures Closures are necessary for two reasons After a closure data becomes available for your accounting system see Accounting distribution During the closure part of the data from the current tables is transferred to historical tables You can do any number of closures you want Usually once a month but you can do it weekly or several times a month or whatever you like Do it more that once if you have very m
52. AL Rent a car ef fUb 2002 ITEL Hotel Motel Other accomodation 30 05 2002 HER All other expense types 10642002 FANSPORT Plane Train Bus Other tran 24 04 2002 24 03 2002 0170372002 19 02 2002 er 0 Se on on oo ml Double Click on the corresponding line to select it The corresponding Month Year and Closure Number will be displayed in the white boxes above Select one or more companies to display only people belonging to these companies Select one or more expense categories in the expense categories list Click on the BW employee button to select an employee The program will display only expenses for this EXTREM SOFTWARE Page 124 EXTREM User Manual Employee list DIET WEN i All Employees Present Employees 0 1 Extrem Sotware Usa H 0 2 Extrem Romania a Oo 3 Extrem France 360 Extrem Marseille z 7 350 E strem Informatique 0 230 Grenoble Office Bean Jean Marie 0 220 Lille Office Beier Philippe i 1 310 Lyon Commercial Office Pelee eE o i M 300 Paris Office ei oO 4 Extrem Belgium 0 5 Extrem North Europe Haley clit Berjo Joseph Bert Patrick E evori C i thsi Belle Elene lt Click on the button to display the report Tools Accounting Period Expense Date 29 07 2003 l 2870872003 Tresy International EUROPE Expense categories Tresy International USA LI LJ E CARRENTAL Rent a car E E H
53. AMAR RACHID EUR Cash 19022004 50 00 Company 45 850 00 Advance 1667 300 2084 ANDRIES ALAIN EUR Cash 1022004 100 00 Company 45 750 00 Advance 1663 300 2084 ANDRIES ALAIN da the desired one in that list EXTREM SOFTWARE Page 147 EXTREM User Manual Currencies Currency LIST Europe EURO ROYAUME UNIS LIVARE STERLING IRAN DINAR IRANIEN kRAZAKHSTAN Tengue LY BIE DINAR LYBIEM MAROC DIRHAM MAROCAIN NORVEGE COURONNE NORWEGIENNE FPOLOGNE POLAND ZLOTY ROUMANIE LEI ROUMAIN RUSSIE RUSSIAN ROUBLE TURQUIE TURKISH LIRA To display older transactions click on the Go Back button or type the desired number of months in the Months case then hit Return or press the Show Report button Right click on one of the report s lines A menu will be displayed enabling you to visualize the details of the transaction You can record here the input output manual transactions for cash or bank accounts For this click the Cash History Company private Cash Histo Currency Cash Operation date Amount Paid By Balance EUR Cash Trioerseo04 50 00 Company 210 750 00 Advan EUR Cash 17022004 100 00 Company 210 250 00 Advan EUR Cash TFrioereo04 50 00 Company 210 900 00 Advani EUR Cash TFide2r2004 100 00 Company 211 000 00 Advance ol SUU Tl2oe Dalbe DIEU EUR Cash 17022004 250 000 00 39 000 00 Manual Man 170204165435 2300 71244 PALARAN BO EUR Cash 17022004 2500 00 Employee 41 500 00
54. CONTINENTAL 346 00 Plane fare New York USA Houston USA 19 02 2004 OW 300 32253 DURFONT NATHALIE 1237 CO CONTINENTAL 650 00 Plane fare Houston USA Paris FR 1022004 OW 300 32263 DURPONT NATHALIE 1238 CO CONTINENTAL 1196 00 SNCF SNCF 250 00 Train Fare PARIS FR Le Havre FR 02 04 2004 RT 300 11541 Elazen Mimi 1247 SNCF SNCF 500 00 Train Fare PARIS FR LONDON UK 20 082004 RT 300 l 11536 Elert Celine 1246 SNCF SNCF 500 00 Train Fare Paris FR Lyon FR 12 0N2004 RT 300 11278 ELY Marie 1243 SNCF SNCF 500 00 Train Fare Paris FR Lyon FR 1HWOZZ004 OW 300 11276 ELY Marie 1232 SNCF SNCF 450 00 Train Fare Lyon FR Paris FR 1WOZZ004 OW 300 11278 ELY Marie 1233 SNCF SNCF 2 200 00 You can choose the period either by Accounting Month Year and Closure number or by Expense date by clicking on the appropriate button in the Tools window If you chose the first option you can select the desired period by typing the Month Year and Closure from to in the corresponding boxes Click on the arrows lt lt lt or to go backward or forward Click on the button to display a list of all the closures like shown below Tools Accounting Period Expense Date 2 z002 ji z 2003 E Accounting Periods Ace Acc Closure Dat a Month Year Number eae m e categories 2002 2970772002 LHRENTAL Rent a car 2002 Arr 062002 ITEL Hotel Motel Other accomodation 2002 307
55. Company Employe Reimbursement imber Nmb Employee Mame Balance FRF Due Yes J Mo o PO 10054 Alby Cay 1 2000 00 Employee ee ar E 10042 Alford John C2 000 007 Employes ae aT ae 2 000 00 Employee E O O E EEEE beers i Manual reimbursement iin ein Wine Win E bine E A een EEL EEE Employes Hiii ce ho See Details For Allcroft Marylin sn ae at ae a o Ma Ai d 0087 paier Dale n C4 000 007 Employes teed MOOR bAmeiG Nice OkO Cenc 000 00 Employee P ee ALSE TS e aLa 2 000 00 Employes i es es eS n tne 000 00 Employee i Pd gt 140072 iArauza Arlene l 2 000 00 Emplovee i Find an employee in the list type the employee number or part of his name in the Find box then click on the little button next to it For a description of Automatic Manual reimbursements see chapter Employee balances Reimbursements EXTREM SOFTWARE Page 104 6 2 Analysis tools Employee history EXTREM User Manual This report displays the cash transaction history for a given period It can show the history for all employees or just for one selected employee Employee history Company Employee Employee History Company Private Huber Huber Employee Name Operation date Operation Number Operation Type Amount EUR Paid By Balance EUR Due To Check Number 300 1133 ALBIN ILHAM 01 02 2004 200 1133 010204163133 ExpenseReport 2 000 00 2 000 00 Employee 300 1133 ALBIN ILHAM 01 02 20
56. Date a Expense Description ante Amount Amount EUR Joe Sec Company Emplyee 300 MT212 444 KX100 10 02 2004 GM Group Meals GBP 150 00 23059 4 2004 300 1000 Har 300 MT212 444 KX100 10 02 2004 LUNCH Lunch GBP 25 00 3843 4 2004 300 1000 Har 300 MT212 444 KX100 15 02 2004 HOTEL Hotel GBP 250 00 384 32 4 2004 300 1000 Har 300 MT212 444 KX100 10 02 2004 PERSCAR Personal Car EUR 81 45 81 45 4 2004 300 1000 Har 300 MT212 444 XX100 16 02 2004 PERSCAR Personal Car EUR 81 45 8145 4 2004 300 1000 Har 300 MT212 444 XX100 16 02 2004 PERSCAR Personal Car EUR 135 75 135 75 4 2004 300 1000 Har 300 MT212 444 XX100 20 02 2004 HOTEL Hotel USD 250 00 238 39 4 2004 300 1000 Har 300 MT212 444 xx100 21 02 2004 GM Groun Meals USD 150 00 143 03 4 2004 300 1000 Har You can choose the period either by Accounting Month Year and Closure number or by Expense date by clicking on the appropriate button in the Tools window If you chose the first option you can select the desired period by typing the Month Year and Closure from to in the corresponding boxes Click on the arrows lt lt or to go backward or forward Click on the button to display a list of all the closures like shown below Tools Accounting Period Expense Date Month Year Number m e categones 24 0 2002 LHRENTAL Rent a car ef r06 2002 ITEL Hotel Motel Other accomodation 30 05 2002 HER All other expense types 1 06 2002 FANSPORT Plane Train Bus Other tr
57. EM SOFTWARE Page 60 EXTREM User Manual Now sending message to all other users T8 wil lake about 20 seconds The other users will also receive a message telling them that a reimbursement is in progress and their program will be blocked for the duration of this reimbursement The automatic reimbursement process ends with the creation of the electronic file that is to be transmitted to your bank to do the payments Bank transfer file was successtully created CATEMPITOBANK DAT The actual transmission of this file to the bank is not in the scope of this program See with your bank what software and hardware you need in order to electronically send this file As the payments are done by bank transfer between your bank and the employees banks these transactions will affect your bank accounts see Miscellaneous Cash Position History Configuration Currencies and the image below Cash History Currency Cash ut Amount Paid By Balance Op Type Operation Number a a Employee Name Comment 1 EUR Cash o4fo42004 40 00 Employee 19 199 00 Reimbursement REMB 040404 120201 300 2084 ANDRIES ALAIN EUR Cash OFr 04 2004 500 00 Company 13 699 00 Advance 2000 300 1000 Bares Bernard EUR Cash oFr o4 2004 500 00 Company 138 199 00 Advance 2001 300 112385 Bares Bernard EUR Cash 180i 2 540 36 Company 15 656 64 Reimbursement REMB 190 404141210 300 1000 Bares Bernard GBP Cash orfo4 2004 250 00 Company 750 00
58. KISH LIRA To display older transactions click on the Go Back button or type the desired number of months in the Months case then hit Return or press the Show Report button Right click on one of the report s lines A menu will be displayed enabling you to visualize the details of the transaction You can record here the input output manual transactions for cash or bank accounts For this click the Cash History Company private Cash History Currency Cash Operation date Amount Paid By Balance EUR Cash 122004 50 00 Company 210 900 00 Advan EUR Cash 17022004 100 00 Company 211 000 00 Advani EUR Cash 1F 02 2004 250 000 00 39 000 00 Manual EUR Cash 1F02 2004 2500 00 Employee 41 500 00 ReimburSeme REIMD 1 i UUE Toor J239 LAILAA ALI EUR Cash 10200 300 00 Company 41 200 00 Advance 1661 300 1123 Bares Bernard EUR Cash 1022004 2500 00 Employee 43 700 00 Reimbursement REIMB 180204122908 300 31802 Dubois Aude EUR Cash 1022 2004 2500 00 Employee 46 200 00 Reimbursement REIMB 180204122992 3300 32273 DUR JACQUES OLIVIER EUR Cash 102004 50 00 Company 46 150 00 Advance 1663 300 1133 ALBIN ILHAM EUR Cash 1H02 2004 100 00 Company 46 050 00 Advance 1664 300 1133 ALBIN ILHAM EUR Cash 1022004 50 00 Company 46 000 00 Advance 1665 3300 11527 AMAR RACHID Choose the transaction type Cash or Bank in the first list select the currency in the second then type the amount in the c
59. LBIN ILHAM 01 02 2004 PARKING Parking EUR 100 00 100 00 2 2004 1133 100 00700 130 XX140 300 1133 01020412 300 1133 ALBIN ILHAM 01 02 2004 PERSCAR Personal car EUR 120 00 120 00 2 2004 1133 100 00 150 XX150 300 1133 01020412 300 1133 ALBIN ILHAM 01 02 2004 HOTEL Hotel EUR 60 00 60 00 2 2004 1133 100 00200 100 XX420 300 1133 01020411 300 1133 ALBIN ILHAM 01 02 2004 RENTCAR Car Rental EUR 80 00 80 00 2 2004 1133 100 00500 121 XX130 300 1133 01020411 300 1133 ALBIN ILHAM 01 02 2004 PARKING Parking EUR 100 00 100 00 2 2004 1133 100 00700 130 XX140 300 113301020411 300 1133 ALBIN ILHAM 01 02 2004 PERSCAR Personal car EUR 120 00 120 00 2 2004 1133 100 0094 150 XX150 300 113301020411 Total 300 1133 1 440 00 ann TMD d ARMEE Al AIRI Mamrn Urre Unatel cin an mn an nn 7 Tma THO nn Aes 1an A ann nota Ann ana a You can choose the period either by Accounting Month Year and Closure number or by Expense date by clicking on the appropriate button in the Tools window If you chose the first option you can select the desired period by typing the Month Year and Closure from to in the corresponding boxes Click on the arrows lt lt or to go backward or forward Click on the button to display a list of all the closures like shown below Tools Accounting Period Expense Date Acc Acc Closure rs Month rear Number nse categories E 24 07 2002 LHRENT
60. Miscellaneous Uther Transportation Parking OTHER MEALS OTHER MEALS OTHER MEALS OTHER MEALS OTHER HOTEL OTHER MEALS OTHER TRANSPORT OTHER ou z0 zi zi Mon Mon Mon Mon Mon Oui Oui Oui Oui Oui Nor Oui Oui Oui Oui Ou Oui Oui Oui Oui So of h a7 Se gee G D Dl D D a a amp El Currency currency for the expense advance Type the first letters the system will find it in the database and fill in the rest and the corresponding exchange rate You can display a list of currencies by clicking on the small button in this cell or right clicking in the cell the select the desired currency by double clicking on it CURRENCIES Country ANGOLA Ah AZERBAIDJAN CHF SUISSE CHY CHINE Ck TCHEQUE R p DEK DANEMARK DO ALGERIE EGF EGYPTE EUR Europe GBP RUOYAUME UNIS IRA IRAN EAT KAZAKHSTAN EXTREM SOFTWARE EM ARABES UNIS Exchange Rate I 0 259646 0 016362 0 000197 0 60423 0 115206 0 03166 0 134611 0 011981 0 211434 1 537279 0 00012 0 006174 Page 42 EXTREM User Manual Oty Nb Price Unit enter the Quantity and Unit Price when necessary For personal car expenses number of Km miles and the reimbursement unit price For Hotels Number of nights and price per night For car rentals Number of days and price per day For group meals Number of persons and price person If you don t know the unit price enter the total
61. Mumber 3 1133 ALBIN ILHAM Oui BNP 12345 seff Senn 2084 ANDRIES ALAIN Oui BNP PARISBAS 1234 45454545 1234567890 11588 ASSO MARIELLE Oui CAMARSEILLELE 44 4567 1234567890 C 11577 ARBAGIC BATIR Oui CEILE DE FRANCE 44 4567 1234567890 11527 0 AMAR RACHID Oui SG SOGEFRPP 44 4567 1234567890 11085 Assa Seed Dui CL PUTEAUX LA 44 4567 1234567890 o 1512 Zuet Fran ois Oui 5G PARIS PONT NEUF 44 4567 1234567890 11318 Zanzibar Geta Oui C ERHONE ALPES 44 4567 1234567890 11314 willy Grand Oui BNP NANTERRE 44 4567 1234567890 Display options displays all people present or not Pres displays only present people displays only people who have company cards column HasCard Yes Check one or more companies in the company list on the left of the screen to display people belonging to these companies Click on the right button to hide display the company list The employee information has been split in four major groups described below General information Company number Employee number Employee name Present if the employee is present or not Date In the hire date Date Out the date when he left Make Expense Report this employee makes expense reports Department Number employee department number Productive Yes or No Productive or Unproductive Employee type one of the employee type that you have defined see Employee types Approver Company Number Name person who will sig
62. NDRIES ALAIN 04 04 2004 REIMB 040404120201 Reimbursement 40 00 Employee 0 00 300 10153 Carrie Malcolm 18 02 2004 300 10153 180204 163136 ExpenseReport 2 000 00 2 000 00 Employee Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies By default the program displays history for the current month for all employees to go back in the Months box then click on the Show Rej You can display history for only one employee by typing his employee number or name in the employee employee list where you can select the desired employee EXTREM SOFTWARE Page 66 Employee list 1 Extrem Sotware Usa h 2 Extrem Romania z 3 Extrem France be 360 Extrem Marseille C 350 Extrem Informatique J 330 Grenoble Office J 320 Lille Office 0 310 Lyon Commercial Office 300 Paris Office H O 4 Extrem Belgium 5 Extrem North Europe Other options on this screen are DIREN Employee List Company Employee T Pa Employee Name A0SSO MARIELLE ARBAGIC BATIA Assa Seed Aspme Malain Attira Mlinar Ap Ahmed Barbe Bleu Bares Bernard Baudocque Alain Baut Leon Baveur Michel Print prints the displayed sheet Mail mails the displayed sheet EXTREM User Manual All Employees Present Employees Present Export to Excel exports the displayed sheet to Excel Ex
63. Number pire lees ay Comment Number Number Number 2004 5 a 1870272004 Month Year H 300 11527 AMAR RACHID 1986 15 02 2004 USD 2004 2 2 17 02 2004 2 2004 H 300 11527 AMAR RACHID 1535 15022004 EUR a004 4 1 17 02 2004 2 2004 300 31107 DURENE ALAIN 1984 10s F004 GBP 2 2004 300 31107 DURENE ALAIN 1983 19022004 USD 2 2004 300 11278 ELY Marie 1982 16022004 EUR 300 112r 160204120 gt Z 2004 300 11278 ELY Marie 1581 1022004 EUR SO0 1127R 160204012702 2 2004 Double Click on the corresponding line to select it The corresponding Month Year and Closure Number will be displayed in the white boxes above Click on the button to display the report The report includes only advances taken in the selected period If you want to include advances taken after the last closure type a C in one of the boxes and press the button The window will display like below EXTREM SOFTWARE Page 110 EXTREM User Manual Taken advances Encinees O tet ee Oe Trip Number J H Company F Taken advances Accounting Month From 2 2004 6 To 4 2004 1 L Tomp eee Employee Name Advance date Curren Amount eee joan i Report Number ee ee Comment Number Number m Number cy i Rate recy Number l 3 Month wear i 300 11527 AMAR RACHID 1985 19022004 USD 100 00 0 953562 95 36 1818 2 2004 i 300 11527 AMAR RACHID 1985 19022004 EUR 150 00 1 000000 150 1818 2 2004 H 300 31107 DURENE ALAIN 1984 19022004 GBP 100 00 1 537279 153 73 1912 2 2004 300 3110
64. O0 00 1 000000 500 00 Al 1 The RED color means the invoice is not yet POSTED Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies The information in this table is gt Invoice auto number the invoice number automatically given by the system gt User invoice reference user number for this invoice If left blank the system will fill in the auto number gt Invoice date if left blank the system will put the current date gt Po number the number of the corresponding purchase order Click on the button displayed in this cell the PO list will be displayed and you can choose the PO Purchase Orders BE Periods Clear Filter Show AIlPOs Show Not Invoiced F I 1 Extrem Sotware Usa i Purchase Orders TJ 2 Extrem Romania J 3 Extrem France Case Selene Trip Auto PO your PO Oper Expense Expense E 7 360 Extrem Marseille Number Mumber onplase Melis Number Number reference PO Meig Type category description CUES imeti J 350 Extrem Informatique e J 330 Grenoble Office i 320 Lile Office 11238 Bares Bemard E en 1250 OF 04 2004 PO TRAIN Train Fare EUR 500 00 310 Lyon Commercial 1 300 11238 Bares Bernard 1933 1262 1262 17 04 2004 PO PLANE Plane fare EUR 14 00 A 200 Paris Office 11238 Bares Bernard 1933 1268 1268 18 04 2004 PO PLANE Plane fare EUR 15
65. OAE N 7 a ae rae ae e ee a ee ee a Code Type Code Type Code Type category nm ntl insane nnn Employ i i i i VATAccount EmployeeAccou VatOnly Currency e a FONT nee APSE Oren Ee oven AOE a mane Sea Oe ETET Employ k i i AS54577 EmployeeAccou VatExclude Currency a a a ee ee eee eee ee Seen OU el eee Employ i i i 292929 454577 VatExclude DefaultCu i e PENE ee eee ee ane ee Oe eee een ae eee Tene T rrency VAT USD EMP 12345 50 USD e Peace eet EEE mao ee 454577 EMP 12345 500 USD 292929 454577 3000 FRF ae T a a eae Ea a a Zea SNS Se oe ROEA TE Aunt Cars pane eee Code Type Code Type Code Type cate gy nL un nnn inne Employ x i i i i VATAccount EmployeeAccou VatOnly Currency B AE EEE OEA Ve E ES BED VAEA PAE E Ft i etre cesta E EE Employ i x ay x 454577 EmployeeAccou VatExclude Currency E hmmm meee meaner ae ener ne ne cece eereTeeeee Employ 3 x 3 LEFT Acc1Co 454577 VatExclude DefaultCu ee de 4 amp d rrency XXX amp Acc2Code EET e ee eee eee eee eee eee ea ip aes eee ee VAT USD EMP 12345 50 USD 454577 EMP 12345 500 USD 1122 XXX 888 454577 3000 FRF PurchaseOrder The configuration is similar to that for CashExpense If nothing is configured here EXTREM will use the same configuration as for Ca
66. OTEL Hotel Motel Other accomodation LJ E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees Tl Show Report Select the From To date by typing them in the corresponding boxes Clicking on the down arrow of the date boxes will display a calendar where you can select the desired date d Today 26 06 2003 If you want to display only certain Expense Categories check the corresponding boxes then press the Show Report button as shown below EXTREM SOFTWARE Page 125 EXTREM User Manual Tools Accounting Period Expense Date m Jeo fe 7 2003 e o Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar E E HOTEL Hotel Motel Other accomodation e FH Fork Hotel O TRANSPORT Plane Train Bus Other tran Employees ae Show Report If you want to select certain accounting codes in this example Job Number Department Number Project Cost Code type the desired code in the corresponding box then press as Shown below Tools Accounting Period A Expense Date e Joz p pw e Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar C E HOTEL Hotel Motel Other accomodation e FH Forf Hotel HOTEL Hotel E E OTHER All other expense types O amp TRANSPORT Plane Train Bus Other tran Employees a Show Report You can use wildcards for your s
67. Only Write User access NO RO WR access to user list NO access Read Only Write Parameter access NO RO WR access to parameters NO access Read Only Write Currency access NO RO WR access to currency list NO access Read Only Write Company list list of the companies accessible to this user comma separated for all Click on one or more companies in the company list on the left of the screen to display people belonging to these companies Click on the right button to hide display the company list How to use this screen New users Use the last empty line to enter new users be sure the employee number is not already in the list Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL z to cancel the whole row Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click the EXCEL this to work button Excel has to be installed on the computer in order for button to display the employee list Employee Type Agency ALBIN ILHAM AMAR RACHID Present 2064 ANDRIES ALAIN Present 11588 AOSSO MARIELLE E 11577 ARBAGIC BATIR
68. R p COURONNE TCHEG DANEMARK COURONNE DANOISE ALGERIE DINAR ALGERIEN EGYPTE LIVAE EGYPTIENNE Europe EURO ROYAUME UNIS LIVRE STERLING button to select it EXTREM SOFTWARE Page 116 EXTREM User Manual MOMS button displays hides the Tools window button displays a list of VAT types where you can select one VAT Types a Canadian WAT 300 456789 T German WAT 300 666222 TY USA VAT 300 123456 T You can type the VAT type directly in the corresponding text box and then hit Return to display only this type of VAT Taxes VAT Type lus Show Expense Report list Print Wail Company private Taxes Accounting Month From 2 20041 To 4 2004 1 Expense oe g at Accounting Accounting Company Employee E e Description Currency VAT VAT Amount T Date Month TER Numi Numi Employee Name Trip Number HOTEL Hotel GBP 10 00 2273 US 082032004 2 2004 300 11233 Bares Bernard 1755 HOTEL Hotel EUR 10 00 50 00 US 20 03 2004 3 2004 300 1000 Harant Patrick 1917 Show Expense Report List shows a list of all Expense Reports concerned by the last displayed report Expense Report List Print Selected Show Exp Report T Bosch Siemens 300 11046 0302041163135 BOUAL MUSTI 300 12509 0402041163135 O Boutfet Jean Pierre 300 11274 0502041163135 C Bout Piere Nicolas 300 11312 0602041163135 BOUTIG CHRIST 300 1 4206 07 02041163135 BOUTIL MATHIAS 300 1 4250 0802041163135 Braque Robert 300 11015 09020411631
69. S a 1 12 lt codauinacaas rE ea oi ga E ncn sinks ncnadanizeusmehiahwadetboonassbazatalguiastendcenmdevioanasas 108 6 5 Analysis oos e Taken advances a cca aed ac tees ec badass item cena SSeS cesta eed onde esaea ea E acetone satis 110 6 6 Analysis tools Year to date expenses DY Cale S OLY fas wseescscvsssesliecoatnsecnoncdanntad niatissteds wabodegeboncnsdennbat needed sasbawetalemeaontebntbolniews 113 O77 Puta WSIS A PAK CS e adios gerlaut trata vd eticciante atc ion tee dctealt lac dai daca sed Soe leadiae aa es fadcnotdea ae Sued 114 6 5 Analysis tools Expenses Dy accounting Cate COPY senita rra N a r Maleic Medi a daara ENEAN 119 69 Analysis to ls Expenses Dy employe C sien a e a E ase E e a a a ean neces 124 6 10 An alysis tools Expenses Dy ips orerar a a a a a A araa a A AE EE EEEE 129 6 11 Analysis tools Expenses by expense typ eeeessssssssssssseeterrresssssssssssssseerrrrresssssssssssseettrererosssssssssssseetrrreesossssssssseeeerreee 134 6212 Amalysis 00i Simpl OV eC lisiaoui soia o eE E a a R E EN 139 63 Analysis tools Reimbursements sessirnir e e A a e a a a e a a a 140 6 14 Aiialysis tools Expenses DY Vendo Eicsiedense an a r a E E ects reiomnaainieus 143 6 15 Analysis tools Cash position History seeeeeeesssssssssssssseeereresssssssssssssseerrereesssssssssssseerereressssssssssssssettteressosssssssssseeeerreee 147 6216 Analysis 1001s S rave L ANa yS S a a E A E TA 149 Te Connected Usoibenrsrniiarn
