For companies that have travelers on the road, one of the main challenges when it comes to the expense reporting reconciliation is catching and potentially auditing duplicate receipts. It is important to note that in many cases, these expenses might be legitimate; because they are repeat expenses – for example an employee might be at a conference for a week and purchase the same Starbucks coffee for $4.5 every morning. While these expenses may appear to be duplicates to the casual observer, they are really not. The main problem is when a traveler uses the same receipt twice. And this is where Gorilla Expense comes to the rescue! So how do we do it?
The first step is during the manager review/approval process. The manager receives the submitted expense report, and the application clearly highlights the fact that there may be potential duplicates in the expense report. Below is an example expense report with the highlights:
Once the manager clicks on the Yellow triangle at the bottom of the expense report page, the application will open a ‘Potential Duplicate’ report, where the manager can compare the details of the current expense transaction of $7.1 allocated to MEALS with a previous transaction with the same details. Here is a screenshot of what that looks like:
It is clear to see that the employee had submitted the same transaction as part of expense report # GE1576, which is noted by the application to be the ‘Original’ transaction. The potential duplicate which is for the current expense report that the manager is reviewing is shown below that Original expense.
By clicking on the blue ‘Receipt’ link, the manager can also compare the receipts of both of these expenses and see if they are indeed different receipts or if the same receipt was used twice. Pretty cool right?
Gorilla Expense makes the next steps very easy too. If the receipt is indeed different, then the manager can approve the expense report and move it forward to the next approver or accounting for reimbursement. However if the same receipt has been used twice, the manager can remove just that one expense line and approve the rest of the expense report. During that time, the manager can also provide comments or remarks to the employee on why this particular expense line was being removed.
It would then be up to the company to advise the employee about their T&E policies and take appropriate action, if it is indeed a case of fraud with an established intent to submit a duplicate receipt. As they say, the best way to tackle fraud is to let employees know that their expenses are being monitored carefully by utilizing an automated T&E application. And this is how Gorilla Expense tackles this potential duplicate receipts pain point in a very intelligent and elegant manner.
Want to learn more? Would you like to see a live demo of this feature in action? Feel free to contact us at sales@gorillaexpense.com
About Gorilla Expense
Gorilla Expense is a leading global provider of T&E Expense Management Software for Microsoft Dynamics ERP. Our Expense Reporting, Mobile Apps, Integration Services & Analytics solutions give customers the edge they need to compete in the global marketplace. With our powerful solution, we are constantly proving that – Expense management doesn’t have to be so difficult! Learn more at www.gorillaexpense.com
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