70. SENT into the database So press the SEND button in the transmittal screen see picture below w Transmittals to Travel Agent Transmittals to Travel Agents Kal ae Sent Transmittal Travel Te Trans Trans Status Trip l E HAWAS E es a E TRAVEL AGENT HAVAS POSTED 14 07 2004 FALARAN BO a 137 AMES American Express RAELA 29 06 2004 PALARAN BO 29 06 2004 PALARAN BO 1963 E 138 HAVAS TRAWEL AGENT HAVAS IEJ 2939 0672004 FALARAN BO 29 06 2004 PALARAN BO 1961 7 a 140 HAVAS TRAVEL AGENT HAWAS WORK 1107 2004 PALARAN BO 1919 h This action will freeze the transmittal It cannot be modified or deleted after that When all the lines of the transmittals are POSTED and their amounts are CHECKED the transmittal is automatically considered FINISHED and will be sent into HISTORY at the next period closure EXTREM SOFTWARE Page 90 EXTREM User Manual 4 5 Travel Vendor invoices Use the following screen to enter or import vendor invoices Newlny Show Pos POST Cancel Changes Import Invoice Invoices Invoice Auto User Invoice PO User P Vendor Exchange Amount Base Company Erm gt ffl fil 26 08 2003 dee SEa AF Air France EUR FO0 00 1 000000 500 00 Al 1 E v2 fie 26 08 2003 g23 J23 NOVOTEL Hotel Novotel EUR 0 00 1 000000 0 00 Al 1 TF fia 26 08 2003 918 86918 AF Air France EUR A
71. Special Key Words for the field content DATE will be replaced with the date when the file was generated you can use also simple formulas ex DATE 3 represents three days after the file was generated BLANK field is filled with blanks EmployeeName field will contain the employee name BankName field will contain employee bank name Bank1 Bank2 Bank3 Bank4 Banks field will contain the respective numbers configured in the employee configuration Bank Number 1 2 3 4 5 Amount field will contain the amount to be paid to the employee multiplied by 100 without decimals TotalAmount field will contain the sum of all the amounts Three types of records have to be configured First record usually contains information about the company and the company bank Middle records usually contains information about the employee and the amout to be paid to the employee Last record usually contains the total amount to be paid Don t forget to click the button after modifying one of the records Check with your bank for the exact format of the file EXTREM SOFTWARE Page 24 EXTREM User Manual 2 11 Configuration Accounting Distribution Account Distribution Configuration CashExpense Accounting Distribution Employee Job Expense gt Employee Employee Employee Employee Employee Employee Employee Employee Employee General General General General General General General Gener
72. TREM SOFTWARE Page 154 8 Initialization file EXTREM IND After the installation the initialization file has the following configuration GENERAL ProductCode 94864C 4B4F 6081 ExportDirectory C TEMP TempDirectory C Temp TempFiles C TEMP BankFiles C temp BankFiles StartMail No STOP No Database DataBaseType SQLServer DataBaseName EX TREM NetWorkLibrary dbmssocn Server 150 60 200 001 Query TimeOut 300 Mail MailSystem MAPI sMailSystem NotUsed sMailSystem SMTP sSMTPServer smtp wanadoo fr sSMTPPort 25 sSMTPSender Travel expense libertysurf com MailReportTo Travel Expense WinSocket ListenPort 1410 EXPEDIA FirstLineExpediaFile 8 Air BA VION Rail Train Hotel Hotel The parameters in this file are GENERAL EXTREM User Manual gt TempFiles TempDirectory a place to store temporary files You ll need to delete them manually from time to time gt ExportDirectory a place to store temporary Excel files exported from EXTREM You ll need to delete them manually from time to time gt BankFiles a place to store the electronic bank transfer files Check with your bank communication program to use the same directory gt StartMail if YES the mail system will be available to EXTREM immediately after the program is started If NO you can start it manually the first time you need to use it DataBase gt DatabaseType only SQLServer EXTREM SOFTWARE Page 1
73. TREM User Manual 5 Print the Travel Request If you press the Print button the following screen will be displayed Company Name TRIP AUTHORIZATION AUTORISATION DE VOYAGE NAME 300 71244 PALARAN BO WORK 116 14 07 2004 London UK 15 07 2004 18 07 2004 Trip Scope Job Number Department Activity Code Reunion Londres 300 MT212 444 AA100 Requested Plane and train tickets hotel reservation car rental Expense description City From City TO gn sega Time From Date Te Date Comment 1 Plame fare FARIS Londan THOT 08 00 By plane from Faris to London 2 Train Fare PARIS London TOT 4 Retum by EUROSTAR 3 Hotel London ISONA IAIA Picadilhy Circue 4 Rental car London ISUNA TEOTV2004 Hertz aiport return to the central stat g T 8 J 10 11 Paris to London by plane return by train Delivered Plane and train tickets hotel reservation car rental Expense description Number City From City TO Date Time From Date To Date Comment The first part of this form contains the requested tickets and reservations and the second one the delivered ones EXTREM SOFTWARE Page 54 EXTREM User Manual 6 Edit the Travel Request If you press the Edit Request button you open an Excel form where you can key more easily your travel request Key Travel Request as Company Name TRIP AUTHORIZATION AUTORISATION DE VOYAGE NAME 3000 71244 Palaran Bo Request Tae e Huka Request Date Destination City Country Departure Da
74. This directory has to contain the following files ExtremSoft E XE main program ExtremSoft INI initialization file ExpFiles subdirectory for Expense reports files which contains Expense xls Excel form for the expense report Key TravelRequest xls Excel form for the travel request DueCompanyModel rtf Word document used as a template for printing employee notifications money due to company message NonReportedAdvancesModel rtf Word document used as a template for printing employee notifications non reported advances message ReimbursementModel rtf Word document used as a template for printing employee notification automatic reimbursements RejectedExpenseReportModel rtf Word document used as a template for printing mailing employee notification for rejected expense reports SignExpenseReportModel rtf Word document used as a template for sending mail to approvers informing them that Expense Reports are waiting for their approval SignTravelRequestModel rtf Word document used as a template for sending mail to approvers informing them that Travel Requests are waiting for their approval Invmodel xls invoice file model This is just the model of the Excel file containing vendor invoices which can be imported by EXTREM see Vendors invoices for more information TranslateFiles subdirectory for translation files which contains language txt translat txt EXTREM SOFTWARE Page 157
75. UR 400 00 400 00 2 2004 1229 1755 Meeting in London 300 11233 Bares Bernard 1022004 HOTEL Hotel EUR 2 2004 1230 1755 Meeting in London 300 11238 Bares Bernard 1022004 RENTCAF Rental car EUR 250 00 250 00 2 2004 1231 1755 Meeting in London 300 11233 Bares Bernard O2 082004 DINNER Dinner GBP 50 00 76 06 2 2004 300 11238 18020 1755 Meeting in London 300 11236 Bares Bernard O2 0N2004 HOTEL Hotel GBP 250 00 34 32 2 2004 300 112398 18020 1755 Meeting in London 300 11236 Bares Bernard O2 0N2004 LUNCH Lunch GBP 30 00 T 26 2 2004 300 11238 18020 1755 Meeting in London 300 11238 Bares Bernard D02004 TELEPHO Telephone GBP 20 00 30 75 2 2004 300 11238 18020 1755 Meeting in London 300 11238 Bares Bernard O2 0N2004 TAXI Taxi EUR 150 00 150 00 2 2004 300 11238 18020 1755 Meeting in London 300 11236 Bares Bernard 10032004 DINNER Dinner usp 100 00 95 36 2 2004 300 11238 18020 1755 Meeting in London 300 11236 Bares Bernard 10032004 LUNCH Lunch EUR 25 00 25 00 2 2004 300 11238 18020 1755 Meeting in London 300 11236 Bares Bernard 10 03 2004 HOTEL Hotel EUR 100 00 100 00 2 2004 300 11238 18020 1755 Meeting in London 300 11233 Bares Bernard 1032004 GM Group Meals EUR 60 00 60 00 Z 2004 300 112738 18020 1755 Meeting in London 300 11238 Bares Bernard 10032004 DINNER Dinner EUR 100 00 100 00 2 2004 300 11238 18020 1755 Meeting in London 300 11238 Bares Bernard 10 03 2004 LUNCH Lunch USD 25 00 29 64 2 2004 300 11238 18020 1755 Meeting in London 300 11236 Bares Bernard 1
76. Version 5 0 0 10 miaa En Ponema pl Mail not available TRAVEL EXPENSE SYSTEM User Manual Lantech Soft EXTREM User Manual RTS IN NUR a ese teases act celeritete ictal a e A 1 MOTT Sta MAO E EO E EEE EE EE A EA A E A A A EE T 4 12 COM CUTE LHS COMP AM SS siia a a a a a a cieaas estas acne cates 5 SACOM Sune THE SimplOV CES and Usei Sa a ato Ata cues ie aaditael ducati Aa sacar land amt hese tan aah hee Mieke Saat hear Aas 7 PECON ura on Jc Pal tiie US a catcaeiach sacl dead a O A A E 8 22 COMM ULAION EMPLOY CES caa A E ats uus yen tuadnseacneemesotsennts soGuarais as dishattiules Aalitebosd abSudias 9 2 COMMMO PAULO MCG MUS 4 S85 255 osc a jatar E e a ususauauoead ansiaeeed oateonad sauu ose cesuctad sau E AE 12 ZAC Onor AOFI CCS aa aceree aauaeat int lami tecneg aa S tiddamset ie crpsea le dears E tang S 13 LAERTO AUC OI Ze GWE O Pe o vsasvs decreawtantondena qcommuviada ved e e 14 2 COn urano e Users ANG SS COULICY aini 22 52055 E E E E a ndonaaataaaeahi ds esescasiagte 15 20 Conn Curation C WIEN Cle S arara eerie aiauee vi ulaciaien nia aan oe oven naked 17 27 OMIT batons Vendors sorore a an unseen deca nian agate toe a au naneeh a a a ne taat anes caine 19 2 8 COMMeuratiOn EXpense Cate CONICS sesice ie caceteceseuasi dan E EE EE a E a 20 2 9 Conliguration Personal Expense All Wane CSicsxisricedentaceaves oaoa sonagaiaseatebsadestentamannskentaneieatuotchsesoatouluenauatine 22 2 10 Contiguration Electronic Dank tran
77. a E E EE E aoa eine E 153 EXTREM SOFTWARE Page 2 EXTREM User Manual SIm Ganza 116 WK sie om TRE MAIN neee DT aR AN On TET On PR PTR SOON CEPT On TERE MOM RUT OP a ORT RIED 155 9 Network directories anid ACCESS TIGIUS seii Mandate iste osaniade edad eacad eed ee a ees atacand 157 EXTREM SOFTWARE Page 3 EXTREM User Manual 1 1 Installation Files on the installation CD Setup exe installation file SetupExtrem bat command file for quiet installation Import Templates directory containing templates for files to be imported into the database Extrem doc the user manual CreateExtremDatabase sql script to create the Extrem Database Use the Setup programs to install EXTREM program and files in the directory you want ex C ExtremSoft After installation this directory should contain the following files e ExtremSoft EXE main program e ExtremSoft INI initialization file e ExpFiles subdirectory for Expense reports files which contains Expense xls Excel form for the expense report TravelRequest xls Excel form for the travel request DueCompanyModel rtf Word document used as a template for printing employee notifications money due to company message NonReportedAdvancesModel rtf Word document used as a template for printing employee notifications non reported advances message ReimbursementModel rtf Word document used as a template for printing employee notification auto
78. a Eam Emal Ti 0 oi Destinat i pany mpiapee rp eparture Destination 0 2 Extrem Romania Aequest Status ae Tee Employee Mame Tee Tete Return Date ei lori TJ 3 Extrem France As sauni J 360 Extrem Marseille O 320 G ble Of oshen are Bemar arselle T S Eaten iett 17 12 07 2004 Eee 300 11238 Bares Bemard 15 07 2004 18 07 2004 Marseil FR Grenoble Office J 220 Lile Office 1310 Lyon Commercial B 4 Approve Request f Unlock Request Approve For Print Request M Retr Request Number 117 Transportation Hotel Car Rental Processed Expense Expense Country County Departure A Ret res No City From e City To Delle Time Return Date Tra TRAIN Train Fare PARIS Marseille 15 07 2004 0700 18 07 2004 of O Ci HOTEL Hotel Marseille FA Request Number 117 Advances Processed Pay Cash This screen displays a list of all Travel Requests that have to be approved by this manager For each Travel Request it shows the details plane and train tickets hotel reservation advances Click on the A Click on the UBMOCK K t button to approve the displayed Travel Request t button to unlock the Travel request After approval the Travel Request becomes available to the Travel Office for processing Clicking on the Approve For button make it possible to approve for another person provided he she gave you the right to do so EXTREM SOFTWARE Page 56 EXTREM
79. add it later but before the expense report approval To change the trip number right click on the corresponding case or click on the Trip button the trip list will be displayed again The expense report is given a number based on the employee number and the current date and time This number is guaranteed to be unique since the same employee cannot do several expense reports at the same moment Now you can begin entering your expenses or your advances The order is not important To enter advances click on the Advances button the system will display your taken advances for this trip and you will be able to select the ones you want to put on this report Advances for 300 11738 Bares Bernard All Advances Non Reported Advances All Trips ADVANCES Trip 29 06 2004 1565 EUR 250 29 06 2004 1963 EUR 1 000000 Several display options are available All advances display all advances reported or not Non reported advances display only non reported advances this is the default option All trips if selected display advances for all trips if not only the trip selected for the expense report Anyway whatever option is selected you can only choose non reported advances for this trip to be keyed in your expense report Double click on the advance line the program will automatically enter the corresponding line on the expense report as follows EXTREM SOFTWARE Page 45 EXTREM User Manual Expense r
80. al General Save Cancel PLANE TRAIN FERSCAR RENTCAR GF PARKING TAs OT HOTEL EmployeeComparny amp AcceCode amp 9900 7310 9900 7310 9900 7311 9900 3620 9900 3630 9900 7311 9900 7311 9900 7311 9900 7312 EmployeeCompany amp Acc2 Code amp EmployeeCompany amp Acc2 Code amp EmployeeCompany amp Accelode EmployeeLompany amp Accelode EmployeeComparny amp Acc lode EmployeeCompany amp Accelode EmployeeCompany amp Accelode EmployeeCompany amp 4cezlode EmployeeCr EmployeeCr EmployeeCr Employeelrc Employeelc Employeelrc Employeelc Employeelr Employeelrc Employee i F General i i E LAUNDRY EmployeeCompany amp 4cce lode amp 9900 7312 Employeelrc Employee i General g BREAKFAST EmployeeCompany amp 4ce2lode amp 9900 7313 Employeelrc Employee a i General i a LUNCH EmployeeLompany amp 4ce2lode amp 9900 7313 Employeelc w F This configuration tells the program what accounting distribution to generate for each transaction type The transaction types are CashExpense any expense PurchaseOrder a company paid purchase plane or train ticket hotel taxi etc Invoice invoices received from the vendors TakenAdvance advance taken by an employee ReportedAdvance advance reported on an expense report CashIn CashOut cash transactions in out see chapter Miscellaneous Cash position History Transactions Rei
81. ame Date Currency Amount cae Amount EUR Paid By Check Number Reimbursement Number konihi Year 300 2084 ANDRIES ALAIN 04 04 2004 EUR 40 00 1 000000 40 00 Employee Cash REIMB 040404 120201 300 2084 ANDRIES ALAIN 1702004 EUR 3 980 00 1 000000 3980 00 Company Bank Transfer REIMB 170204165552 2 2004 Total 300 2084 3540 00 Company 300 11583 A0550 MARIELLE 17 02 2004 EUR 3 980 00 1 000000 3930 00 Company Bank Transfer REIMB 170204165552 2 2004 300 11577 ARBAGIC BATIR 17 02 2004 EUR 3 980 00 1 000000 3930 00 Company Bank Transfer REIMB 1702049165552 2 2004 You can choose the period either by Accounting Month Year and Closure number or by Expense date by clicking on the appropriate button in the Tools window If you chose the first option you can select the desired period by typing the Month Year and Closure from to in the corresponding boxes Click on the arrows xs or to go backward or forward Click on the button to display a list of all the closures like shown below Tools Accounting Pernod Expense Date 2 2002 fi 7 fzo Je Accounting Periods Acc Acc Closure Dat E Month Year Number ou mse categories 200z Es ba Fee 200z LARENTAL Rent a car 2002 ef Ob 2002 ITEL Hotel Motel Other accomodation 2002 30705 2002 HER All other expense types 2002 1705 2002 IFANSPORT Plane Train Bus Other tran 2002 24 04 2002 2002 24 03 2002 2002 01703 2002 19 02 2002
82. amount in the Amount column and the quantity number in the Qty column the system will calculate the unit price If you click on the small button in the Price Unit column the program will display the list of the car types and the associated reimbursement Price Amount VAT AT vat Vat Exch rate Unit Incl Amount Type to EUR Types de voitures BCY 5 Chevaus E Chevaur t Chevar 6 Chevaux 9 Chevaue fecaus Fris per Em To get the price km mile for YOUR personal car just press F11 on the corresponding line in the expense report Amount VAT Incl The expense advance amount VAT included for expenses in the selected currency The program will automatically calculate the amount in your base currency VAT VAT Amount V AT Percentage and VAT amount If you enter the percentage the program will calculate the VAT Amount if you enter the VAT amount the program will calculate the percentage VAT Type Reserved for accounting don t enter anything here unless told otherwise by your accounting department Exchange rate exchange rate for the selected currency This rate is given by the system but you can change it if needed For Advances this rate must be the same as the rate at the moment you took the advance if not your expense report will not be approved Amount base currency amount in the base currency calculated by the program Vendor enter
83. amp EGR JEGTETE Mor LIVRE Ela ike WEN 0211434 03 02 2003 0 00 0 00 EmploveeCompany amp 1051 EmployeeComparny amp GBP RADYAUME UNIS Nor LIVRE STERLING 1 53rar9 03 02 2003 200 00 6 00 ErmployeeCompany amp 1050 EmployeeCormpany amp IRRA IRAAN Mon DINARA IRANIEN O 00012 03 02 2003 1 000 000 00 EmploveeCompany amp 1051 E mployeeCompany amp kT FAZAKHSTAN Mon Tengue O O06T 4 030272003 4 000 00 0 00 EmploveeCompany amp 1050 EmploveeCompany amp Ero Er BlE Hor DINARA LY BIEN 0 781067 03 02 2003 144 00 144 00 EmployeeCompany amp 1051 E mployeeCompany amp MAD MAROC Mon DIRHAM MAROCAI 0 093955 030272003 EmployeeCompany amp 1050 EmployeeCompany amp NOK NORVEGE Nor COURONNE NOR 0 137446 03 02 2003 EmploveeCompany amp 1050 EmployeeComparny amp PLN POLOGNE Mon OES es eae O245694 03 02 2003 204 70 EmployeeCompany amp 1050 EmployeeCompany amp aoe a Leta more nt AEE Ae os D A T a 20S SS a The GREEN row represents your Base Currency The information needed 1s Currency Code international currency code three characters Country the currency country Base Currency Yes No Yes if it is your own currency No if not Only one currency can be the base currency at a certain moment Exchange Rate to your Currency Cash Current Balance actual cash balance for this currency how much cash do you have in this currency read only calculated by the syste
84. an 24 04 2002 24 03 2002 0170372002 19 02 2002 eh 0 amp tn on oo Double Click on the corresponding line to select it The corresponding Month Year and Closure Number will be displayed in the white boxes above Select one or more companies to display only people belonging to these companies Select one or more expense categories in the expense categories list Click on the Baap employee eS button to select an employee The program will display only expenses for this EXTREM SOFTWARE Page 119 EXTREM User Manual Employee list DIET WEN i All Employees Present Employees 0 1 Extrem Sotware Usa H 0 2 Extrem Romania a Oo 3 Extrem France 360 Extrem Marseille z 7 350 E strem Informatique 0 230 Grenoble Office Bean Jean Marie 0 220 Lille Office Beier Philippe i 1 310 Lyon Commercial Office Pelee eE o i M 300 Paris Office ei oO 4 Extrem Belgium 0 5 Extrem North Europe Haley clit Berjo Joseph Bert Patrick E evori C i thsi Belle Elene lt Click on the button to display the report Tools Accounting Period Expense Date 29 07 2003 l 2870872003 Tresy International EUROPE Expense categories Tresy International USA LI LJ E CARRENTAL Rent a car E E HOTEL Hotel Motel Other accomodation LJ E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees Tl Show Report
85. anies to display only people belonging to the selected companies Possible options are Display people E Mail Address ILHAM ALBING free fr RACHID AMAR free fr MARIELLE AOSSO m tree fr BATIR ARBAGIC free fr Seed Assa tree fr Malain Asymegi tree fr Minar Attirag free fr Ahmed Ay free fr Bleu Barbe free fr Bemard Bares free fr Alain Baudooquedi tree fr Leon Baut free fr Michel Baveurd free fr lean_Marie Aeanmmtree fr a display only employees having a company card Display data Other options on this screen are Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work General information Bank Accounts CARD information 0102000 2002003 06 06 2002 30 01 2003 O41 2 2002 18 11 2002 24 05 2002 061 1 2002 PANAN neral information displays employee general information cash balance email address etc EXTREM SOFTWARE Page 139 EXTREM User Manual 6 13 Analysis tools Reimbursements If you need to consult the reimbursement history the next screen will show you that Reimbursements by employee Show Details Show Totals fy melde curent Print Mail Company private Reimbursements by employee a Accounting Month From 22004 2 To 4 2004 1 Company Employee i i Exchange EI r ACC Acc Slammer Shen Employee N
86. ansportation plane train bus ets CarRental car rental HOTEL hotel motel OTHER all others All these categories are used by the program and MUST be configured in the database You can add new categories using the following window EXTREM SOFTWARE Page 20 EXTREM User Manual Expense categories gt gt gt Expense Types a a E L F P IBAC Bank Account Commission UTHER ha Non BREAKFAST Breakfast Expense Categories DHL one Expense me DINNER Dinner e Description EXCHANGE Exchange rate Rent a car E FL Fort Compl Hotel Motel Uther accomodation g FL Fort Dinner HE Category E FH Forf Hotel All other expense types E FL Forf Lunch Plane Train Bus Other transportation GIFT Small gift L d ia Ld I Amount limit all expenses exceeding this amount will generate a warning when saving approving an expense report Limit Per Unit if the limit is for one unit one person or one day or one night ex for group meals it s the limit for one person for hotel the limit for one night for car rental the limit for one day for one day etc Justification needed Yes No receipt invoice has to be joined to the expense report Justification over justification if needed must be joined if expense exceeds this amount Comment Comment How to use this screen New expense types Use the last empty line to enter new category be sure the expen
87. any expense reports purchase orders per month When you choose the option Miscellaneous Period closure the following screen will be displayed i Period Closure Execute Closure The left half of the screen shows the last closure year month and number and the right half the same for the new closure Type the desired year and month then click on Validate The system will display the closure number for this month and year and then you can do the closure by clicking on the Attention During the closure EXTREM needs exclusive access to the database so it will shut down the system by stopping all other users A message will be sent to all users telling that the system will be shut down so they have to save their work and exit EXTREM SOFTWARE Page 98 EXTREM User Manual 5 2 Miscellaneous Accounting distribution This feature is meant to display the accounting distribution for all the transactions The accounting distribution will be generated according to the accounting configuration see Configuration Accounting distribution The following screen is used to display the accounting distribution Accounting Distribution Accounting Distribution Details al AccountingDistribution A Errors O02022 O Oal Ready You can choose to display the transactions for a whole month or only for a specific closure Click on the button to select a closure number Accounting Distribution 7z e ent Pernod I Ext
88. at Vat Exch rate Mum Date Paid b Kim Amount EUR Vendor a ow D OT gt fo Po How to use this screen zidin OM z003 ar03 egri fOr e003 eOMOre003 atiri 2rd 003 Employee Employee Employee Employee Employee Employee Employee Employee Advance MISC MISC MISC MISC G MISC MISC 500 00 5 00 10 00 4 00 10 00 5 29 10 00 Faz 10 00 EUR 35 46 10 00 WSO 6 00 EUR Pro 0 48 O38 0 50 0 70 2b New lines Use the last empty line to enter new vat types Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid FR FR FR FR FR 0 976563 0 97E5ES OQ FBS 1 000000 0 976563 0 97E5ES OOF RSE3 1 000000 455 28 4 88 3 91 Bed ot S463 2 BE Pro Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL z to cancel the whole row Export to Excel click the this to work EXTREM SOFTWARE Page 36 BLI button Excel has to be installed on the computer in order for EXTREM User Manual 2 16 Configuration Cities and Countries The following screen allows configuring cities and countries useful for the Travel Module Cities and Countries COUNTRIES Country Belgique SUISSE Allemagne France Italie Romania United Kingdom United States County
89. at when you actually pass the orders to your travel agent or you do yourself the hotel reservation car rental or buy plane or train tickets etc Purchase Orders D Exit Employees 300 31802 Show POST PO Show Travel Requests Print Trip authorization Excel re 300 31802 Dubois Aude a T Wind Employee Name r th auto Po ee PO Bal pete thee Expense eo Currency n Tie umber umber Number reference ype type escription Rate a39 127 1370472004 PO TRAIN ia 1 00000 1272 300 31802 Dubois Aude 1339 T2720 19 04 2004 PO PLANE Plane fare 1 000001 1 Extrem Sotware Usa CJ 2 Extrem Romania aC 3 Extrem France 380 Extrem Marseille 350 Extrem eE J 330 Grenoble Office 320 Lille Office J 210 Lyon Commercial 0 a M 300 Paris Office I 4 Extrem Belgium PO Taare Plane Train Other _ Transportation _ Tickets Hotel Car Rental Travel T e Trip Company Employee Expense Expense Country County Departure Departure Namba B J J FR 44 1935 15 04 2004 300 31802 Dubois Aude TENTCAF Rental car Marseille gt Add To POs See Travel Requests 4 Double click on a request plane ticket hotel etc or press the Add to POs button to add it automatically to the PO list Once it is added to the list the Processed yes No cell will be automaticall
90. ay only people belonging to the selected companies You can display approved or not approved reports by choosing the appropriate option You can find an employee by typing part of his name in the Filter line To choose an expense report double click on its line or click once on its line then hit Return The report will be then displayed in the previous window as follows EXTREM SOFTWARE Page 57 EXTREM User Manual Expense reports for 300 11758 Bares Bernard Company Name Posted 19 04 2004 EXPENSE REPORT 300 11238 180404 181353 Employee 3300 11238 Name Bares Bernard Rep Desc Diverses d penses pour mon voyage Trip 1933 Trip date OTON2004 Le Havre FR Trip Scope Visite bureau Le Havre Amount VAT ee Vat Vat Exch rate Num vendor 22 Job Numper Dept Activity Bia Bide 1 000000 500 00 7 04 2004 Employee Advance EUR 12 04 2004 Employee Advance 50 00 1 537279 240 59 10 04 2004 Employee BREAKFAST EUR 1 000000 10 00 10 04 2004 Employee LUNCH EUR 5 1 000000 15 00 10 04 2004 Employee DINNER EUR 5 1 000000 25 00 11 04 2004 Employee BREAKFAST EUR 1 000000 12 50 11 04 2004 Employee LUNCH EUR a 1 000000 18 25 11 04 2004 Employee DINNER EUR 1 000000 30 00 BNRRSASRD SHEESH SSO ede Hee nD o i E Total 19 Due To Company Total paid by company Ready In RED is displayed the status of the expense report which can be Posted the expense report is posted
91. box You can select one employee by typing his employee number in the employee case then hitting Return Clicking on the Employees button will display the employee list where you can choose the desired employee Employee list Display EETA 1 Extrem Sotware Usa 1 H 0 2 Extrem Romania Employee List i Company Employee a Extrem Marseille i aa 350 E strem Informatique 330 Grenoble Office Bill Clinton an C 320 Lille Office Billy Crawford E210 Lyon Commercial Office Blanche Neige A 300 Paris Office so 4 Estrem Belgium 0 E Extrem North Europe Bloc Fiere Bobo Maman BOI SOPHIE Bosch Siemens Orla hal Ic TI BLAU ULI colina If you don t want to send the message to one or more employees delete the Y or type an N in the Notify column The message can be sent by email or it can be printed The message content is defined in the file NonReportedAdvances rtf It can contain any text you want but be careful to include the following key words which will be replaced with real values when you print or mail this message EXTREM SOFTWARE Page 108 EXTREM User Manual Paris the Date Subject Not rapported Advances Dear Sir Lady EmployeeName We inform you that you have taken the following Advances for your different trips Date tA dvDate 1 2 TripNumber12 AdvNumber12 AdvAmount12 AdvCurr 2 tA dvDate20 Tri
92. by employee Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work Right click on a report line if the line belongs to an expense report a menu will appear to display the corresponding report EXTREM SOFTWARE Page 133 EXTREM User Manual 6 11 Analysis tools Expenses by expense type This report shows the expenses grouped by expense type Expenses by expense types Show Details Show Totals Show Expense Report list Company priv l Expenses by expense type Accounting Month From 2 2004 3 To 4 2004 1 ey Expense Description Date sie Amount Amount EUR cote pra ag Employee Name Trip Nb Job Number Department goats PaP PERSCAR Personal car 02 02 2004 EUR 120 00 120 00 300 11265 Dorsedou Gilles 11265 100 R2938 150 KX150 2 200 PERSCAR Personal car 01 02 2004 EUR 120 00 120 00 300 1133 ALBIN ILHAM 1133 100 00941 150 xxi50 2 200 PERSCAR Personal car 01 02 2004 EUR 120 00 120 00 300 1133 ALBIN ILHAM 1133 100 00941 150 150 2 200 PERSCAR Personal car 01 02 2004 EUR 120 00 120 00 300 10958 Bobo Maman 10958 100 A4501 121 180 2 200 PERSCAR Personal car 01 02 2004 EUR 120 00 120 00 300 11254 Cochon Pierre 11254 100 R2759 003 XX201 2 2 PERSCAR Personal car 01 02 2004 EUR 120 00 120 00 300 11076 Dionis Veroa 41076 100 R2932 555 YvY100 2 200 PERSCAR Personal car 01 02 2004 EUR 120
93. car Le Havre a4 1939 15042004 300 31802 Dubois Aude Planefare PARIS 1 Marseille 94 1939 15 04 2004 300 Dubois Aude HOTEL Hotel Marseille g4 1939 15 04 2004 300 Dubois Aude JEN TCAF Rental car Marseille g5 1940 10 04 2004 300 ALBIN ILHAM TRAIN Train Fare PARIS Lyon FR 0oy 08 00 g5 1940 10 04 2004 300 ALBIN ILHAM HOTEL Hotel Lyon FR g5 1940 1004 2004 a00 ALBIN ILHAM JENTCAF Rental car Lugn FRA A T4000 afa Double click on a request plane ticket hotel etc or press the automatically to the PO list Once it is added to the list the Processed yes No cell will be automatically checked showing that this request was processed GO TO follows PO History Est Show POs Rettesh PO History Purchase order 924 Yendor PO Balance numer vendor Mame Operation date Amount EUR EUR AF Air France 15 07 2003 500 00 500 00 Po 924 924 AF Air France 29082003 500 00 0 00 Invoice Tra 774 924 924 Company private Op Type Operation Mumber Refers ta PO Number The options in this report are e Select a purchase order displays PO list where you can select a purchase order or type its number in the corresponding box then hit Return or click on the Refresh button e Go back n months type the desired number of months in the corresponding box then click on the Go back button to display older transactions for the same PO e Print prints the report e Mail mails the rep
94. cc3 accounting information if used by your company Employee comment filled in by the employee if needed Travel Office comment filled in by the Travel Office if needed When all the requests are entered the employee submits the Travel request for Approval by POSTING it click on the eSt button 7 gt Ch Da 0st Rec When a Travel Request was POSTED it cannot be modified any more Approvers have the right to UNLOCK or DELETE it EXTREM SOFTWARE Page 51 EXTREM User Manual 2 Requests for tickets plane train other for each Travel Request When you select a Travel Request in the Travel Requests List the program will update the other sections tickets reservations advances with the corresponding data The Request for tickets section will be as follows Travel Request 50 Tickets gt Plane Train Other Transportation ats Return Expense Expense aoe i Departure _ Tee BEIRN City From City TO ate pace Return Date a Employee Comment Travel Office Conn PLANE Plane fare Paris Marseille 12 09 2003 08 00 18 09 7003 18 00 Petur Ticket Ticket The data to be entered is Expense type plane train and other transportation tickets you can select from the list as shown below Travel Request 50 Tickets gt Plane Train Other Transportation rae Return cua a City From ta City TO mene ma ras Aprox Return Date Aprox Employee Comment Travel Office Conn Time Time Br Plane fare Paris
95. cel has to be installed on the computer in order for this to work Right click on an employee line in the employee history table A menu will be shown where you can select one of the options See expense report See reimbursement will display the corresponding expense report will display the corresponding reimbursement Manual reimbursement will do a manual reimbursement for this employee if the employee balance is not zero see chapter Employee balances Reimbursements Employee history oS Company Employee Number Number Fete eon E oa 300 1133 ALBIN ILHAM 0170272004 300 1133 ALBIN ILHAM 01 02 2004 a 300 1133 ALBIN ILHAM O102 2004 i j 300 1133 ALBIN ILHAM 01 02 2004 i 300 1133 ALBIN ILHAM 17022004 300 1133 ALBIN ILHAM 01 02 2004 300 1133 ALBIN ILHAM 01 02 2004 EXTREM SOFTWARE Employee History Operation Number Operation Type Amount EUR 200 1133 010204163133 ExpenseReport 2 000 00 300 1133 010204163500 ExpenzeReport 2 000 00 300 1 133 01020 4 1163943 ee 10 00 rt Li Fr See Expense Report 300 1133 0 10204 164201 danaa reimbursement 300 1133 0 Hanae an Hbwooooo inan REIMB 170 00 1 133 07 Page 67 Paid By Balance EUR Due To 2 000 00 Employee 4 000 00 Employee 3 990 00 Employee 3 980 00 Employee any 0 00 10 00 Company 20 00 Company Company Private Check Number Bank transfer EXTREM User Manual 3 8 Reimbursements histo
96. counting codes written on the expense reports There are two accounting tables named Account2 and Account3 For example if the expense report is Posted 01 07 2000 EXPENSE REPORT 11 10054 01070 Employee 77 70034 Name Alby Cay Tip Tid Trip date OF07 2000 Alby Cay Scope Test report E RERE eee TT il and 1 ad aaa ian ae sus aaa atc i REST Expense cure Price Amount o Vat Exch aie Paid iNumbe Code Code Date Paid by P Km PAmount FRF YVendor Code detail i ney ikm Di Incl Amount i toFRF win o r o Jok Me Dept Project a PAEA a AEEA a E E EE S ee Number Cost i owor2000 Employee Advance FFF 500 00 ra fi 1000000 500 a0 gt OVO7 2000 Employee Advance FRE 1000 00 Son 50 00 1000000 1000 ag 3 OUOTH2000 Employee HOTEL FRF 1500 00 500 7500 1oog0og 1500 00 5 GAMES 920000 12 UL8o2 4 OWO7IZ000 Employee RENTCAR FAF 2000 00 5 00 100 00 1000000 n 4 PAMEK a30000 103 ULeos Pere ere ere ene re rere errr ee EEEN EEENNEE ENRERE NEAENANE PPE eee etter eth TETTETETT TETTETETT error rere re re rere rrr ren Semnununmnnnnnnnn n x ee See erent ee eeeeerecneesnrersnseee ee to 5 OUOTH2000 Company PARKING FRF 2500 00 5 00 125 00 Loaoooo 2500 00 AMEX 340000 104 ULB e OWOTHZO0N Company PERSCAR aa 3000 00 5 00 150 00 1000000 2000 00 2 a50000 105 ULSO5 The system will look up the codes 10
97. description Currency Amount Amount EUR E 300 11236 Bares Bernard 1563 1347 a4 1407 i2004 PLANE Plane fare EUR 450 00 1 000000 14 07 2004 TRAIN 150 00 1 000000 Bares Bernard Train Fare Bares Bernard 13493 14 0 2004 PLANE Flane fare EUR 400 00 1 000000 400 00 Bares Bemard 1350 q40rr2004 HOTEL Hotel EUR 0 00 1 000000 0 00 Bares Bernard 13510 14 0 2004 RENTCA Rental car EUR 0 00 1 000000 0 00 The first table displays the list of all transmittals to travel agents and the second one the list of items to be ordered for the selected transmittal You can ADD or REMOVE lines Purchase orders to this list using the buttons Add Pos and Remove Pos The system keeps in memory the Travel Agent where you sent your previous order transmittal and will suggest the same for the new transmittal You can change it at any moment before POSTING the EXTREM SOFTWARE Page 88 EXTREM User Manual transmittal by typing his code in the Travel Agent Number column or clicking the small button in this column then selecting it in the displayed list 14 07 2004 PALARAN BO 1963 Yopa T TravelAc gen nt American E press Carlson Wagon Lit TRAVEL AGENT HAMAS Travel amp gent Travel4gent When you first create a transmittal it has the status WORK When you have finished it you must POST it before sending it to the travel agent w Transmittals to Travel Agent mene to nae Agent
98. ding boxes Clicking on the down arrow of the date boxes will display a calendar where you can select the desired date EXTREM SOFTWARE Page 141 EXTREM User Manual The report includes only reimbursements done in the selected period If you want to include reimbursements done after the last closure select the Include current reimbursements option then click on the Show report button Other options on this screen are etails shows all reimbursements for each employee SHOW totals shows only totals by employee Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work Right click on a report line a menu will appear to display the corresponding reimbursement EXTREM SOFTWARE Page 142 EXTREM User Manual 6 14 Analysis tools Expenses by Vendor This report shows the expenses grouped by vendor travel agent By Vendor Report Company private Expenses by vendor Accounting Month From 2 20044 To 4 2004 1 300 717238 Bares Bernard a Company Employee iin aot Days Amount EUR Expense description Employee Name Date Report PO Number Operation Type Nightsi Number Number AMEX American Express 5 60 00 Hotel 300 11238 Bares Bernard 11 02 2004 300 11230 110204112227 ExpenseReport AMEX American Express 4 60 00 Car Rental 300 11236 Bares
99. e rer PIA ITA ii gt 2004 11246 Baveur Michel 11246 2004 11523 Bean Jean Marie 11525 Employees show Report 2004 at 10982 Beier Philippe 10982 2004 11242 Bella Pierrette 11242 HOTEL Hotel EUR 5 00 75 00 10s 004 2004 11241 Belle Elene 11241 Read BI Bi Bi Bi Bi Bo Bo Bo Bo Bo Bo Bo Bo Pi Ba You can choose the period either by Accounting Month Year and Closure number or by Expense date by clicking on the appropriate button in the Tools window If you chose the first option you can select the desired period by typing the Month Year and Closure from to in the corresponding boxes Click on the arrows s or to go backward or forward Click on the button to display a list of all the closures like shown below EXTREM SOFTWARE Page 114 EXTREM User Manual Tools Accounting Period Expense Date tasaa Periods nse categories 24 07 2002 LHRENTAL Rent a car ef Ub 2002 ITEL Hotel Motel Other accomodation 30 05 2002 HER All other expense types 10642002 FANSPORT Plane Train Bus Other tran 24 04 2002 24 03 2002 0170372002 1370272002 pag Mi 0 Se iN M M Double Click on the corresponding line to select it The corresponding Month Year and Closure Number will be displayed in the white boxes above Select one or more companies to display only people belonging to these companies Select one or more expense categories in the expense categories list Click on the
100. e currency the program will automatically fill in the exchange rate to your base currency Amount the purchase amount in the chosen currency VAT included VAT percentage of VAT VAT amount if you entered a VAT this amount is calculated by the system otherwise you can type it manually Vat Type Vat type according to the VAT table Exchange rate the exchange rate to your base currency This data is automatically filled in by the system when you validate the currency but you can manually modify it Amount Base currency advance amount calculated in your base currency This information is calculated by the system depending on the selected currency the advance amount and the exchange rate City From Country From City To Country To this is important information for travel analysis purposes Departure date Departure Time departure date and time Return Date Return Time return date and time From Date To date for Hotel reservation and Car Rental Ticket Number plane or train ticket number Ticket type RT round trip ticket OW one way Other other type Flight Number flight number or reservation reference Return flight number return flight number City To Country To for hotel reservation and car rental this is the city where the reservation 1s made From date To date for hotel reservation and car rental beginning and end date Number of nights days number of hotel nights
101. e companies After the program installation the first time you run ExtremSoft you ll see the following screen Fe EXTREM Configurg Travel and Click on the Companies button You ll get the following screen Companies a O vette BT Extrem Sotware Usa PE Company Hame o Language 2 Extrem Romania A 3 Extrem France EXTREM SOTWARE USA English 1 360 Extrem Marseille ESTREM ROMANIA English 7 350 Extrem Informatique ESTREM FRANCE English 990 Grenoble Office EXTREM BELGIUM English 990 Lille Office Es TREM NORTH EUROPE English 310 Lyon Commercial Office ESTREM HEW YORK English B00 Paris Office ESTREM ENGINEERING BOS English 4 Extrem Belgium ESTREM DEVELOPMENT HO English 5 Extrem North Europe TECHNICAL SUPPORT DALL English EXTREM ENGINEERING BOS English Enter here the information for the company Company Number a number that identifies the company Company Name the name of the company Mother company the company that owns this company Language default language for employees in this company EXTREM SOFTWARE Page 5 You need to create at least one company to be able to use the program Show departments Prints the company list Export to Excel Imports company list from excel file EXTREM SOFTWARE Page 6 EXTREM User Manual EXTREM User Manual 1 3 Configure the employees and users Next thing to do ts to configure one or more employ
102. e real ones Saving the expense report You can save your expense report anytime you want by clicking on the Save button You can open it later and continue entering your data if it is not yet finished When you click on the SAVE button the system will also perform a check for errors and if any will display an error list The same list will be displayed if you press the Check Errors button Errors Expense detail Limite d pass e Limite 50 Job Number Not authorized to charge on this JOB 300 MT212 Job Number Not authorized to charge on this JOB 300 MT212 Job Number Not authorized to charge on this JOB 300 MT212 Job Number Not authorized to charge on this JOB 300 MT212 Job Number Not authorized to charge on this JOB 300 MT212 Expense detail Limite d pass e Limite 250 Job Number Not authorized to charge on this JOB 300 MT212 1 1 Fi 3 4 5 6 6 You can click on Check Errors anytime during the keying of your report to see if everything is OK EXTREM SOFTWARE Page 46 EXTREM User Manual If you click on an error in this list the system will show you where it comes from in the expense report Posting the report When the expense report is finished and all the errors are cleared you have to POST the report POSTING means that the report is finished and it is submitted for signature and approval Click on the POST button to do this operation When a report is
103. e to correct the errors and submit it again To reject an expense report click on the Reject button You will have to type a reject reason in the following window so that the employee will know why the report was not approved Reject Reason Type here the REJECT reason ou reported a hotel expense of 1500 FAF but the attached invoice is only tor 1200 FRE Flease make the necessary corrections and submit it agan Show trips displays the trips list Print Mail prints the report or mails it to someone or exports it to Excel EXTREM SOFTWARE Page 59 EXTREM User Manual 3 6 Employee balances Reimbursements The following screen is used to display employee balances and to do automatic and manual reimbursements company to employees or employees to company Employee Balance Automatic Reimbursement Display List Notify Print Mail 7 1 Extrem Sotware Usa Company private AEP Extiem Romania Employee Balance 3 Extrem France C 360 Extrem Marseille O 350 Extrem Informatique Automatic oomo Emolo 0 220 Grenoble Office Reimbursement pany ee Employee Name Balance EUR Due To Number Number J 220 Lille Office res No J 210 Lyon Commercial Office 300 20239 CHICHA ALI 60 00 Employee 300 Pans Office 300 31802 Dubois Aude 80 00 Employee H 4 Extrem Belgium 300 32273 DUR JACQUES OLIVIER 60 00 Employee 0 5 Extrem North Europe Total to reimburse 240 00
104. eAccount the employee account number as defined in the employee configuration see Configuration Employees VatAccount account number for VAT as defined in the currency configuration see chapter Configuration Currencies EmployeeNumber the employee number as defined in the employee configuration see Configuration Employees Subledger Type the subledger type a number enclosed into like 789 LMK 45678 gt Ledger Type the ledger type a number enclosed into like 789 LMK 45678 gt Other information 2 columns a number enclosed into like 789 LMK 45678 Examples Assume that the employee number 12345 having an employee account of EMP 12345 made an expense report as follows E by detail lie ie AOU Employ Hotel USD 550 10 50 ee Assume also that the VAT account for the USD currency is VAT USD your base currency is FRF and the exchange rate from USD to FRF is 6 500 USD 3000 FRF If the accounting distribution configuration is the following spn BE Aes a oe Resi Ao Gat A Sane L By Code Type _ Code Type Code Type category ae ee ee a Emplo AS54577 292929 VatExcluded Currency ie ye oe ee aa eer ee ea lle ee ee ee el eee eens ned EXTREM SOFTWARE Page 26 EXTREM User Manual EXTREM will generate the following distribution
105. ees in the Employee List Click on the Employees option and the program will display the screen for employees configuration This screen will be explained in detail in the chapter Configuration Employees For the time being all you have to do is to enter your employee number and employee name The system will fill in some of the other columns with default data You can add one or more employees at this moment as you wish 96258 VANDENE PHILIPPE Emp Automat IC Reimbur zement Bank Hame Bank Number 1 Bank Number 2 Bank Humber 3 1133 ALBIN ILHAM Our ENP 12345 setet ZEIT o eld ANDRIES ALAIN Our ENP PARISBAS 1234 45454545 1234567090 11588 A0550 MARIELLE Our CA MARSEILLE LE 44 4567 1234567890 E I SEF ARBAGIC BATIR Oui CE ILE DE FRANCE dd 4567 1234567890 E ERG AMAR RACHID u 5G S0GEFAFPF 44 4567 1234567090 E 11055 Assa Seed Our CL PUTEAU L4 d 4567 1234567090 o ole uet Frangois Our SG PARIS PONT NEUF 44 4567 1234567890 E 11318 Zanzibar Geta Ou C E RHONE ALPES Aa 4567 1234567890 ES 11314 Willy Grand Our ENP NANTERRE 44 4567 1234567090 Click Exit when you finished you will return to the previous screen The next thing to do is to configure one or more users in the Users List For this click on the Users and Security button and the screen for the user s configuration will be displayed This screen will be explained in detail in the c
106. efined in the currency configuration Cash account will be used for advances paid in cash bank account will be used for advances paid by check bank transfer etc other than cash EmployeeNumber the employee number as defined in the employee configuration see Configuration Employees gt Subledger Type the subledger type a number enclosed into like 789 LMK 45678 gt Ledger Type the ledger type a number enclosed into like 789 LMK 45678 gt Other information 2 columns a number enclosed into like 789 LMK 45678 How to use this screen New lines Use the last empty line to enter new configuration Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid or click on the Save button Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL z or click on the button to cancel the whole row Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click the button Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 30 EXTREM User Manual 2 12 Configuration Accounting tables The accounting tables are look up tables used to check the ac
107. el Request A new line is added to the list as shown New Rocuce EE fo Wak IY Posed Appoved Carcded Travel Requests for 11130 Palada Bogdan Nicolae Travel Travel Trip Departure Project Cost Travel Off l ies Request Date Status Numb a fate Return Date Trip Scope Destination County Job Number Department om pee Employee Comment Cammen ef 08 2003 Fo sted 10 05 2003 15 09 2005 ieee in Hice Nice 330000 UG100 EE 05 09 2003 amp The data to be entered is Travel Request Number automatically given by the system cannot be changed Travel request Date automatically given by the system you can change it Status status of the travel request it can be one of the following WORK the employee is working on the travel request it s not ready yet POSTED the employee finished working on the travel request it is now submitted for Approval APPROVED the travel request was approved by the employee s manager Trip Number automatically given by the system when the Travel Request is APPROVED Departure Date Return Date departure and return date Trip Scope scope of the trip Destination City and Country destination Type it directly in the cell or click on the cell button and choose it from the window that appears Urgent Country Limoges Berlin DE Bonn DE Cannes FA Lille FA Lyon FR Marseille FA x Job Company Job Number job information Acc2 A
108. el Requests Approve Request Unlock Request Close Request ns To tre gent hi a Travel Requests lt Travel o Destinat ls e L Request F fei t Status H Li gar Attached By rua ane Employee Hame are Return Date at ion Proces E Number eguUe ate umber amp umber umber ale ity Country sed 20 04 2004 l 33 ALBIN ILHAM 01205 2004 03 05 2004 B ea 111 20 06 2004 1954 C 300 1133 ALBIN ILHAM 01 07 2004 10 07 2004 MARSEILLE FR 7 Aler retour Kis a4 H Request Number 99 Transportation Hotel Car Rental Request Number 99 Advances Processed Expense Expense Country Counte Departure Departure Fett TA Pay tves Nol Type e ata City From Fane City To Te hee fae Return Date Tir ves Nol Currency Amount reeds Employee Comment il PLANE Plane fare PARIS FR Berlin DE 01705 2004 08 00 EUR 400 TRAIN Train Fare Berlin DE PARIS FR 03 05 2004 18 HOTEL Hotel Berlin DE Ca M Approve Request If you have the necessary rights you can approve a Posted Travel Request by pressing this button When a travel Request is approved a Trip Number is automatically generated by the program and a Trip line is inserted in the trip table Unlock Request Unlocks a POSTED Travel Request so it can be modified and submitted again Only an approver or a system administrator has the right to Unlock a travel
109. election example EXTREM SOFTWARE Page 126 EXTREM User Manual Tools Accounting Period Expense Date e Jozi 7 2003 Jo Tresy International EUROPE _ Expense categories DZD Tresy International USA im CARRENTAL Rentacar L E HOTEL Hotel Motel Other accomodation ies FH Forf Hotel HOTEL Hotel E E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees ae Show Report Typing 2 in the Job Number textbox will display all expenses for all Job Numbers beginning with 2 Typing 61 in the Job Number textbox will display all expenses for all Job Numbers beginning with 61 NAS button displays hides the Tools window Expense Report List shows a list of all Expense Reports concerned by the last displayed report Expense Report List Print Selected Show Exp Report 142 Expense Reports Employee Name Report Number Basch Siemens a0 TM46 0s0en4ieats5 C BOUAL MUSTI 300 1 2509 0402041 63135 C Boutfet Jean Pierre 300 11 274 05020411 63135 C Bout Pierre Nicolas 300 1 1312 0602041 63135 C BOUTIG CHRIST 300 1 4206 0702041 63135 C EOUTIL MATHIAS 300 1 4250 086020411 63135 C Eraque Robert 300 1 1015 0902041 63136 Bras Antoine SU0 11519 10020417 637 36 C BRETON POL 300 1 41 32 11020411 637 36 BROCART ELLY 300 1 5208 1 202041163136 BRUNE LABLONDE 3200 15041 1 3020417 637 36 2 C Bruse Marie 300 111
110. employee profile as shown below EXTREM SOFTWARE Page 75 EXTREM User Manual Company private Employee Profile Employee Number 300 11238 Name Bares Bernard CONDA 300 FP aris Office Emo ype Permanent Bith Date Department 14 Receivables Accounting Fusnctian Contract Tyne Date In 1106 2003 Date ut Emal Address bogdan paladadwanadoo tr Nahonahty A nnrover 300 1000 Harant Patrick Home Address Prone Cel Phones Faxes Documents Visas 10072010 Belgique RK 0O00 01074003 Bruxelles Medical File Viste M dicale annuelle O5 04 2003 05042004 Chague ann e m decin du travail VWaocin Fi vre jaune 01 042002 1005 2003 Yellow tever t marss tyon ernes onmoraooa STONE TlLenden unted Kingdom onmerz004 1006 2004 be displayed Check List for Trips Documents frets Check Category joe What To Check Check Before Checked Checked Date Checked By o BCG MEDICAL 20 03 04 2004 OF 04 42004 Palaran Bo MEDICAL 30 Vaccine 03 04 2004 OF 04 2004 Palaran Bo EXPATRIATION 10 Nationalit 03 04 2004 OF 40472004 Palaran Bo ESPATRIATION 20 Validit Passeport 03 04 2004 OF 40472004 Palaran Bo a ea lt 1 lt 1 99 button EXTREM SOFTWARE Page 76 EXTREM User Manual Check List for Trips Check List MEDICAL Visite Medicale MEDICAL Ordonnance MEDICAL BCG MEDICAL Vaccins MEDICAL Certificat Novegian EsPATRIATION Mationalit EXPATRIATION Validite Passepo
111. en read the left table contains the matched invoices and the table on the right side the unmatched ones You can then click on the Propose matches button and EXTREM will propose possible matches by automatically filling the Matched PO Number in the first column of the right table A match is proposed between purchase orders and invoices when the employee number matches and the amount differs by less than 10 Anyway you can manually type the Matched PO Number in the first column of the right table If you don t agree with one of the matches proposed by EXTREM in the left table type an N in the first column this line will not be transferred into the database When you finished the matching click on the Transfer to database button and all the matched invoices will be transferred Other options on this screen are Print prints the two tables Mail sends the two tables via email Export to Excel exports the two tables to Excel Excel has to be installed on the computer for this to work EXTREM SOFTWARE Page 93 EXTREM User Manual 4 6 Travel Travel Requests Processing Each employee is required to do a Travel Request before making a trip The Travel Request will then be approved by his manager and after that it arrives to your company Travel Office for processing Not approved Travel requests still arrive to the Travel Office and they can be approved here by someone having the necessary rights Trav
112. ense reports by checking the first cell on the corresponding line Select Deselect all by pressing the expense reports by pressing the Prin EXTREM SOFTWARE Page 122 electi button Once you selected one or several lines you can print the corresponding EXTREM User Manual Other options on the main screen are Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work Right click on a report line if it is an expense reported on an expense report a menu will appear to display the corresponding expense report EXTREM SOFTWARE Page 123 EXTREM User Manual 6 9 Analysis tools Expenses by employee This report shows the expenses grouped by employees Expenses by employee show Details Show Totals Show Expense Report list Company private Expenses by employee Accounting Period From 2 20044 To 4 27004 1 Prantl Employee Name Date ay Expense Description aan Amount pem aa is Hog Job Number areal seated Operation Number 300 1133 ALBIN ILHAM 01 02 2004 PERSCAR Personal car EUR 120 00 1420 00 2 2004 1133 100 0094 150 XX450 300 113301020411 300 1133 ALBIN ILHAM 01 02 2004 HOTEL Hotel EUR 60 00 60 00 2 2004 1133 100 00200 100 XXI20 300 113301020412 300 1133 ALBIN ILHAM 01 02 2004 RENTCAR Car Rental EUR 80 00 80 00 2 2004 1133 100 00500 121 XX130 300 1133 01020412 300 1133 A
113. eports for 300 112738 Bares Bernard Company Name 12 07 2004 ort i ff j Work EXPENSE REPORT 300 11238 120704 121830 Employee 300 77 238 Name Bares Bernard Rep Desc Trip 2 1963 O TUOT 2004 1012004 OF 2004 1507 2004 Marseille FR FR Trip Scope Voyage d affaires Marseille Expense Curre ty l Price Amount CYAT WAT at Wat Exch rate Job Dept Activity ome saey SSGa eo te SaS S anor Deae Arete recom My a mE 1 2006 2004 Employee Advance EUR 250 00 1 000000 260 00 2 06 2004 Employee Advance EUR 125 00 1 000000 125 00 3 th k These reported advances will be checked against the taken advances during the approval process and if any of this data is different taken lt gt reported the report will be rejected so don t modify any of it You can report fewer advances than taken on an expense report EXTREM will suppose that the remaining ones will be reported on a different report an warning will be issued To enter an expense fill in the columns Date expense details etc Don t forget the Job Number and the other two accounting columns If this columns are left empty the program will look for them in the database in the Trips list for the corresponding trip and in the Travel Requests list If found the columns will be filled in with the corresponding data If the Job Number are different from those defined for the trip enter here th
114. er Dhilirnm FIO A nnn nni 1 ANNM A NNN AN ramnanir Rank Trane fer i Display a reimbursement To display a reimbursement you need first to select one For this click on the Show Reimb button it will display you a list of reimbursements as shown below Reimbursements ia oo Reimbursement ST RFEIMB 1 802041 22932 1870272004 Manual Eeo IDUR JACOUES OLIYIER REIME 18020411 22908 16 02 2004 Manual J300 31802 Dubois Sude REIMB 1 702041165749 1 02 2004 Manual a00 202393 CHICHA AL FREIMB 1 702041165552 17 02 2004 Automatic By default this list shows all the reimbursement for the current month after the last closure To display the month box and then click the Go back The display options are displays all reimbursements displays only manual reimbursements tomatic displays only automatic reimbursements To Er one re eeineni double click on its line in the list or click once and hit Return To sort the grid ascending following one column click on the column header EXTREM SOFTWARE Page 68 EXTREM User Manual EXTREM will generate an electronic bank transfer file corresponding to the displayed reimbursement This file is normally generated when the reimbursement is done see Employee balances Reimbursements but you can generate it here if you need it again for any reason only for automatic reimbursements Notifies employees concerned by this reimbursement that t
115. eriod Expense Date m Jeo fe 7 2003 e o Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar E E HOTEL Hotel Motel Other accomodation e FH Fork Hotel O TRANSPORT Plane Train Bus Other tran Employees ae Show Report If you want to select certain accounting codes in this example Job Number Department Number Project Cost Code type the desired code in the corresponding box then press as Shown below Tools Accounting Period A Expense Date e Joz p pw e Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar C E HOTEL Hotel Motel Other accomodation e FH Forf Hotel HOTEL Hotel E E OTHER All other expense types O amp TRANSPORT Plane Train Bus Other tran Employees a Show Report You can use wildcards for your selection example EXTREM SOFTWARE Page 136 EXTREM User Manual Tools Accounting Period Expense Date e Jozi 7 2003 Jo Tresy International EUROPE _ Expense categories DZD Tresy International USA im CARRENTAL Rentacar L E HOTEL Hotel Motel Other accomodation ies FH Forf Hotel HOTEL Hotel E E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees as Show Report Typing 2 in the Job Number textbox will display all expenses for all Job Numbers beginning with 2 Typing 61 in the Job
116. fy y employees another option on this screen is employee notification the button This will send a message to all employees owing money to the company EXTREM SOFTWARE Page 63 EXTREM User Manual The notification content is taken from the file ReimbursementModel rtf where the keywords will be replaced by real values Ref Expense Reimbursement ReimbNumber ReimbDate 4 Dear EmployeeName We inform you that we ve transferred the amount of Money Currency to your bank account Bank1 Bank2 Bank3 Bank4 la banque BankName on the ReimbDate 4 This amount represents the reimbursements for your expense reports Regards The Expense Reports Department The key words are ReimbNumber Reimbursement number EmployeeName Employee Name Money Amount Currency Currency Bank1 Bank2 Bank3 Bank4 Employee bank account BankName Employee bank name ReimbDate Reimbursement Date Other options on this screen are Print prints the list that is displayed Mail mails the list that is displayed Export to Excel exports the list to Excel Excel has to be installed on the computer in order for this to work Right Click on an employee line in the list displays a menu where you can select manual reimbursement for the employee or to see employee history see chapter Employee history Cash transactions EXTREM SOFTWARE Page 64 EXTREM User Manual B C
117. ge 151 EXTREM User Manual Tools Accounting Period Expense Date e Jozi 7 2003 Jo Tresy International EUROPE _ Expense categories DD Tresy Intemational USA E CARRENTAL Rentacar L E HOTEL Hotel Motel Other accomodation i fem FH Forf Hotel HOTEL Hotel E E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees as Show Report Typing 2 in the Job Number textbox will display all expenses for all Job Numbers beginning with 2 Typing 61 in the Job Number textbox will display all expenses for all Job Numbers beginning with 61 You can choose the City From City To by typing the city name in the corresponding textbox Click on the or button to display a list of all cities where you can select the desired one a oe Cannes Lille Lyon Marseille Nantes Nice Faris St Nazaire Milan Rome Other options on this screen are displays hides the Tools window shows all expenses for each employee shows only totals by employee prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 152 EXTREM User Manual 7 Connected Users This screen is only available for users who have administrator rights It displays a list of the users connected to the system You can use it to send a mes
118. h 2 Typing 61 in the Job Number textbox will display all expenses for all Job Numbers beginning with 61 NAS button displays hides the Tools window Expense Report List shows a list of all Expense Reports concerned by the last displayed report Expense Report List 142 Ex Expense Reports Reports Show Exp Report Bosch Siemens 300 11 046 03020417 63135 C BOUAL MUSTI 300 1 2509 0402041 63135 C Boutfet Jean Pierre 300 11 274 05020411 63135 C Bog Fiere Nicolas 300 1131 2 06020411 63135 C BOUTIG CHRIST 300 1 4206 0702041 63135 C BOUTIL MATHIAS 300 1 4250 0802041 63135 C Braque Robert 300 11015 09020411 63136 D Bras Antoine 300 11519 10020411 63136 C BRETON POL 300 1 41 32 11020411 63136 0 BROCART ELLY 300 1 5208 1 2020417 63156 BRUNE LABLONDE 300 1 5041 1 3020417 63136 C Bruse Marie 300 11167 1 402041763756 L Cabron Stephanie 300 11 307 1 5020417 631 36 Double Click on one line or press the button to display the corresponding expense report Select one or more expense reports by checking the first cell on the corresponding line Select Deselect all by pressing the Select button Once you selected one or several lines you can print the corresponding expense reports by pressing the Pit EXTREM SOFTWARE Page 132 EXTREM User Manual Other options on the main screen are Show details shows all expenses for each employee shows only totals
119. hapter Configuration Users and Security For the time being the minimum to do is to configure one user among the employees already entered in the Employee List Enter the company and employee number validate by hitting RETURN or by changing the column and type Y Yes in the column Is Admin Is administrator This will give this person access to all the program options You don t need to type the employee name the program will do it for you Display 11246 Baveur Michel Is Lar Can Can Can Can sel Dts Can Do Company User eae E Approve Can Do a A 1 Expense is Sora i cecal ene ser Mame Mpense Eypense Reimb 200e ccess ocess Access Period ccounting Access Admin Report Tipe Advances POs Invoices eee Distribution 300 1133 ALBIN ILHAM Oui Hon Hon Oui Mon Hon Hon Hon Hon Horn o 300 4095 AUBRY VALERIE Oui Hon Oui Hon Oui Oui Oui Oui Oui Oui EAA Non Non Non Non Non Non Non o S00 10582 Beier Philippe Horn Hon Hor Non Hon Hon Hon Non Hon Hon 300 11661 BELAUNA OLIE Norn Hon Hon Mon Hon Hon Hon Nor Hon Norn Be sure to have at least one administrator in this list IsExpenseAdmin Yes Passwords At the beginning you can log in without a password Please change it immediately after the first log in by using the Change Password menu EXTREM SOFTWARE Page 7 EXTREM User Manual 2 1 Configuration Departments The following screen is used for Departments co
120. he client list Export client list to Excel Import client list from Excel table EXTREM SOFTWARE Page 12 EXTREM User Manual 2 4 Configuration Projects The following screen is used for project configuration pjects x Aa 300 MM003 Technical Documentation A Job ae Is PR Client ompany Number Job Description Job Type irae Date In Date Out ane Billable irae Client Hame Ig 300 O0001 Site Development 25 06 1998 Mon Mon ATOGF ATOMIC INTEGRATED ATOGP 0000 300 p253 Feasability study ET PAO Proposal Oui O1 04 2007 Non Non AE ACSA As E B253 300 MMOO1 EXTREM Business GENERAL Oui 01707 1998 aa Non 300 MMO02 Business development GENERAL Our 01 07 1998 Oui Technical Documentation e aa a ee Chent Job Humber The information to be entered here is Company Number the company to which the project belongs Job Number your job number Job Description the job description Job Type 3 possibilities Contract job is a contract Proposal job is a proposal General overhead Is Open if job is open people can charge expenses on it Date In date when the job was first open Date Out date when the job was closed Specific Employee List if yes you can define a list of people authorized to charge on this job Billable job is billable future use Client Number code of the client Client Name name of the client automatic no need to enter it Client Job Number
121. he money was transferred to their bank accounts The notification content is taken from the file ReimbursementModel rtf where the keywords will be replaced by real values Ref Expense Reimbursement ReimbNumber ReimbDate 4 Dear EmployeeName We inform you that we ve transferred the amount of Money Currency to your bank account Bank1 Bank2 Bank3 Bank4 a la banque BankName on the ReimbDate 4 This amount represents the reimbursements for your expense reports Regards The Expense Reports Department The key words are ReimbNumber Reimbursement number EmployeeName Employee Name Money Amount Currency Currency Bank1 Bank2 Bank3 Bank4 Employee bank account BankName Employee bank name ReimbDate Reimbursement Date Other options on this screen are Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work Find type the employee number or part of his name in the Find box then click on the arrow EXTREM SOFTWARE Page 69 EXTREM User Manual 3 9 Import expense reports You can import expense reports from an EXCEL file Expense reports for 300 11238 Bares Bernard Check Errors Advances Prini ine TAT Mail Al Export to Excel Company Name nba Import From File EXPENSE REPORT E
122. ist EXTREM SOFTWARE Page 129 EXTREM User Manual Click on the bmg employee ees button to select an employee The program will display only expenses for this Employee list Display A Erpes EE Enem Sota Use EE 0 2 Extrem Romania Employee List Company a A C 3 Extrem France Employee Mame Present p C 360 Extrem Marseille J 350 Extrem Informatique C 330 Grenoble Office 11523 Bean Jean Marie Yes 0 320 Lille Office 10982 Beiler Philippe Tes o 0 310 Lyon Commercial Office 11242 Bella Pierrette Yes oer us Clie 11241 Belle Elene i 0 4 Extrem Belgium 5 Extrem North Europe ee Pelena ies 11326 Bero Joseph es 11304 Bert Patrick s pa HoE Pasan Siika Tools Accounting Period Expense Date Tresy International EUROPE EF Expense categories Tresy International USA E CARRENTAL Rent acar E HOTEL Hotel Motel Other accomodation E OTHER All other expense types TRANSPORT Plane Train Bus Other tran Employees a Show Report Select the From To date by typing them in the corresponding boxes Clicking on the down arrow of the date boxes will display a calendar where you can select the desired date juillet 2003 gt l a Today 2870872003 If you want to display only certain Expense Categories check the corresponding boxes then press the Show Report button as shown below
123. ivity I 1 0104 2004 Employee DINNER EUR 0 434 5 34 1 000000 5 34 hiTz19 20100 0104 2004 Employee HOTEL 50 00 1 000000 50 00 hiTz19 700100 3 0104 2004 Employee DINNER USD 50 00 0 983562 47 68 300 hiTz19 100 70100 4 0104 2004 Employee Gh GBP 5 100 00 1 537279 153 73 300 hiTz19 100 100 5 people 5 02 04 2004 Employee LUNCH EUR 25 00 1 000000 25 00 300 hIT219 100 20100 o 0204 2004 Employee PERSCAR EUR 0 643 108 60 1 000000 108 60 300 hiTz19 100 70100 Press the Check Errors button to verify the expense report Press the SIGN button to sign the expense report or the REJECT if you don t agree You ll have to enter a reject reason in this case EXTREM SOFTWARE Page 49 EXTREM User Manual 3 3 Travel Request Before traveling each employee is requested to do a Travel Request in which he requests advances transportation tickets hotel reservation car rental This request has to be approved by the employee s manager and then it arrives to the company Travel Office for processing The following screen allows inputting a Travel Request into the system Travel Request Travel Requests for 71244 Palaran Bo Travel Travel Trip aS Activity ae Fene ei Status ua Return Date Trip Scope Destination Country C D Job Humber Department Eak Employee Comme 18 12 2004 1970 01 01 2005 0501 2005 Voyage Nice Nice MT219 123 a1 2 2004 foros 1971 017 0172005 15 01 2005 Voyage Lyo
124. k on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click on the Excel work m Display trips by uN type the employee number or name in the employee box the hit Return where you can select by double clicking on ory smplovee ine EXTREM SOFTWARE Page 74 EXTREM User Manual Employee list DEE Al Erpes 7 1 Extrem Sotware Usa 1 aali C 2 Extrem Romania Employee List E Empl p sala a Toes mE Employee Name Present Extrem Marseille 0 350 Extrem Informatique 330 Grenoble Office 300 Atira Minar J 320 Lille Office Ay Ahmed 0 310 Lyon Commercial Office Barbe Bleu H 300 Paris Office 7 4 Extrem Belgium 0 5 Extrem North Europe Baudocque Alain Baut Leon Bares Bernard Baveur Michel Bean Jean Marie Beier Philippe Bella Pierrette Belle Elene m LLI 1968 S00 fl2d4 Palaran Bogdan 20 03 2005 R union de projet Bombay INDE 200a 1969 300 fl244 Palaran Bogdan 20 03 2005 jhkljhl Marseille FA 2003 1970 300 1000 10705 2005 kjkhkjhk 10705 1971 S00 fl2d4 r r 1070572005 kikihkihk Marseille FA 10705 Medical File 1972 300 1000 09 04 2005 kikiki Emp Protil 1974 300 fl2d4 01 04 2005 kjlkyved Marcelle FA 01 04 Check List See POs for trip see chapter Configuration Medical File displays the
125. lance Op Type Operation Humber EUR lash T 684 55 Cash 800 00 Cash 0 00 Cash 4 000 00 Cash History Company private Cash History Currency Cash Paid By Balance Op Type Operation Number praia Name Comment EUR Cash 12 2004 50 00 Company 210 900 00 Advance 1659 300 11239 Barbe Bleu EUR Cash 1022004 100 00 Company 211 000 00 Advance 1660 300 11239 Barbe Bleu EUR Cash 1022004 250 000 00 39 000 00 Manual Man 170204165435 300 71244 PALARAN BO EUR Cash 1F02 2004 2500 00 Employee 41 500 00 Reimbursement REIMB 170204165749 300 20239 CHICHA ALI EUR Cash 1022004 300 00 Company 41 200 00 Advance 1661 2300 11238 Bares Bernard EUR Cash 1022004 2500 00 Employee 43 700 00 Reimbursement REIMB 1802041122908 300 31802 Dubois Aude EUR Cash 1022 2004 2 500 00 Employee 46 200 00 Reimbursement REIMB 18020411 22932 3300 32273 DUR JACQUES OLIVIER EUR Cash 1H02 2004 50 00 Company 46 150 00 Advance 1663 300 1133 ALBIN ILHAM EUR Cash 1022004 100 00 Company 45 050 00 Advance 1664 300 1133 ALBIN ILHAM EUR Cash 1H02 2004 50 00 Company 46 000 00 Advance 1665 300 11527 AMAR RACHID select the desired one 1n that list EXTREM SOFTWARE Page 101 EXTREM User Manual Currencies Currency LIST Europe EURO ROYAUME UNIS LIVARE STERLING IRAN DINAR IRANIEN kRAZAKHSTAN Tengue LY BIE DINAR LYBIEM MAROC DIRHAM MAROCAIN NORVEGE COURONNE NORWEGIENNE FPOLOGNE POLAND ZLOTY ROUMANIE LEI ROUMAIN RUSSIE RUSSIAN ROUBLE TURQUIE TUR
126. m Bank Current balance actual bank balance for this currency how much do you have in your bank account in this currency read only calculated by the system Cash Initial Balance initial balance in cash for this currency Bank Initial Balance initial balance in your bank account for this currency Bank Account Number account number used in your accounting system for this currency Petty Cash Account Number account number used in your accounting system for cash for this currency Cash Log account account to log the cash transactions Last Updated date when the last update was done Vv VV VV WV VV VVV WV How to use this screen New currencies Use the last empty line to enter new currencies be sure the currency code is not already in the list Press the Post Cuarencies button after adding a new line Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL 2 to cancel the whole row Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list EXTREM SOFTWARE Page 17 EXTREM User Manual Export to Excel click the button Excel has to be installed on the computer in order for
127. m Romania All Employees Extren Informatique Grenoble Office Lille Office 2003 300 11238 Bares Bernard 1933 18 04 2004 GBP 150 00 laeres 230 59 Cash Lyon Commercial Office SENE 300 11239 Barbe Bleu 1935 19 04 2004 USD 100 00 0 953562 95 36 Cash s00 Paris Office PEE 300 11239 Barbe Bleu 1935 19 04 2004 EUR 200 1 000000 2 00 Cash 1 4 Extrem Belgium 2010 300 11304 Bert Patrick 1936 19704 2004 GBF 150 00 1 537279 230 59 Cash 7 E Extrem North Europe 2011 300 11304 Bert Patrick 1936 1904 2004 EUR 200 00 1 000000 200 00 Cash 2016 300 11026 Cowazin Eric 1937 1904 2004 100 00 0 953562 95 36 Cash 2017 300 11026 Cowazin Eric 1937 19 04 2004 EUR 150 00 1 000000 150 00 Cash a 0 3 Extrem France Advance Company Employee share Advance Exchange AmourntBase Paymen Extrem Marseille Number Number Number Employes Henle THER flaps Date Lusia Aaner rate Currency Mode Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies Not posted Not reported advances are displayed in RED Reported advances are displayed using a light green back color and a black fore color Reported advances will appear in this list until the next closure They will then be transferred into a historical table The information in this table is gt Advance Number the advance number an unique number for the advance automatically gi
128. matic reimbursements RejectedExpenseReportModel rtf Word document used as a template for printing mailing employee notification for rejected expense reports SignExpenseReportModel rtf Word document used as a template for sending mail to approvers informing them that Expense Reports are waiting for their approval SignTravelRequestModel rtf Word document used as a template for sending mail to approvers informing them that Travel Requests are waiting for their approval Invmodel xls invoice file model This is just the model of the Excel file containing vendor invoices which can be imported by EXTREM see Vendors invoices for more information e TranslateFiles subdirectory for translation files which contains language txt translat txt Install the SQLServer database install SQLServer software on a Windows 2000 server let s say it s IP address is 150 125 60 214 create a user adminextrem with a password extrempassw create a catalog for your database ex EXTREM add the user adminextrem as this database owner modify the initialization file EXTREM 1in1 to reflect this configuration Database DataBaseType SQLServer DataBaseName EX TREM NetWorkLibrary dbmssocn Server 150 125 60 214 Query TimeOut 300 Create the tables and views on SQLServer using the database creation script CreateEXTREMDatabase SQL EXTREM SOFTWARE Page 4 EXTREM User Manual 1 2 Configure th
129. mbToEmployee reimbursement paid to employee ReimbToCompany reimbursement paid by employee to company gt gt gt The accounting distribution configuration for each of these categories is explained below CashExpense gt PaidBy Either Company or Employee gt Job Company Job Number Job Type job information gt Acc2Code Acc3Code accounting codes 2 3 this data appears on the expense reports in the three columns before the last one see image below Posted 01 07 2000 EXPENSE REPORT 11 10054 01070 Employee 77 7004 Name Alby Cay Trip Tid Trip date OF07 2000 Alby Cay Scope Test report E EE E AEA a ct ia ae i ak a Via Sa adi aye D atc a RST Expense aie Price Amount i VAT Yat Exch fee Paid Numbe Code Code Date Paid by P Km PAmountFRF o Vendor Code detail i ncy Gi VAT mahi E Sas to FRF wih c F oi e Dept Project ea i DOSE a a eee a er ee eee SE ee cere See Number Cost i owor2000 Employee Advance FFF anyi 5 00 ai 1000000 500 a0 gt OVOT2000 Employee Advance FRE 1000 00 Son 5000 1000000 1000 ag 3 owor2000 sEmplayee HOTEL FFF 1500 00 500 aan aonan 1500 00 5 AMEX 920000 12 ULSo2 ore a E E 5 owo7 2000 Company PARKING FFF 2 500 00 5 00 125 001 000000 2 500 00 AMES 340000 104 UL8O4 5 DWOPZOOD Company PERSCAR FRF 3000 00 5 00 150 00 1000000 3 000 0
130. mployee Name Rep Desc Trip Trip Scope Expense Curre Qty Price Amount VAT VAT at Vat Exch rate o d Job i Dept Activity bi Pi fe The file to be imported must have the same format as the expense report The data entered in this Excel files can be simplified as shown in the image below Company Name Employee 71244 Name Rep Desc Trip Trip Scope Expense Curre Qty Price Amount VAT VAT Vat Vat Exch rate Job Dept Activity l Date Paid Amount EUR Vendor Job Number Cc nme pet y eTe ney Nb Unit Incl Amount Type to EUR Comp Number Code 1 voyon di 10 0 534 5 34 2 ovos2004 ho 50 00 3 ovos2004 di USD 50 00 4 GM GBF 100 00 5 lu 25 00 5 per 200 0543 108 60 7 ad 500 00 a The employee number in the appropriate cell is mandatory as shown above The expense types can be simplified only the first letters are needed the rest will be completed when you import the file The trip number can be missing you can add it after importing Click on the Import from file button to import an EXCEL file containing an expense report Select the file to be imported in the displayed window EXTREM SOFTWARE Page 70 EXTREM User Manual 26 EmpHist5 xls e ExpEmpo 26 EmpHist xls a6 Expense 86 EmpHist xls 26 Expense B5 ErnpHist xls 26 EmpHiste xls 2 Expense J 26 EmpHist9 xls 8 Export Filename 11 11130 020700 165621 x
131. mployee configuration see Configuration Employees Subledger Type the subledger type a number enclosed into like 789 LMK 45678 gt Ledger Type the ledger type a number enclosed into like 789 LMK 45678 gt Other information 2 columns a number enclosed into like 789 LMK 45678 ReportedAdvance gt Account Debit Account Credit the account numbers debit and credit here you can use Excel like formulas with some key words that are explained below EXTREM SOFTWARE Page 28 EXTREM User Manual EmployeeAccount the employee account number as defined in the employee configuration see Configuration Employees gt Amount the advance amount here you can use Excel like formulas with some key words that are explained below Amount the advance amount Currency the currency to be used you can use the following key words Currency use the currency of the transaction DefaultCurrency use your base currency Subledger the subledger number you can type a number like 456 XXX 789 or you can type an Excel like formula using the following key words EmployeeAccount the employee account number as defined in the employee configuration see Configuration Employees EmployeeNumber the employee number as defined in the employee configuration see Configuration Employees gt Subledger Type the subledger type a
132. n Lyon FR 300 MT219 444 SX100 D part en train retour en i 10 01 2005 15 01 2005 a sizni ee F 300 MT219 444 100 Train Jusqu Lyon ensuit gt a 05701 2005 2005 e 4 Travel Request 124 Tickets gt Plane Train Other Transportation ae Return E E Count Count D t I t Tope z 0 ae City From City TO TO iY ta Ne eee Return Date Aprox Employee Comment Cost e Time TRAIN Train Fare Paris Marseille 10 01 2005 O00 Train jusgu a Lyon PLANE Plane fare Lyon FA Marseille FR 1170172005 08 00 OV Avion le lendemain de Lyon 4 Marseille E PLANE Plane fare Marseille FA Paris FR 1570172005 18 00 Dw Avion au retour Marseille Paris Travel Request 124 Hotel Reservation Car Rental Expense E xpense HOTEL AEG Lyon 10 07 2005 11701 2005 Lyon centre HOTEL GEOM ie Fn 11 01 2005 15 01 2005 IBIS gare RENTCAR GEReeR Marseille FA 11 01 2005 15 01 2005 Travel Request 124 ME Cash Cost Employee Comment This screen has four sections 1 Travel Requests list for the connected employee 2 Requests for tickets plane train other for each Travel Request 3 Requests for hotel reservation or car rental for each Travel Request 4 Requests for advances for each Travel Request Each section is described here below EXTREM SOFTWARE Page 50 EXTREM User Manual 1 Travel Requests list for the connected employee Press the Ne below Travel Request Request button to make a Trav
133. n over 20 Interview OTHER i LAUNDRY Laundry OTHER 1 First choose an employee for whom to define personal limits 2 Add expense type to his list by double clicking in the expense types table 3 Configure the amount limits and justifications for this person The information needed 1s gt Code expense category code gt Description expense type description gt Category expense category that can take the values Transport all transportation plane train bus ets CarRental car rental HOTEL hotel motel OTHER all others gt Amount limit all expenses exceeding this amount will generate a warning when saving approving an expense report gt Limit Per Unit if the limit is for one unit one person or one day or one night ex for group meals it s the limit for one person for hotel the limit for one night for car rental the limit for one day for one day etc gt Justification needed Yes No receipt invoice has to be joined to the expense report gt Justification over justification if needed must be joined if expense exceeds this amount gt Comment Comment EXTREM SOFTWARE Page 22 EXTREM User Manual How to use this screen New expense types Use the last empty line to enter new category be sure the expense code is not already in the list Delete select the entire line by clicking in the leftmost column then press the DELETE
134. n the expense reports and travel requests Part Time Yes No for HR only Male Female M or F for HR only Classification Function for HR only Email Address employee email address as configured in your Email system Ask your Email administrator Language language for this employee VVVVVV VV VV VV VV V v EXTREM SOFTWARE Page 9 EXTREM User Manual Expense Reports information gt gt VV VVVV V Automatic reimbursements if the employee can be reimbursed by electronic bank transfer enter Yes otherwise enter No Cash balance displays the amount that represents the employee balance due to employee or to company This information is calculated by the system Employee Account if you need a separate account number for each employee in your accounting system enter it here if not leave it blank See the chapter Configuration Account distribution for more information Bank name the name of the employee bank Bank number 1 2 3 4 5 several numbers representing the employee bank account number needed for electronic bank transfer configuration see Configuration Electronic bank transfer for more information Has card if the employee has a company card or not Yes or No Card Number number of the card Card Bank Name name of the bank that keeps the card account Car Type type of the car for this employee Car Description description of the car How to u
135. nce Air France Air France Air France Air France Air France Air France Air France vende O Vendor History endor Balance Amount EUR EURF 0 21 0 00 3 30 22 00 22 00 0 00 9 50 47 68 1 00 25 47 23 47 Due 43 65 vendor 435 65 Vendor 57 98 vendor 79 90 vendor 57 95 Vendor 57 98 vendor 43 65 vendor 1 00 Vendor 0 00 23 47 Vendor 0 00 Operation date 1207 2005 1207 2005 12m 2003 1207 2005 1407 2005 14007 2003 1407 2005 1407 2005 14007 2003 1407 2005 1407 2005 ES Jt Op Type Invoice PO PO PO Invoice Invoice Invoice Invoice Invoice PO Invoice Air France The options in this report are The vendor list 1s Vendor list Vendor LIST Wendo Humber AF Air France AMEX American Express AVIS Location Yoitures BUDGET Location Vottures Lay Carlson Wagon Lit EUROPCAF Location Yoitures Vendor Name HAVAS Agence de vovage Havas HERTZ Location Yoitures IBIS Hotel IBIS NOVOTEL Hotel Novotel SOFITEL Hotel Sofitel back button to display older transactions for the same vendor Print prints the report Mail mails the report Export to Excel exports the report to Excel Right Click on a report line displays a menu Show purchase order or Show invoice and if you click on it the detail of the order invoice will be displayed EXTREM SOFTWARE Page 107 Operation Humber 748 745 569 569 594 894 599 899 752 752 75
136. nces for all trips On the right are displayed the reported advances By default the program displays the advances reported on this expense report Other options are On not approved reports displays advances reported on other reports posted but not yet approved On approved reports displays advances reported on already approved reports You have to compare the Trip Number Currency Amount and Exchange Rates All this information has to be identical taken reported If anyone of this data is different the report cannot be approved Approve report click here if you want to approve the report The system will perform the following Check errors see above If an error is found the approval process is stopped Check advances compares taken and reported advances for this trip If any of the reported advances doesn t match one the taken advances for the same trip an error message is generated and the approval process is stopped If you have taken several advances and only some of them are reported on this expense report a warning is generated and the user will be asked to continue or not the approval If the expense report is approved its status will change from Posted to Approved If any errors are found on the expense report or for any other reason you cannot approve the expense report then you have to reject it The report status will then change from Posted to Rejected and the employee will be abl
137. nfiguration ES Departments 1 Extrem Sotware Usa C 2 Extrem Romania J 3 Extrem France J 260 J 350 g 230 g 220 g 310 E strem Marseille Estrem Informatique Grenoble Office Lille Office Lyon Commercial Office 0 Paris Office C 4 Extrem Belgium 7 5 Extrem North Europe 014 General Management Company Dept 300 300 S00 300 300 300 S00 S00 S00 S00 ei Ei ea O14 O24 205 General Management Technical Management IT Services General Accounting Receivables Accounting Payables Accounting Software Development Software Implementation Feasability Studies Estimation Ek Dept Manager LAURENT F Coopertield John Fenta Cost Guinness Book Fergusson Alice Alta Regine Toran Wiwi Stevenson Bill Gareth Liza Comwell Patricia Check one or more companies in the company list on the left of the screen to display people belonging to these companies Click on the right button to hide display the company list Enter here the information for the department gt Company number gt Department number code of the department gt Department name department description gt Department Manager name of the department manager EXTREM SOFTWARE Page 8 EXTREM User Manual 2 2 Configuration Employees The following screen is used for employee ii ema 96258 VANDENE PHILIPPE Emp Bank Mame Bank Humber 1 Bank Mumber 2 Bank
138. nformation needed in this table 1s gt Auto PO Number purchase order number automatically given by the system gt Your PO reference your PO number If left blank the program will assign the same number as the Auto Po Number gt PO date the date of the purchase If left blank the program will assign the current date gt Operation type type of the operation The default is PO as purchase order but it can also be BA balance For example if you made a purchase order of 120 and you are invoiced for only 100 you will probably need a balance operation of 20 The program automatically generates these transactions when posting an invoice If the invoiced amount doesn t match the purchase amount EXTREM will generate a balance transaction for the difference Trip number the trip number as configured in the Trips window see chapter 4 1 Trips You can either type the trip number or select it in the trip list Company number the company number Employee number the employee number Employee name automatically filled in by the program when validating the employee number Job Company Job Number the job to charge the expense on Acc2 Acc3 accounting codes 2 3 these codes will be used to build the account numbers when generating the accounting distribution see Configuration Accounting tables and Configuration Accounting distribution for more information You can either type them
139. number enclosed into like 789 LMK 45678 gt Ledger Type the ledger type a number enclosed into like 789 LMK 45678 gt Other information 2 columns a number enclosed into like 789 LMK 45678 Cashin CashOut gt Account Debit Account Credit the account numbers debit and credit here you can use Excel like formulas with some key words that are explained below CashOrBankAccount the cash or bank account as defined in the currency configuration Cash account will be used for advances paid in cash bank account will be used for advances paid by check bank transfer etc other than cash Amount the transaction amount here you can use Excel like formulas with some key words that are explained below Amount the transaction amount Currency the currency to be used you can use the following key words Currency use the currency of the transaction DefaultCurrency use your base currency gt Subledger the subledger number you can type a number like 456 XXX 789 or you can type an Excel like formula using the following key words CashOrBankAccount the cash or bank account as defined in the currency configuration Cash account will be used for advances paid in cash bank account will be used for advances paid by check bank transfer etc other than cash gt Subledger Type the subledger type a number enclosed into like 789 LMK 4567
140. o enter is Employee company number and name you can enter only the beginning of the name and the system gt VVV YV will look for it in the database Country code country country for this medical line Check UP Name Vaccines medical checkup etc Checkup date Validity Date date when the checkup was done and its validity Comment your comment for this line Importing data from an EXCEL file Prepare an excel file with the following format A model of this file is supplied on the installation disk directory Medical Files Employee Employee Country Checkup Checkup pN Cna See Employee Mame eode Country id Checkup Mame Bete Validity Date Comment 300 1000 Harant Patrick FR France 1 Visite m dicale 010172002 01012003 A refaire vite Ih India 2 Vaccin Fi vre jaune 07072001 0102002 Yellow fever Ih India 3 vaccin Rage 07072001 0140112002 Rage Ih India 4 Visite m dicale 0707 2001 01012002 Avant de partir 300 11236 Bares Bernard FR France 1 Visite M dicale annuelle 05042003 05 04 2004 Chague ann e m decin du travail MY Malaysia 2 Visite m dicale Malaisie 0102003 0140004 Malaisie MYO Malaysia 3 Vaccin Fi vre jaune Dapa 10052003 Yellow fever EXTREM SOFTWARE Page 38 ImportFiles MedicalFiles xls EXTREM User Manual 2 18 Configuration Passports and other Documents This screen allows you to enter the document
141. ompany private Employee Balance ee Automatic Company Employe Reimbursement Winer o er Employee Hame Balance FRF Due Yes fo PO i 10054 Alby Cay 2000 00 Employes E afore oh oa 0g0 00 Employes l 3 EER Ren EEL See 2 000 00 Employee E E A E E ENPE NERENN TEITIIE Manual reimbursement E E ENEE NENEA AAE OOO R Employee ainfsiaiviainia aie i fo See Details for Allcroft Marylin snc me Se aa aaen Ne CAT A0057 pater Dale OOO 400000 Employee a A Mica O 2 000 00 Employee E j d ADEA Anderson ORT i 2 000 00 Employee i l J075 Apice Erenda l mare 00 00 Employee i gt q1 i 10072 Arauza Arlene 2 000 00 Emplovee i Find an employee in the list type the employee number or part of his name in the Find box then click on the button next to it EXTREM SOFTWARE Page 65 EXTREM User Manual 3 7 Employee history If you need to consult all cash transactions for an employee or for all employees the next screen will show you that Employee history Cet Wi enocyecs Company Private al i Employee History pres oie Employee Name Operation date Operation Number Operation Type Amount EUR PaidBy Balance EUR Due To Check Number 300 1133 ALBIN ILHAM 01 02 2004 300 1133 010204 163133 ExpenseReport 2 000 00 2 000 00 Employee 300 1133 ALBIN ILHAM O102 2004 300 1133 0102041163500 ExpenseReport 2 000 00 4 000 00 Employee i 300 1133 ALBIN ILHAM 0102 2004 300 1133 01020411
142. or number of days for car rental etc depending on the expense type Travel Agent Number Travel Agent name code and name of the travel agent who took care of the reservations Vendor Number Vendor name vendor code and name You can either type it or select it in the corresponding list You can type only part of the code the program will look it up in the table and will propose the first matching value Invoiced Yes No if the purchased has been invoiced or not read only filled in by the system after posting an invoice Invoice number the invoice number if invoiced read only filled in by the system after posting an invoice Comment user comment How to use this screen New purchase orders Use the last empty line to enter new purchase orders Delete Click on the button You cannot delete an invoiced purchase order Update data type directly the new information invoiced or posted purchase orders cannot be modified any more Save modifications click on a different row in the grid or click the button EXTREM SOFTWARE Page 83 EXTREM User Manual Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL z or press the Caneel Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click on the PExce work Display purchase orders by employee type the employee number in
143. or select them in the corresponding list You can type only part of the code the program will look it up in the table and will propose the first matching value gt Vendor Number the vendor number as defined in the vendors list see Configuration vendors You can either type it or select it in the corresponding list You can type only part of the code the program will look for the whole code in the vendors table and will propose the first matching value gt Vendor name read only automatically filled in by the program when validating the vendor number gt Expense category the expense category code as defined in the expense categories table see Configuration Expense Categories You can either type it or select it in the expense categories list v YYYVY EXTREM SOFTWARE Page 82 M Y VV VV WV VVVVV WV Y Vv VVVV WV M gt gt EXTREM User Manual You can type only part of the code the program will look it up in the table and will propose the first matching value Expense description read only automatically filled in by the program when validating the expense category code Currency the currency code as defined in the currencies list see Configuration Currencies You can either type it or select it in the corresponding list You can type only part of the currency code the program will look it up in the table and will propose the first matching value Once you validated th
144. ories LI L L L E CARRENTAL Rent acar HE HOTEL Hotel Motel Other accomodation FH Fort Hotel HOTEL Hotel EXTREM User Manual E OTHER All other expense types uE TRANSPORT Plane Train Bus Other tran Typing 2 in the Job Number textbox will display all expenses for all Job Numbers beginning with 2 Typing 61 in the Job Number textbox will display all expenses for all Job Numbers beginning with 61 Expense Report List Print Selected displays hides the Tools window shows a list of all Expense Reports concerned by the last displayed report Show Exp iasa 142 Expense Reports 2 Expense Reports i Employee Name Bosch Siemens BOUAL MUSTI Bouffet Jean Pierre Bout Fiere Nicolas BOUTIG CHRIST BOUTIL MATHIAS Braque Robert Bras Antone BERETON POL BROCART ELLY BRUNE LABLONDE Bruse Mare OOOOUOAAOOOO0OO00 Cabron Stephanie Report Humber 300 1 1046 0302041 63135 300 1 2509 0402041 63135 300 11274 05020411 63135 300 1 1312 060204 11 63135 300 1 4206 07 020417 63135 300 1 4250 08020417 63135 300 11015 090204 11 63136 300 11519 100204 11 63136 300 1 41 32 11 020417 63136 300 15208 1 202041163136 300 1 5041 1 3020417 631 36 300 1116 7 14020417 631 36 300 11 307 1 5020417 631 36 ma Double Click on one line or press the button to display the corresponding expense report Select one or more exp
145. orresponding case and click on the button Type a positive amount when you make a deposit a negative one when you withdraw money Other options on this screen are Print prints the report that is displayed Mail mails the report that is displayed Export to Excel exports the list to Excel Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 102 EXTREM User Manual 6 1 Analysis tools Employee balances The following screen is used to display employee balances and to do automatic and manual reimbursements company to employees or employees to company Employee Balance Automatic Reimbursement Display List Notify Print Mail Due Company Due Employee Manual reimbursement i 7 1 Extrem Sotware Usa Company private E o Extiem Romania Employee Balance J 3 Extrem France 360 Extrem Marseille J 250 Extrem Informatique Automatic Pate sax 0 220 Grenoble Office Reimbursement CO Pany Employe Employee Name Balance EUR Due To Number Number 0 220 Lille Office Cres No J 210 Lyon Commercial Office 300 20239 CHICHA ALI 80 00 Employee 300 Pans Office 300 31802 Dubois Aude 80 00 Employee E 4 Extrem Belgium 300 32273 DUR JACOQUES OLIVIER 60 00 Employee E R E strem Morth Europe Total to reimburse 240 00 Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the
146. ort e Export to Excel exports the report to Excel as follows EXTREM SOFTWARE Page 85 Vendor history AF AirFrance vendor Mumber AF AF AF AF AF AF AF AF AF AF AF Vendor Mame Air France Air France Air France Air France Air France Air France Air France Air France Air France Air France Air France Air France Air France Air Franna Amount EUR 0 21 0 00 3 30 22 00 22 00 0 00 9 30 47 66 1 00 25 47 25 47 800 00 800 00 ann on le Q Print prints the report Mail mails the report Export to Excel exports the report to Excel Excel has to be installed on the computer for this to work EXTREM SOFTWARE EUR how report button back n months type the desired number of month in the corresponding box then click Dye 45 66 Vendor 45 65 Yendor 57 98 vendor 79 98 Vendor 57 98 vendor 57 96 vendor 45 65 endor 1 00 endor 0 00 23 47 Vendor 0 00 800 00 endor 0 00 San An enmcie i Vendor History vendor Balance Operation date 207 2005 2 07 2003 12 07 2005 2 07 2003 1407 2003 1407 2003 1407 2003 1407 2003 14 07 2003 1407 2003 1407 2005 15 07 2003 15 07 2003 1507 On Page 86 Op Type Invoice PO PO PO Invoice Invoice Invoice Invoice Invoice PO Invoice PO POCanceled Operation Number 748 748 569 569 B94 E4 299 899 752 752 755 755 754 754 756 756 757 757 906
147. ou can use wildcards for your selection example EXTREM SOFTWARE Page 145 EXTREM User Manual Tools Accounting Period Expense Date e Jozi 7 2003 Jo Tresy International EUROPE _ Expense categories DD Tresy Intemational USA CARRENTAL Rentacar L E HOTEL Hotel Motel Other accomodation i ie FH Fort Hotel HOTEL Hotel E E OTHER All other expense types O TRANSPORT Plane Train Bus Other tran Employees as Show Report Typing 2 in the Job Number textbox will display all expenses for all Job Numbers beginning with 2 Typing 61 in the Job Number textbox will display all expenses for all Job Numbers beginning with 61 Other options on this screen are displays hides the Tools window shows all expenses for each employee shows only totals by employee prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work Right click on a report line if the line belongs to an expense report a menu will appear to display the corresponding report EXTREM SOFTWARE Page 146 EXTREM User Manual 6 15 Analysis tools Cash position History The following screen will show the cash and bank positions for the different currencies you have and also the history of the transactions for these currencies Cash History Company prive Cash Histo
148. pNumber20 AdvNumber20 tAdvAmount20 A dvCurr20 AdvDate 1 4 TripNumberl4 AdvNumber14 AdvAmount14 AdvCurr14 AdvDate13 TripNumber13 AdvNumber13 AdvAmount13 AdvCurr13 As of today these Advances have not been reported on any of your expense reports Please be so kind to do so as soon as possible Regards The Expense Reports Department Date notification date EmployeeName employee name AdvDatel advance date for the first advance TripNumber1 trip number for the first advance AdvNumber1l advance number for the first advance AdvAmountl advance amount for the first advance AdvCurrencyl advance currency for the first advance Same thing for the following lines second advance third and so on up to 20 Other options on this screen are Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 109 EXTREM User Manual 6 5 Analysis tools Taken advances This report displays all the taken advances during a given period of time Taken advances Employees lant 2 2004 je a 2004 i Tip Number H Company F j Taken advances Accounting Month From 2 2004 6 To 4 2004 1 Amount R oon posi Employee Name eae Advance date Currency Amount Soraja a Sa Report Number bag 2 Comment 300 11527 AMAR RACHID 1536 1502 2
149. posted it is still possible to modify it before it was Signed by the manager or Approved by accounting The status of an expense report is displayed in red in the report header It can take one of the values Work the report is not yet finished Posted the report is finished submitted for approval Signed the report is signed by the manager the approver Approved the report was approved Rejected the report was rejected not approved When the status is Rejected you can display the reject reason by right clicking on the status case Deleting the report Click on the Delete button if you want to completely delete this expense report from the database Signed Posted or Approved reports cannot be deleted Clearing the report Click on the Clear button if you want to display a new empty form for an expense report This action will immediately discard all changes to the displayed report unload the current report and display an empty form Printing the report Click on the Print button Several options are displayed Print Mail Export to Excel save as Import From File Print Print y M ll Export bo Excel L Save as Import From File Import the expense report from file This menu allows importing an expense report made off line on an Excel form See the chapter Importing an expense report in this manual Displaying more lines By default the expense repor
150. puter in order for this to work Right click on a report line if the line belongs to an expense report a menu will appear to display the corresponding report EXTREM SOFTWARE Page 138 EXTREM User Manual 6 12 Analysis tools Employee list The following report displays a list of employees selected according to certain criteria Employee List 7 1 Extrem Sotware Usa 7 2 Extrem Romania 3 Extrem France C 360 Extrem Marseille J 250 Extrem Informatique J 230 Grenoble Office CJ 220 Lille Office J 210 Lyon Commercial Office 300 Paris Office 7 4 Extrem Belgium C 5 Extrem North Europe Company Employee Number Number 300 1133 300 11527 300 115565 300 11577 300 11085 300 11003 300 11315 300 11569 300 11239 300 11235 300 11571 300 106686 300 11245 mn 11573 All people with Cards Employee List Employee Name ALBIN ILHAM AMAR RACHID AOSSO MARIELLE ARBAGIC BATIR Assa Seed Asyme Malain Attira Minar Ay Ahmed Barbe Bleu Bares Bernard Baudocque Alain Baut Leon Baveur Michel Rean lean_idarie Cash Employee Balance Account 40 00 1133 ACC 40 00 11527 40C 40 00 11568 4CC 40 00 11577 40C 40 00 11085 40C 40 00 11003 40C 40 00 11315 4CC 40 00 11569 4CC 40 00 11239 40C 163 44 11236 ACC 20 00 11571 ACC 20 00 10866 40C 20 00 11246 40C Ah 0n 11574 Arr Click on the right button to hide display the company list Click on one or more comp
151. ra Intertace Accounting Periods gt Closure anth Murmber Date 25 07 2003 25 07 2003 28 07 2003 15 07 2003 15 07 2003 15 07 2003 10 07 2003 10 07 2003 10 07 2003 10 07 2003 01 04 2003 CT gap M 00 on Om o e o If you made several closures for a month and want to display the transactions for the whole month type a in the last text box Type C in one of the boxes or press the Cwren that was input after the last closure EXTREM SOFTWARE Page 99 EXTREM User Manual the moment only a JD Edwards compatible interface is generated other type will follow in the next versions You can generate your own interface file according to your accounting system by exporting this table to Excel and then writing a macro to create the needed file Other options on this screen are Print prints the displayed spreadsheet Mail sends the displayed spreadsheet via email Export to Excel exports the displayed spreadsheet to Excel Excel has to be installed on the computer for this to work EXTREM SOFTWARE Page 100 EXTREM User Manual 5 3 Miscellaneous Cash position History The following screen will show the cash and bank positions for the different currencies you have and also the history of the transactions for these currencies Cash History Company prive Cash History Employee RnGGeE Employee Mame Comment Currency Cash Operation date Amount Paid By Ba
152. rem Sotware Usa 2 Extrem Romania All Eriployees Present Employees DEY ER 0 3 Extrem France Extrem Marseille Extrem Informatique Grenoble Office Lille Office J 310 Lyon Commercial Office H 300 Paris Office H 0 4 Extrem Belgium 5 Extrem North Europe C 260 CJ 250 0 330 0 320 Bill Clinton Billy Crawford Blanche Neige BELAU OLIve Bloc Fiere Bobo Mamar BOIJ SOPHIE Bosch Siemens Oml iAl kAlICTI Other options on this screen are Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 105 EXTREM User Manual Right click on an employee line in the employee history table A menu will be shown where you can select one of the options See expense report will display the corresponding expense report See reimbursement will display the corresponding reimbursement Manual reimbursement will do a manual reimbursement for this employee if the employee balance is not zero see chapter Employee balances Reimbursements EXTREM SOFTWARE Page 106 6 3 Analysis tools Vendor history This report displays all transactions related to the vendors as follows Vendor history Vendor Number AF AF AF AF AF AF AF AF AF AF AF endor Mame Air France Air France Air Fra
153. report header will be as shown below a e ee P Expense Curre Price Amount VATE Vat Exch rate Paid Dept Date Pai BY detail ney Kim Stim al neh 2 Amount ta FRF qos FRF seith Number endor dob Mao Number _ Se 3 omen ee ne ee ee ee eee ee ee ee ee ee 2 SiGe chee verehsuadtadndvattquevaedtauneeachuxarsssignererchanadvecsedvavceeshentsdssusdvckuwsedns sets sceauawrsesckuveaesshenevedravtdeacrevatsahededusdracsckucaeastesereeurastdeecdravatecaheneversrarstadheyaqsadnvaedtausceadresuc sci enevercranadtacherertcdsihencrusdvadeacedauseaueseectuuneradhekavauerhentrersvawdeauraxumestQaedesutasaceawaseai enevHesrarrdercversrsesbelgterdraraceadrexateadssseseactecacrewersacbenererdranacteereKatecsheneverd 3 Attention You can only change the columns caption but not the columns meaning How to use this screen New lines Use the last empty line to enter new company Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL 2 to cancel the whole row Export to Excel click the this to work gt EXCEL button Excel has to be installed on the computer in order for EXTREM SOFTWARE Page 33 EXTREM User Manual 2 14 Configuration Parameters
154. right Order order number within the category What To Check description Add To Each Trip check this case if you want this line to be included in the Check List for every trip when the Trip is created Comment your comment VVV YV v EXTREM SOFTWARE Page 40 EXTREM User Manual 3 1 The Expense Report Here you ll find how to make an Expense Report Expense reports for 300 11738 Bares Bernard Company Name EXPENSE REPORT Employee Name Rep Desc Trip 2 Trip Scope Expense Curre aty t Price Amount WAT VAT Vat Wat Exch rate Job Dept Activity 1 2 3 4 5 Ei T 3 Total Due To Employee Total paid by company Ready The data in the expense report 1s Employee the employee company and number ex 300 71244 company 300 employee number 7 1244 Name employee name Rep Desc expense report description Trip nb trip number Trip dates trip departure and return date Trip Scope scope of the trip Date expense or advance date Use the format dd MM yyyy For the first line of expense it is mandatory to enter a date For the next lines of expenses Ifthe Date cellis empty the program will put the same date as the previous expense Ifthe Date cell contains or the program will put the date of the previous expense plus I day or minus I day Ifthe Date cell contains or the program will
155. rt EXPAT ALSTION Livret Tecnicien EXPAT ALATION Visa EXPATRIATION Carte SOS Rapatriement PAPIER CHANTIEF 10 PREF Personnel Register Form PAPIER CHANTIEF 20 Safety PAPIER CHANTIEF 30 Fax HOTEL Check the items you want to add to your list and then click on Add to Trip Check List button Documents bo Check Category oe What To Check at BCG MEDICAL MEDICAL Vaccins EsPATRIATION Mationalit EXPATAIATION Validite Passeport ECE NLT 1st OL OO c c AAs ee Pos for wip displays a list of purchase orders for this trip as shown below Purchase Orders For Trip 1969 Purchase Orders For Trip 1969 ejes sneer uct te us om Pol as Sts we me omc 712440 Palaran Bogdan 1563 ee 1555 19 03 2005 Yes PLANE Plane fare 200 00 PARIS 2 a fl2d44 Palaran Bogdan 1363 Eea 601 1601 030472005 Mo m PLANE Plane fare m 205 72 Paris Charles De Ga ae 300 fl244 Palaran Bogdan 1565 1602 1602 03 04 2005 No PO TASC On Line Transactie EUR 32 00 A 300 1244 Palaran Bogdan 1569 1603 1603 03 04 2005 No PO PLANE Plane fare EUR 162 95 Porta ORTUGE ey 300 1244 Palaran Bogdan 1363 1604 1604 03 04 2005 No PO TRSC On Line Tranzactic EUR 32 00 gt EXTREM SOFTWARE Page 77 EXTREM User Manual 4 2 Travel Advances If an employee takes advances for a trip you have to enter these advances in the following table Advances nt YW Enoivees show I 1 Extrem Sotware Usa C 2 Extre
156. ry Employee Currency Cash Operation date Amount Paid By Balance Op Type Operation Humber RnGGeE Employee Mame Comment EUR lash T 684 55 Cash 800 00 Cash 0 00 Cash 4 000 00 Cash History Company private Cash History Currency Cash Operation date Amount Paid By Balance Op Type Operation Number pra is Employee Name Comment EUR Cash 1702 2004 50 00 Company 210 750 00 Advance 1657 300 11569 Ay Ahmed EUR Cash 1rio22004 100 00 Company 210 850 00 Advance 1653 300 11569 Ay Ahmed EUR Cash 1022004 50 00 Company 210 900 00 Advance 1659 300 11239 Barbe Bleu EUR Cash 17022004 100 00 Company 211 000 00 Advance 1660 300 1123439 Barbe Bleu EUR Cash 17 02 2004 250 000 00 39 000 00 Manual Man 170204165435 3200 71244 PALARAN BO EUR Cash Vri2 2004 2 500 00 Employee 41 500 00 Reimbursement REIMB 1 70204165749 300 20239 CHICHA ALI EUR Cash 1022004 300 00 Company 41 200 00 Advance 1661 300 112386 Bares Bernard EUR Cash 1022004 2500 00 Employee 43 700 00 Reimbursement REIMB 180204 122908 300 3182802 Dubois Aude EUR Cash 1022 2004 2 500 00 Employee 46 200 00 Reimbursement REIMB 180204122932 300 32273 DUR JACQUES OLIVIER EUR Cash 19022004 50 00 Company 45 150 00 Advance 1663 300 1133 ALBIN ILHAM EUR Cash 1022004 100 00 Company 46 050 00 Advance 1664 300 1133 ALBIN ILHAM EUR Cash 19022004 50 00 Company 46 000 00 Advance 1665 300 11527 AMAR RACHID EUR Cash 1 02 2004 100 00 Company 45 900 00 Advance 1566 300 1152727
157. ry If you need to consult the reimbursement history the next screen will show you that Reimbursement details Company private Reimbursement N REIMB 1 0204 165552 Date 17 02 2004 wid Employes Name Currency Amount Exchange rate Amount EUR Paid By Check Number ae de es Number i No 300 1133 ALBIN ILHAM EUR 3 920 00 1 000000 3980 00 Company Bank Transfer Y 300 11527 AMAR RACHID EUR 3 980 00 1 000000 3980 00 Company Bank Transfer 300 2084 ANDRIES ALAIN EUR 3 980 00 1 000000 3980 00 Company Bank Transfer Y 300 11588 A0550 MARIELLE EUR 3 960 00 1 000000 3980 00 Company Bank Transfer 300 11577 ARBAGIC BATIR EUR 3 980 00 1 000000 3980 00 Company Bank Transfer Y 11085 Assa Seed EUR 3 9820 00 1 000000 3980 00 Company Bank Transfer Y 300 11003 Asyme Malain EUR 3 980 00 1 000000 3980 00 Company Bank Transfer Y 300 11315 Attira Minar EUR 3 980 00 1 000000 3980 00 Company Bank Transfer Y 300 11569 Ay Ahmed EUR 3 980 00 1 000000 3980 00 Company Bank Transfer T 300 11239 Barbe Bleu EUR 3 980 00 1 000000 3980 00 Company Bank Transfer Y 300 11233 Bares Bernard EUR 4000 00 1 000000 4000 00 Company Bank Transfer Y 300 11571 Baudocque Alain EUR 4000 00 1 000000 4000 00 Company Bank Transfer Y 300 10868 Baut Leon EUR 4000 00 1 000000 4000 00 Company Bank Transfer T 11246 Baweur Michel EUR 4000 00 1 000000 4000 00 Company Bank Transfer Y 300 11523 Bean Jean Marie EUR 4000 00 1 000000 4000 00 Company Bank Transfer Y ann 100R Rei
158. s Show Travel Requests 29 06 2004 PALARAN BO 1963 29 06 2004 PALARAN BO 1961 137 AMEs American Express POSTED 2906 2004 PALARAN BO fe 138 HAVAS TRAVEL AGENT HAVAS HRS 29 06 2004 FALARAN BO 140 HAVAS TRAWEL AGENT HAVAS uals 1170772004 PALARAN BO TRAVEL AGENT HAVAS OSTED 14 07 2004 PALARAN BO SSS 1963 p A POSTED transmittal can be UNLOCKED for further modifications before sending it to the travel agent You can print the Transmittal aat any moment by pressing the Print button The following form will be displayed ransmittal to travel agent Print Mail Export PURCHASE ORDER 16456 Date 14 07 2004 To TRAVEL AGENT HAWAS number Erpyee Name number BESS 8 som ees OO Voyage affaires Marseille ae Type Date Time Date Time From Cata To Date 4347 PLANE Plane fare ow 450 00 Faris FR Marseille FR TOT 4 18 00 4348 TRAIN Train Fare ow 150 00 Marseille FR Mice FR TOOT 204 4349 PLANE Plane fare ow 400 00 Mice FR Pars FR TOT 204 12 0 4390 HOTEL Hotel Nice FR TOT a4 BONAR IBIS centre Nice 4354 RENTCAR Rental car Nice FR TOOT a4 ISONI Hertz gare retour a i D A e W U This is your order transmittal to the travel agent You can send it by email or print it and fax it depending on the way you use to work with your travel agent EXTREM SOFTWARE Page 89 EXTREM User Manual Once you have sent it to the travel agent you must declare it as
159. s Files of type Excel 5 or 7 ls Cancel The import procedure will give a Number to this expense report if needed and will complete the missing information exchange rates expense types dates etc The imported Expense Report will be as shown below Expense reports for 5300 71244 PALARAN BO mn Ss eso company Name EXPENSE REPORT 300 71244 110704 180121 Employee 3300 71244 Name PALARAN BO Rep Desc Trip Trip Scope eeke pre ear ie E q 01 04 2004 Employee DINNER EUR 0 534 1 000000 2 01 04 2004 Employee HOTEL EUR 50 00 3 01 04 2004 Employee DINNER USD 50 00 0 952562 47 68 4 01 04 2004 Employee GM GEP 100 00 1 537279 153 73 5 0204 2004 Employee LUNCH EUR 25 00 1 000000 25 00 g 02 4 2004 Employee PERSCAR EUR 200 0 543 108 60 1 000000 108 60 T Employee Advance EUR 500 00 1 00 500 00 If this report concerns a specific trip enter the trip number in the appropriate cell or right click in the Trip Number cell and then choose the desired trip in the displayed list Trips for 300 712744 PALARAN BO Gosak an Descrinti tes a ate J Code l Minber escription Op T Destination Dep Date Return Date Job Comp Job Number Department Activity Code 1955 26706 2004 Visite TE la raffinerie No Maaie 02 07 2004 05072004 ae 21 06 2004 Inspection Mo Lyon 01707 2004 10 07 2004 MT212 555 aai 1952 21 06 2004 Mo scope Mo MARSEILLE 10 06 200
160. s passports and visas licenses etc for each employee Jackson Five Employee Employee Employee Hame Doc Document Hame Document Humber Deliver Date Validity Date Delivered By S Number Id 10124 Jackson Five My pass 01705 2003 100772010 Police 300 10124 Jackson Five 2 Second pass 789 mae EEE 30 12 1899 Visas for Jackson Five Passport 2 789 a UK United Kingdom WORE 01 04 2001 OOF 2001 London Mo Comment E 2 RO Romania WORE OOF e200 01 10 2001 Bucarest Romania The information to enter is gt Employee company number and name you can enter only the beginning of the name and the system will look for it in the database Document Id automatic number Document Name Document Number passport or other document and its number Delivery Date Validity Daet Delivered by the document is a passport in the second table you can enter the visas for this passport Country code Country for what country was the visa Visa type what kind of visa From date To date visa validity Place city site that was visited Comment your comment VVVVVSVVV Importing data from an EXCEL file Prepare an excel file with the following format Documents Passports and Visas Other Documents Visas Employee Employee Doc Delivery p Country A Place Company fiber Employee Name id Document Number Document Name Date Expiry Date Delivered By Code Country Visa Type From Date To Date Chantier
161. s that he has all the rights If Yes this information supersedes all the others Can Approve Expense reports user has the right to approve expense reports Can Do Reimbursements user has the right to do reimbursements Can Access Trips user has the right to enter trips Can Access Advances user has the right to enter advances Can Access POs user has the right to enter purchase orders company paid expenses Can Access Invoices user has the right to enter vendor invoices Can Do Expense Period Closing user has the right to do closures Can Do Accounting Distribution user has the right to access accounting distribution see chapter Miscellaneous Accounting distribution Can Access Cash user has the right to access cash position History transactions see chapter Miscellaneous Cash position History gt Can Access Employees user has the right to do employees configuration see chapter Configuration Employees gt Can Access Vendors user has the right to do vendors configuration see chapter Configuration Vendors gt Can Access Expense Categories user has access to the expense categories configuration see chapter Configuration Expense categories gt Can Access EBT Configuration user has access to the Electronic Bank Transfer Configuration see chapter Configuration Electronic Bank Transfer gt Can Access Accounting Distribution Conf user has access
162. s to select a corresponding purchase order in the PO column after that the system will fill in most of the necessary data m POST invoices when you finished entering an invoice you have to post it It means that the invoice will be frozen and you cannot modify it any more You can post invoices one by one post current invoice or you can enter several invoices and post them all post all invoices E Click on the button The options are e Delete current invoice deletes the selected invoice e Delete all unposted invoices deletes all invoices that haven t been posted yet Be sure nobody else is deleting invoices at the same moment on another computer apa data type directly the new information posted invoices cannot be modified any more We modifications click on a different row in the grid or click the Save button Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL Z or press the button to cancel the whole row Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click on the button Excel has to be installed on the computer for this to work list queries the database and refreshes the content of the table taking into consideration changes made by other users on the network E invoices 1f the vendor sends you a file containing the invoices EXTREM can import it Two file formats are s
163. sage to one or more users to stop one or more users or to shut down the whole system Active Users Connected Users IP Address Network User LOG User Computer Mame Connected Since Action ListenFort Timesheet 172 227 70 56 bpa PALARAN BO 1302 2004 10 27 E Refresh List Message ia send To send a message type the message text in the white rectangle select the users you want the message to be sent to and then click on the Sead message Click on Stop Selected Users to stop the EX be sent to them saying the program will be stopped and they have to save their work and exit After that each time someone will try to use EXTREM the following message will be displayed EXTREM SOFTWARE Page 153 EXTREM User Manual System 1s shut down for maintenance Please try again sater Fress a key to continue To restart the system execute EXTREM from the Start menu Run command as shown below C extremdirectory extremsoft exe admin Type the admin keyword at the end of the command line When the program starts log in and got to Configuration Parameters Use Expense Report Signature Stop General Use Travel Request Signature Stop Local Accounting users aA TAMA Sr Click on the Stop general Change button and wait for the light to turn red Use Vendor Invoicing Change Use Expense Report Signature Stop General Use Travel Request Signature Stop Local Accounting users EX
164. sc Trip 2 Trip Scope Expense Curre tyd Price Amount AT VAT Vat Wat Exch rate Job Dept Activity Click on the Reports to Sign button to open the list of expense reports waiting for your signature and then select the one you want to sign by double clicking on it Expense Reports To Be Signed Dis p l ay Not signed reports Approved reports Se reports m J 1 Extrem Sotware Usa Al 2 Extrem Romania Expense Reports to be Signed O0 3 Extrem France ee Employee Name Report Humber Status Date Signed By O siede 360 Extrem Marseille oO 350 Extrem Informatique 0 220 Lille Office oo Patrick 300 1000 2203041142740 Posted 24 06 2004 This is an expense report lee Commercial OF Vy arant Patrick 300 1 000 25060411 35847 LAEE 29 06 2004 This is an expense report oh H 300 Faris Office h sO 4 Extrem Belgium lt Mm WAL Harart Patrick 300 1 000 250604 1 71612 Posted 29706 2004 This iz an expense report The program will open the selected expense report Expense Report Company Name 22 03 A YY DENT Dy F 9 902 ff TA Posted 24 06 2004 EXPENSE REPORT 300 1000 220304 14 Employee 300 1000 Name Harant Patrick Fep Desc This is an expense report Trip 1924 NOE 2004 05 04 2004 05 04 2004 Lile FRO FR Trip Scope Reuinion a Lille Expense Curre City f Price i Amount AT ey at wat Exch rate Dept Act
165. se code is not already in the list Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL z to cancel the whole row Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click the BACBL button Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 21 EXTREM User Manual 2 9 Configuration Personal Expense Allowances The following screen is used for Personal Expense Allowances w Personal allowances 300 71244 Personal Allowances Empl Empl rors fa t Limit Per Unit Justi Justif TERE ereen eeo eroen comm at Rp _ 300 fl244 PALARAN BO BREAKFAST Breakfast OTHER 0 i 25 300 fl244 PALARAN BO DINNER Dinner OTHER 0 i 25 300 fl244 PALARAN BO LUNCH Lunch OTHER gt Ei E E E g E E a a Ka E Z m xpense Types a Bank Account Commission OTHER Oui gl Breakfast OTHER i Alowance 10 Justification ower 10 DHL OTHER Dinner OTHER i Justification over 25 Exchange rate OTHER Small gift OTHER Group Meals OTHER Allwance 50 per person Gas Petrol OTHER Hotel HOTEL i Limit 40 by night justificatio
166. se report on which the advance was reported read only automatically filled by the system vY How to use this screen New advances Use the last empty line to enter new advances advances when you finished entering an advance line you have to post it It means that the advance will be frozen and you cannot modify it any more You can post advances one by one post current advance or you can enter several advances and post them all post all advances SHOW Requests displays a window with the requested advances as shown below AdvanceRequests Show All Show Mot Processed Loe Add To Advances See Travel Requests Requested Advances Processed Travel Trip Company Employee Pay ieee ial oe reise Trip Date ea I a Employee Name Currency Amount a Employee Comment Travel Office Comment Number C a4 1939 15 04 2004 300 31602 Dubois Aude EUR 550 Cash Pour hotel o C 35 1340 1070472004 300 1133 ALBIN ILHAM EUR 500 Check EXTREM SOFTWARE Page 79 EXTREM User Manual Double click on the requested advance or press the A button to add it on the advance list Once it is added to the list the first cell on the line will be checked showing that this request was processed see picture below Advances x x EE niece Show 0 1 Extrem Sotware Usa E 2 Extrem Romania All Employees 0 3 Extrem France Advance Company Employee a ne Advance Exchange Amoun
167. se this screen New employees Use the last empty line to enter new employees be sure the employee number 1s not already in the list display ALL PEOPLE and check using the filter option Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid or click the button Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL z or press the button to cancel the whole row Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list If you click on the small button in the employee name cell a menu will roll down as shown below 300 S00 300 S00 300 ann a RZ a D Du a 11571 i 0611 2002 Oui Oui 205 10868 Oui Oui Qui 217 11246 Baveur Oui Oui Dui 014 11523 Bean Jes Dui 24 04 2002 Oui Oui 293 10982 Beier Phi Oui Oui Qui 024 11747 Palla Piarratta Mia Mia ha 27 see chapter Configuration Passports and Other Documents Medical Filej see chapter Configuration Medical File displays the employee profile as shown below EXTREM SOFTWARE Page 10 EXTREM User Manual Company private Employee Profile Employee m eer Number 300 11238 Name Bares Bernard CONDAM 300 P aris Office Emp type Permanent
168. select a Travel Request in the Travel Requests List the program will update the other sections tickets reservations advances with the corresponding data The Request for reservation section will be as follows Travel Request 50 Hotel Reservation Car Rental Expense Expense HOTEL EH Nice 12 05 2003 18709 2003 RADISON Hotel near the beach Marseille FR 12 09 2003 1870972003 HERTE at Marseille airport return at Nice airport Travel Office Comment The data to be entered 1s Expense type Hotel Car Rental other reservation Expense Description automatically filled in by the program City Country city and country where the reservation is to be done From Date To Date begin and end reservation dates Employee comment type here your comment if needed 4 Requests for advances for each Travel Request When you select a Travel Request in the Travel Requests List the program will update the other sections tickets reservations advances with the corresponding data The Request for advances section will be as follows Travel Request 50 Requested Advances Pay Mode Employee Comment Travel Office Comment m Lash so EEN E The data to be entered is Currency the advance currency Amount the amount you want Pay mode Cash Check Bank transfer Employee comment type here your comment if needed EXTREM SOFTWARE Page 53 EX
169. selected companies Several display options are available x displays employees that owe money to company Due employee displays employees to whom the company owes money All displays all employees employees the button This will send a message to all employees owing money to the company The message is configured in the file DueCompanyModel rtf It can contain any text you want but be careful to include the following key words which will be replaced with real values when you print or mail this message Paris the Date Subject Amount due to the company Dear Sir Lady EmployeeName We inform you that following your expense reports you owe Money Currency to the company Please be so kind to reimburse this amount as soon as possible Regards The Expense Reports Department Date the notification date EmployeeName employee name Money amount of money due to the company Currency currency EXTREM SOFTWARE Page 103 EXTREM User Manual Print prints the list that is displayed Mail mails the list that is displayed Export to Excel exports the list to Excel Excel has to be installed on the computer in order for this to work Right Click on an employee line in the list displays a menu where you can select manual reimbursement for the employee or to see employee history see chapter Employee history B Company private Employee Balance me Automatic
170. sent ALBIN ILHAM Permanent Our AMAR RACHID Permanent ANDRIES ALAIN Fermanent A0550 MARIELLE Permanent ARBAGIC BATIR Permanent Asta Seed Permanent Asyme Malain Permanent Attra Minar Permanent Ay Ahmed Fermanent Barbe Bleu Permanent Bares Bernard Permanent Baudocque Alain Permanent EXTREM SOFTWARE Page 14 EXTREM User Manual 2 5 Configuration Users and Security The following screen is used to enter users and access rights Display __Expence Fights 11246 Baveur Michel ls Lar Can Can Can Can nUr Can Do Can Company User Approve Can Do Expense User Name Expense Access Access Access Access Accounting Access Number Mumber Expense Aeimb Period spans Admin Oa Tipe Advances POs Invoices Eare Distribution Cash 300 1133 ALBIN ILHAM Oui Hon Hon Oui Non Hon Hon Norn Hon Horn ei 300 4095 AUBRY VALERIE Oui Non Oui Mon Oui Oui Oui Oui Oui Ou oy 11245 Baver Miche Non Non Non Non Non f Non Non Non Non Non E S00 10582 Beier Philippe Hon Hon Norn Mon Non Mon Mon Mon Non Non 300 11661 ELAUNAY OLIE Hon Hon Hon Hon Hon Hon Hon Hon Hon Hon The data to be entered is gt Company Number the company number gt User Number the employee number gt User Name automatically entered by the program when validating the employee number Expense Rights gt Is Expense Admin this user is an administrator for the expense reports system which mean
171. sfer orse sis is ie eee A Ea 24 21 COnmeuralonicsACCOUNUMS DIS BUT OM renien e ausbale alien nad eantad TEE E a N 25 2AD Commeurationm ACCOUMUNS tables sormeen a e ea E dbwasuedaavsudaadeobetiennGe aa e Sousnees 31 2 13 Conmiourdiion Report Ne ad Crs aani a sh etsaaasaacaaan Geen a cease Gonncelasgaca map Gai teaanaunceatangene 33 2 14 COmmouratiOn Parameter 8 sie f sas edirdeadena Sande sed y scutes Senate Wate saan en vasens aa ode vaen Gea 34 215 Consuraion VAT TYPES eia a anaes a aparece teats 36 2 16 Configuration Cities and COUNTIES scese Ee ER e Ea A EE aaraa aa aR 37 217 Comiretration Medical File easier o EE EEE a T ENa 38 2 18 Configuration Passports and other Documents s insiens E R E E E E a vauuiets Iuseanqeemeneviaeees 39 2 19 Conticuration C heck Bist Template ienien n a O le crate ihn eatiaceanned naar 40 IEE PENSE REPO eiin e a NA 41 32 Expense reporis Sinatre manager APPLO Vall creioun e are rA a A E a O SeanSaasae O 49 zo EraAvVeWRCGUECSE wssousic toed enatenteosioeeenusiausl a a a a a a a 50 yA TravelRegacst appr OV alkeis a a a UR tate teh de ats oh te ell ata ndente 56 II EXPenSe TEPOLs ACCOUNUINS AP PLOV dl henaa a ical Gnade tAlaveah nats aed aca a a a Gelinas asd emt adantaneutlees 57 OE mployee Dalances 7K ClMOUESCTNe IES saien caceadehlacnayeldantasesinoconahuascadstlacnanel non osauiciodamantateadebtaceacebbactoscbucesarsh EAE 60 Dt EAINPIOVOE MMISCOR Y E tut ows an E E E EE E E A E ES E oes sosuuoiessaiteens cc
172. shExpense Invoice gt Account Debit Account Credit the account numbers debit and credit here you can use Excel like formulas with some key words that are explained below VendorAccount the vendor account number as defined in the vendor configuration see Configuration Vendors EXTREM SOFTWARE Page 27 EXTREM User Manual gt Amount the amount of the invoice here you can use Excel like formulas with some key words that are explained below Amount the amount of the invoice Currency the currency to be used you can use the following key words Currency use the currency of the transaction DefaultCurrency use your base currency Subledger the subledger number you can type a number like 456 XXX 789 or you can type an Excel like formula using the following key words EmployeeAccount the employee account number as defined in the employee configuration see Configuration Employees VendorAccount the vendor account number as defined in the vendor configuration see Configuration Vendors EmployeeNumber the employee number as defined in the employee configuration see Configuration Employees gt Subledger Type the subledger type a number enclosed into like 789 LMK 45678 gt Ledger Type the ledger type a number enclosed into like 789 LMK 45678 gt Other information 2 columns a number enclosed in
173. t without having a Travel Request the system will automatically generate a Travel Request M gt Company number the company number gt Employee number the employee number gt Employee name the employee name filled by the system after the employee number has been validated gt Trip description brief description of the trip gt City To Country To destination city and country to be chosen from the list as shown in the picture below EXTREM SOFTWARE Page 73 EXTREM User Manual Cities County Bruxelles Li ge Berlin Bonn Cannes Le Havre Lille Limoges Lyon Marseille Nantes Trip begin Date Trip End Date first day and last day of the trip Trip End Date Job Company Job Number job company and number for this trip Acc2 Acc3 accounting data if used Local Place Local Address Local Phones Local Cell Phones Local Fax more information about the destination optional VVVV V How to use this screen New trips Use the last empty line to enter new trips Delete select the entire line by clicking in the leftmost column then press the DELETE key Update data type directly the new information Save modifications click on a different row in the grid or click the Save button Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL z or press the Caneel button to cancel the whole row Sort ascending clic
174. t Base Paymen S60 Extrem Marseille umber umber umber ate rate UNENC ode oO arate cee ar Employee Name Tip Ht Type Dat Currency Amount t C Mad J 350 Extrem Informatique J 330 Grenoble Office 9 220 Lille Office 2004 300 11239 Barbe Bleu 1335 19 04 2004 USD 100 00 0 953562 95 36 Cash 210 Lyon Commercial Office ial 7009 300 112393 Barbe Bleu 1935 19 04 2004 200 1 000000 2 00 Cash 300 Paris Office 2010 300 11304 Bert Patrick 1936 19 04 2004 150 00 1 537279 230 59 Cash C 4 Extrem Belgium 2011 300 11304 Bert Patrick 1936 19 04 2004 200 00 1 000000 200 00 Cash C 5 Extrem North Europe 2016 300 11026 Couazin Eric 1937 19 04 2004 100 00 0 953562 95 36 Cash 2017 300 11026 Couazin Eric 1937 19 04 2004 150 00 1 000000 150 00 Cash 2018 300 31802 Dubois Aude 1939 19 04 2004 550 00 1 000000 550 00 Cash AdvanceRequests Show All Show Mot Processed o a Add To Advances See Travel Requests Requested Advances Travel n Processed Trip Company Employee Pay E Yes No freee peer Trip Date Number Number Employee Mame Cieri Amount TE Employee Comment Travel Office Comment al E J5 1340 10 04 2004 300 1133 ALBIN ILHAM 500 Check Delete select the line by clicking on it then click on th You cannot delete a REPORTED advance Only NOT REPORTED advances posted or not can be deleted When deleting a POSTED advance a new transaction is generated with the same amount as the dele
175. t blank the program will fill the current date gt Currency the currency code as defined in the currencies list see Configuration Currencies You can either type it or select it in the corresponding list You can type only part of the currency code the program will look it up in the table and will propose the first matching value Once you validated the currency the program will automatically fill the exchange rate to your base currency gt Amount the advance amount in the chosen currency gt Exchange rate the exchange rate to your base currency This data is automatically filled in by the system when you validate the currency but you can manually modify it gt Amount Base currency advance amount calculated in your base currency This information is calculated by the system depending on the selected currency the advance amount and the exchange rate gt Payment mode the default is Cash Attention to the Payment Mode If the payment mode is Cash your cash account for this currency will be affected Any other payment modes Check Bank transfer will affect the bank account see Miscellaneous Cash Position History and the image below Cash History Check number the check number if the advance was paid by check Reported Yes No advance was reported on an expense report or not read only automatically filled by the system gt Reported on expense report the number of the expen
176. t displays a first page having 25 lines If you need more click on the Add Lines button The maximum is four pages 100 lines Fixing the report header Click on the Fix header to fix the header when scrolling If not fixed the header will scroll with the report Sending the report by email If the mail system is available you can send the report for approval via email by clicking on the Mail report button This action will send the report to a special user whose email address is Travel Expense who has to be configured in your email public address list Work For This button will display a list of people that you can work for EXTREM SOFTWARE Page 47 EXTREM User Manual Who Can Replace Can Replace Employee Employee E Employee Name From Date To Date 00 1000 Harant Patrick 1133 ALBIN ILHAM flad4 PALSRAN BO Select here the one you want to work for you can then do an expense report for him her EXTREM SOFTWARE Page 48 EXTREM User Manual 3 2 Expense reports signature manager approval If you have selected the Use Expense Report Signature option in the Parameters screen your expense report needs to be signed by your manager before going to accounting for final approval Your manager will sign your expense report by opening the following screen Expense Report Reports to sign Print Mail Company Name EXPENSE REPORT Employee Name Rep De
177. t spent from the beginning of the year by expense category and by month ear to date expenses Company Private enpivees 2003 Year to date expenses by category 2003 nies 53 51 Currency EUR Description January February March April May June July August September October November December Total 136 94 ea 36 4 351 09 14 55 14 55 25 20 187 59 126 94 i47 35 4351 09 14 55 Breakfast Fort Dinner Personal Car Fort Dinner Fort Lunch Miscellaneous Personal Car Bank Account Commission 14 55 2520 187 59 Hotel Plane fare hfiscellaneous 43 99 7o 00 TES G4 32 00 118 39 TES Get 32 00 45 647 39 Fe 1 00 2 G42 75 TEL 25 319 50 16 571 86 100 00 865 20 1 250 00 22 25 20 00 1 704 7 z 050 00 z 050 00 Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies Type the desired year in the corresponding text box and hit Return or click on the Show Report button You can select one employee by typing his employee number in the employee case then hitting Return Clicking on the Employees button will display the employee list where you can choose the desired employee Employee list 7 1 Extrem Sotware Usa 4 0 2 Extrem Romania J 3 Extrem France 360 Extrem Marseille 0 350 Extrem Informatique Grenoble Office Lille Office L
178. te Retum Date Company Job Humber Department Activity Code 124 O5 01 2005 Marseille FR 10 01 2005 15 01 2005 300 MT219 444 a100 Trip Scope Travel Description Inspection chantier Marseilles Train Jusqu a Lyon ensuite avion Top Mumber fel Plane and train tickets other transportation Country Country Ticket Departure Date Departure Perim Dae Retum oe Fro T Type Time Time 1 TRAIN Train Fare Paris FR hdarseille FR OWO 107012005 08 00 Train jusqu a Lyon 2 PLANE Plane fare Lyon FR Marseille FR OWO 11012005 03 00 Avion le lendemain de Lyon Marseille 3 PLANE Plane fare Marseille Paris FR OW o 157012005 13 00 Avion au retour Marseille Paris Expense description City From City To Total Transport ow Hotel Reservation Gar Rental Roguested Advances Expense descnption City Country From Date To Date Comment Currency Amount Pay Mode 1 HOTEL Hotel Lyon FR 10 01 2005 11012005 Lyon centre EUR 500 Cash 2 HOTEL Hotel Marseille 11 01 2005 15 01 2005 IBIS gare 3 RENTCAR Rental car hiarseille 1101 2005 15 01 2005 Avis gare retour a roport voiture classe C Signature Total Hotel Car Rental EXTREM SOFTWARE Page 55 EXTREM User Manual 3 4 Travel Request approval A travel request has to be approved by the employee s manager or by a person in the travel office who has the necessary rights The approval screen is the following Travel Requests Approval companies Travel Requests 1 Extrem Sotware Usa a Travel T
179. ted advance but with a different sign Update data type directly the new information reported and posted advances cannot be modified any more Save modifications click on a different row in the grid or click the Save button Cancel modifications press ESCAPE to cancel modifications for the current cell Press CTRL z or press the taneet Sort ascending click on a column header Press F11 to go to the beginning of the list Press F12 to go to the end of the list Export to Excel click on the Exe work Display advances by employee type the employee number or name in the employee box the hit where you can select one by double aie Gi the desired jie EXTREM SOFTWARE Page 80 EXTREM User Manual Employee list DIE p dyi All Employees Present Employees F 1 Extrem Sotware Usa Employee List 0 2 Extrem Romania z PA 3 0 3 Extrem France i aae n PaRa Employee Mame Present 360 Extrem Marseille 0 350 E strem Informatique e 0 330 Grenoble Office Akira Minar J 320 Lille Office oy Ahmed 0 310 Lyon Commercial Office Barbe Bleu o e M 300 Paris Office C 4 Extrem Belgium 5 Extrem North Europe Bares Bernard Baudocque Alain Baut Leon Baveur Michel Bean Jean Marie Beier Philippe Bella Pierrette Belle Elene E click on the Show button to refresh the advance list The possible options are Sho
180. the employee box the hit Return or click on the Show button Employee list 7 1 Extrem Sotware Usa 2 Extrem Romania 3 Extrem France 360 Extrem Marseille 7 250 E strem Informatique J 330 Grenoble Office ssa seed J 320 Lille Office Asume Walai 310 Lyon Commercial Office Sia liner 300 Paris Office E e 4 Extrem Belgium 7 5 Extrem North Europe Bellic Cia Bares Bernard Baudocque Alain Baut Leon Baveur Michel Bean Jean Marie the purchase will be frozen and you cannot modify it any more You can post purchase orders one by one post current purchase order or you can enter several purchase orders and post them all post all pun nase orders m Show all POs displays all a me Show unposted POs displays only unposted POs Show posted POs displays only posted Pos Show invoiced displays invoiced Pos Show not invoiced displays not invoiced Pos Show Requests Displays the travel requests EXTREM SOFTWARE Page 84 EXTREM User Manual PO Requests Show All Show Mot Processed Po ae Add To POs See Travel Requests Plane Train Other Transportation Tickets Hotel Car Rental Processed Jie Trip Company Employee Expense Expense ae Era Departure Departur Alequest Trip Date Employee Hame City From City To i P E Nol hoes Number Number Number Type Description Date Time 1933 10 04 2004 a00 11235 Bares Bernard TEN TCAF Rental
181. the next window will be displayed button Excel has to be installed on the computer in order Accounting Tables Configuration Department Change Table Names Department Se es 00i Management es 00a Technical management Yeg 100 Yes 121 reo 3 Yes 139 Accounting Names ai M E Department moe Yes 299 3 Activity Code Account TES 444 Wet 555 Yes ea ee J i Ph mm You can change the names of these accounting tables The system will automatically change the names in the combo box above the grid and the corresponding columns caption in the Purchase Order screen the travel request screen and the Expense report EXTREM SOFTWARE Page 32 EXTREM User Manual 2 13 Configuration Report headers You can change the text displayed in the expense report headers by using the following screen Expense Report Headers Expense Report Heaclers i eae Column Header sl Date ea a Paid by eal 4 Expense detail Oo 5 Currency oOo B Km EE if Price Km Oo g Amount VAT Inel Oo J VAT Es 10 Vat Amount 11 Vat Tyne oOo 12 Esch rate to EUR Oo 13 Amount EUR oOo 14 Number E 15 Vendor ea 16 Job Ho VF Dept Number 18 Project Cost Code oOo 19 Comment The information to enter is gt Column number the number of the column in the expense report gt Column header the text you wish to be displayed According to this configuration the expense
182. tneees 66 DEON el DIED Se Ie FES MES LOL Y rasonar a a su abate i aban ata neb estat 68 929 AMMPOM EXPENSE Te POL 19 ia aeeaay Sandeaaiecaceonvadethonditeasnny dante telrsccnSeelasidiinn dee a dvresianaeind sade E a 70 Ale PAV Cl TTS ne casein ts onuheceneantae meant caaadees a ieuaa dined NG ncwasekeasheastue ately a n 73 AZ PrAV el NG VANCES sioro aaa ar a Ee aden eaucses a ieee vor ms aden eaten ee ees Bue GMueematae 78 AO Pra Vel Ur Chase OE S x vcsnaxsauen sak thwetaassactata coawtaaa uadaaessesnsahashiatat A E T 82 4 4 Travel Transmittals Orders to Travel Agents ccccccccsseecccecceeeeeeeaeeeeeeesseeeeeeeeeeeeeeeeeaeeeeeeesseeeeeeeeeeeeeeeeeessaeaaaessaseseeeeeeess 88 AD Travels Vendor INV OIC CG sense neoan E a O E a a E a nS 91 46 Travel Travel Requests Processing niorse e a a a e A e o e AAE 94 51 Miscelioncouss Ferodic ClosUre Serre a E E E E O coaukcedcacuesaedoaueandeacueel 98 5 2 Miscellaneous 2 Accountine distribution sssrinin a a a E E Aa A O inde EE 99 5 Misc llanecous C asl POSitiOM HISTO y iseina r N A A a A A A A TOA 101 6 1 Analysis to0ls Employee balances ss tesvennsetysusssisteiicumeesteniady a a e a a a a 103 OZ Anal ysis 1001s A Employee MSTO reor a a a a a a a E E A 105 6 3 Analysis tools Vendor history ea sectensneiieecinte ose teactiedacd Geunhec etn deuiicgaust dead eabiall dbeahadeatawseruiuwanseuieadeedacBaankecie tanta rdcesantiobsdinsedcgeutiites 107 O42 Analysis o0ls Nonie poned AG VANCe
183. to like 789 LMK 45678 TakenAdvance gt Account Debit Account Credit the account numbers debit and credit here you can use Excel like formulas with some key words that are explained below EmployeeAccount the employee account number as defined in the employee configuration see Configuration Employees CashOrBankAccount the cash or bank account as defined in the currency configuration Cash account will be used for advances paid in cash bank account will be used for advances paid by check bank transfer etc other than cash gt Amount the advance amount here you can use Excel like formulas with some key words that are explained below Amount the advance amount Currency the currency to be used you can use the following key words Currency use the currency of the transaction DefaultCurrency use your base currency Subledger the subledger number you can type a number like 456 XXX 789 or you can type an Excel like formula using the following key words EmployeeAccount the employee account number as defined in the employee configuration see Configuration Employees CashOrBankAccount the cash or bank account as defined in the currency configuration Cash account will be used for advances paid in cash bank account will be used for advances paid by check bank transfer etc other than cash EmployeeNumber the employee number as defined in the e
184. to display the list of all currencies The program will display the exchange rate which you can modify manually The last column is filled automatically by the program Click on the Pes ws button to execute this transaction The program will first ask for confirmation and then execute the reimbursement Attention to the Payment Mode If the payment mode ts Cash your cash account for this currency will be affected Any other payment modes Check Bank transfer will affect the bank account see Miscellaneous Cash Position History EXTREM SOFTWARE Page 62 EXTREM User Manual More complex transactions can be done as shown in the example below Reimbursement Balance 500 00 Due Company Amount Base Currenc Y CUFENCY 900 00 1 000000 900 00 Cash Company SOE CEEOL CCL L LLL EEC LOLOL OCLC L LLL LLL E LEC LCE CLC LLL LE LE CELE CLEC ULL L CLE LE LE LCLCLCLEL ELEC LE LEE LEC L CE CLL L ECE LULL LL EE LEE ELEC LCLEL ELLE LEE ELEL ELE LCL L ELLE LEE EL ELLE ELLE LCL ELE LTE LLL LEE Le Total 2 500 00 In this example the employee paid 400 USD and 100 GBP and the company paid him back 900 FRF making a total transaction of 2500 FRF Base currency that is the amount the employee owed to the company The reimbursement will still work even tf the total amount doesn t match the employee balance The program will generate a warning and will simply calculate the new balance Noti
185. to the Accounting Distribution Configuration see chapter Configuration Accounting Distribution gt Can Access Accounting Tables Conf user has access to the Accounting Tables Configuration see chapter Configuration Accounting Tables gt Can VAT Types user has access to the VAT types Configuration see chapter Configuration VAT Types gt Can Access Report Headers Conf user has access to the Report Headers Configuration see chapter Configuration Report headers gt Can Access Mobile PC Conf user has access to Mobile PC Configuration see chapter Configuration Create Update database for Mobiles VVVVVVV V v EXTREM SOFTWARE Page 15 gt gt EXTREM User Manual Can Access Expense Reports user has access to expense reports Expense Reports List list of reports that can be accessed by this user General Rights VVVVVVV VV VV Can Shut Down System user can stop all EXTREM programs Is Approver user is an approver which give him the right to sing expense reports and travel requests Can Do Configuration has access to the configuration screen Company access NO RO WR access to company list NO access Read Only Write Department access NO RO WR access to department list NO access Read Only Write Employee access NO RO WR access to employee list NO access Read Only Write Client access NO RO WR access to client list NO access Read
186. uage type the default language ex French or English then press the Change button Stop General stops the whole system all locations Stop local stops the system for the current location Data Description TableName FieldName Short Description LongDescription Employees Other Parents Nom des Parents Employees Other o Employees Other T ailles Tailles Bottes et Combinaison E Employees Others A roport A roport proche domicile o Employees Other This window allows to configure additional fields at your disposal in the employee table There are 10 fields Otherl Other2 Other10 that you can use as you wish Fill the Short Description and the Long Description fields to make them appear in the Employee List EXTREM SOFTWARE Page 35 2 15 Configuration VAT Types The following screen will allow the configuration of the VAT Types The information to enter is gt Vat Type the code you want to give to this VAT type VAT AT Types C nadan VAT German VAT USA VAT French ii T 300 456789 TY 300 666222 TY 300 1 23456 T 300 456789 Ti gt Description description of the VAT Type gt Vat Account account number for this Vat type EXTREM User Manual You can enter the Vat Type in the expense report before or after approval in the correspondent column and then press the Save WAT Type button Expense Curre Price Amount VAT v
187. upported An Excel file format see the file InvModel XLS containing the model An American Express text file Click on the Import invoices button you will get the following screen _ Invoices Read Invoice File Transter into DB D Use agreement number agreement number Propose Matches Print Mail Matched invoices Unmatched Invoices Purchase orders orders Po User Po fre Matching Fa Number Reference Number Click on the to import the file Two options are available there or Read From text file so choose the appropriate one and the import will begin EXTREM tries to match the invoices to the purchase orders using the following criteria The agreement number if the option Use agreement number is selected EXTREM will consider a match when the PO number of the purchase order is identical to the agreement number or Customer Reference of the invoice even though other data like the employee number the trip number and the amount don t match Ifthe Use agreement number is not selected EXTREM will consider a match when the trip number employee number and amount from the purchase order and invoice are identical A partial match is EXTREM SOFTWARE Page 92 EXTREM User Manual considered when only the employee number and the amount match not the trip number in which case EXTREM will mark in the first column to say it is not a complete match After the file had be
188. urn Date Job Comp Job Humber Department Activity Code El 1963 29 06 2004 Voyage d affaires 4 Marseille Oui Marseille 10 07 2004 15 07 2004 MT212 100 1560 01707 2004 Meeting in Lyon Lyon 01707 2004 05 07 2004 MT219 444 e100 1951 30 05 2004 Trip To London London 01 06 2004 10 06 2004 MT219 1945 15 04 2004 Voyage 4 Lille i Lille 15 04 2004 18 04 2004 1944 01705 2004 R union 4 Marseille Marseille 01705 2004 05 05 2004 MT219 1933 OF 04 2004 Visite bureau Le Havre Le Havre 1O 04 2004 15 04 2004 If the expense report is for a trip then select it in the list by double clicking on it If the desired trip is not in the list there can be two reasons 1 The trip was CLOSED Display older trips by clicking on the Go Back button 2 The trip was not configured in the database Click on Exit and continue your expense report without a trip number If your expense report is not for a trip just click on the Exit button The system will then ask for a scope for this expense report EXTREM SOFTWARE Page 44 EXTREM User Manual Travel Enter expense report scope Cancel London European meeting Be careful The TRIP NUMBER is very important if you took ADVANCES for this trip If this is the case the trip number and the corresponding advances must be entered in the database before you can make your expense report If you took no advances you can make your expense report without a trip number You can always
189. vel Agent Button Purchase Orders 3300 11238 POST PO Trans To travel Agent Show Travel Requests 300 11238 Bares Bernard 3 3 300 11238 Bares Bernard 1563 1347 14 07 2004 PO PLANE Plane fare EUR 450 00 1 000000 450 A 300 11238 Bares Bernard 1963 1348 14 07 2004 PO TRAIN Train Fare EUR 150 00 1 000000 150 E a00 11238 Bares Bernard 1963 13449 14 07 2004 PO PLANE Plane fare EUR 400_00 1 000000 400 E 300 11238 Bares Bernard 1963 1350 14 07 2004 HOTEL Hotel EUR 0 00 1 000000 0 300 Bares Bernard 14 07 2004 TONEN Rental car ER ooo EA ic E This action will prepare a Transmittal a purchase order for the trip or for max 2 trips with the following screen w Transmittals to Travel Agent New Transmittal POST Trans Delete Trans Print Tranernttal Show Travel Requests Transmittals to Travel Agents Sent a Transmittal Travel Agent Trans Trans Status Trip finer Mada AE Sete Des Nol A onli 137 AMES American Express HIEI 29 06 2004 FALARAN BO C 29 06 2004 PALARAN BO 1963 Yopa 138 HA VAaS TRAVEL AGENT HAWAS ie E SE 29 06 2004 PALARAN BO 24 06 2004 PALSRAN BO 1961 D pl TRAVEL AGENT HAWAS WORK 11707 2004 PALARAN BO 1919 140 HAMAS TRAVEL AGENT HAVAS WORK 1470772004 PALSRAN BO C ee H E a a a ee fe Company ENE Tip Auto PO our PO ae ere A Employee Hame Number T3 reference PO Date Expense
190. ven by the program gt Company number the company number automatically filled by the system when you validate the trip number gt Employee number the employee number automatically filled by the system when you validate the trip number gt Employee name the employee name automatically filled by the system when you validate the employee number or the trip number gt Trip number the trip number as configured in the Trips window see chapter Trips You can either type the trip number or select it in the trip list as shown below Dep 1 Extrem Sotware Usa A Trip LIST 2 Extrem Romania asa Emo Nane ope C 360 Extrem Marseille C 350 Entrem Informatique E C 230 Grenoble Office 1935 Barbe Bleu 19 04 2004 R union a i es ace 1936 Bert Patrick 19 04 2004 Visite offices LOR LOMMencha l l 300 Paris Office E 1337 Couazin Eric 18 04 2004 Chantier 4 Extrem Belgium 1938 Dirnvale Mini 19 04 2004 Raffinerie 15 Estrem North Europe lt E gt Advance type the advance type this is P for permanent advances or T for trip advances trip advances have to be reported on the expense report for the trip while permanent advances are automatically included in the employee ledger and don t have to be reported on any expense report EXTREM SOFTWARE Page 78 EXTREM User Manual gt Advance date the advance date If lef
191. w all advances displays all advances e Show not reported advances displays only not reported advances e Show reported aoa displays only reported advances m ips rip advance for a trip that iar not been already D EXTREM SOFTWARE Page 81 EXTREM User Manual 4 3 Travel Purchase orders Company paid expenses plane or train tickets hotels etc are entered using the next screen Purchase Orders All employees Pa Employee Employee Name Trip Auto PO Your PO PO Date Oper Expense Expense Currency Exchange Job Riera Number Number Number reference Type type description Fate Company z b 300 11235 Ears Bernard 1533 1250 1250 8600472004 PO TRAIN Train Fare EUR 500 00 1 000000 500 00 a00 300 112385 Bares Bernard 1533 1262 q262 17 04 2004 PO PLANE Plane fare EUR 14 00 1 000000 14 00 300 rea 300 11235 Bares Bernard 1533 1268 1266 18 04 2004 PO PLANE Plane fare EUR 150 00 1 000000 150 00 300 i The RED color means the purchase order is not yet posted Click on the right button to hide display the company list Click on one or more companies to display only people belonging to the selected companies Invoiced purchase orders are displayed using a light green back color and a black fore color Invoiced purchase orders will appear in this list until the next closure They will then be transferred into a historical table Not posted purchase orders are displayed with a RED back color in the PO Number cell The i
192. y checked showing that this request was processed see picture below EXTREM SOFTWARE Page 95 EXTREM User Manual PO Requests Show All Show Not Processed a 1939 Add To POs See Travel Requests Plane Train Other Transportation Tickets Hotel Car Rental Processed ae Trip AE E Employee eonceo lem eee Expense ite en Country the Te County Departure Departure 5 ves Mal o Mumber a Number Number Type Description From To Date Time u 1939 16 04 2004 300 21602 Dubois Aude HOTEL Hotel Marseille FR 15 04 2004 300 31802 Dubois Aude JENTCAF Rental car O o Marseille fore aiia ae Advances or Purchase Orders when you return to the Travel Requests screen click on the ition A column at the right of the table displays who actually attached the cael Ta When all requests plane tickets hotel advances etc have been processed the Travel Request is automatically aie as SHOEI EO ome cannot be modified any more clicking in the first cell of the line The corresponding Travel Request will then be marked as Processed or Not Processed accordingly Print Request When you press this button the following form will be displayed EXTREM SOFTWARE Page 96 EXTREM User Manual Travel Request Print Mail Export Zoom E Company Name TRIP AUTHORIZATION AUTORISATION DE VOYAGE NAME 300 1141238 Bares Bernard Approved Trip Number Request Number Destination Return Date 1
193. yon Commercial Office H 300 Paris Office 4 Extrem Belgium 7 5 Extrem North Europe All Employees Present Employees DEEN z Employee List Bean Jean M ane 0 330 0 220 0 310 Beier Philippe Bella Pierrette Belle Elene Beller Anna Berjo Joseph Bert Patrick E DOTATI I ilesi i To select an employee double click on his line in the list Other options on this screen are Print prints the displayed sheet Mail mails the displayed sheet Export to Excel exports the displayed sheet to Excel Excel has to be installed on the computer in order for this to work EXTREM SOFTWARE Page 113 EXTREM User Manual 6 7 Analysis tools Taxes This report shows the amount of VAT paid for different expenses by VAT type and corresponding currency Taxes Company private Taxes Accounting Month From 2 2004 2 To 4 2004 1 Currency WAT VAT Amount bn Date ge ee a prema Employee Name Trip Number Hotel UR 5 00 75 00 01 02 2004 Hotel 5 00 3 00 01 02 2004 Hotel 5 00 3 00 01 02 2004 Hotel 5 00 75 00 02 02 2004 Hotel 5 00 3 00 02 02 2004 Hotel 5 00 3 00 02 02 2004 Hotel 5 00 75 00 03 02 2004 Hotel 5 00 3 00 03 02 2004 Hotel 5 00 3 00 03 02 2004 Hotel 5 00 75 00 04 02 2004 Hotel 5 00 3 00 04 02 2004 Hotel 5 00 3 00 04 02 2004 Hotel 5 00 75 00 05 02 2004 Hotel 5 00 3 00 05 02 2004 Hotel 5 00 3 00 05 02 2004 Hotel 5 00 75 00 06 02 2004 i 2004 300 1133 ALBIN ILHAM 1133 2004 113

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