Streamlined expense management, additional financial controls, and new media finance billing option
EXPENSE CLAIM AND CREDIT CARD ENHANCEMENTS
Draft Expense Line Creation
What is it?
Users can now create an expense entry with just a receipt and save without completing all required fields. Required fields such as Task Types and Job No. (if applicable) are only validated upon submission.
Why it matters
This change makes it easier to capture receipts on the go without the need to fill in all of required details to submit an expense. This flexibility complements Accountability's upcoming AI-enabled receipt scanning feature in our mobile app, COUNTA.
If an expense is submitted with missing information, the system displays a message titled "Incomplete expense entries" and highlights all fields that need attention.
How does it work?
- There's no configuration required to enable draft expenses
- Learn more about the COUNTA app here.
Updated Notification for Expense Claim Approvals
This change only impacts agencies using Approval Scenarios
What is it?
Employees will now receive approval notifications only when their entire expense claim has been fully approved.
Previously, employees received notifications as individual expense lines were approved. With this update, the system now waits until all lines within a claim are approved before sending the confirmation message or email.
This change applies only to approval notifications. Rejection messages remain unchanged and are still sent at the line level to give employees the option to correct expenses on the go.
Why it matters
This update helps avoid confusion by ensuring that employees are only notified of approval when their full claim is eligible for payment processing.
How does it work?
This only applies to agencies using Approval Scenarios. There's no additional configuration required to enable it.
Improved Logic for Tax Calculation on Credit Card Transactions
What is it?
Tax values for credit card entries are now determined using a revised hierarchy that prioritizes the merchant’s tax setup. Specifically, if a merchant is associated with a transaction and has a tax code, that tax code will be used. If a merchant tax code is not available, the system will fall back to the supplier’s tax code.
This update applies across all import methods and scheduled processes that create credit card entries, including Plaid, Basiq, Mastercard, AMEX, and VISA imports.
Why it matters
This change ensures tax is applied accurately based on real-world merchant data, reducing need for manual corrections by applying the most relevant tax source.
The updated approach also aligns behavior across web-based imports, API usage, and automated transfers, making the process consistent across the platform.
How does it work?
There's no additional set up required. To learn more about automating credit card imports, contact your Accountability lead.
ADDITIONAL FINANCIAL CONTROLS
Prevent Purchase Orders for Inactive Vendors
The system now blocks users from selecting an inactive vendor for PO creatio
What is it?
Previously, users could select inactive vendors to create a purchase order. With this update, inactive vendors no longer appear in the vendor selection list when creating a PO. The “Include Inactive” checkbox has also been removed to avoid confusion.
Why it matters:
This enhancement streamlines the PO process, improves vendor management efficiency, and strengthens financial controls. By automatically filtering out inactive vendors, users can process purchase orders more quickly while maintaining proper vendor governance standards.
How does it work:
There's on configuration required. The option to display inactive vendors has been removed from the Supplier selection filter on the Purchase Order form.
Block Unposting of Opening Balance Transactions
New safeguards are in place to prevent the unposting of historical opening balance transactions, helping protect financial integrity after system go-live.
What is it?
New safeguards are in place to prevent the unposting of historical opening balance transactions, helping protect financial integrity after system go-live.
A new setting will block users from unposting AR, AP, and WIP transactions dated before a designated go-live month. This go-live date is defined in the system and can only be viewed or changed by authorized Accountability Support employees.
When a user attempts to unpost a transaction from a period before the go-live month, the system will prevent the action and display a clear message.
Why it matters
This update helps maintain the accuracy of financial records by locking down prior-period opening balances. It prevents accidental changes to historical data and reduces the risk of compliance or reporting issues. By controlling unposting access based on accounting period, finance teams gain better oversight of critical data while still allowing flexibility for current and future transactions.
How does it work?
Accountability will set the Go-Live Month based on a new agency's go-live date. If adjustments need to be posted, the agency can submit a support ticket and Accountability Support will be able to post the transaction(s) as needed.
NEW MEDIA FINANCE OPTION
Media Client Invoice Option: “Fee Only”
This only applies to agencies who are using Accountability's Media Finance solution
What is it?
A media schedule-level option that allows media agencies to issue commission-only billing. The new “Fee Only” billing option allows users to generate media client invoices that include only the markup and service fee, completely excluding the media cost.
Why it matters
This feature provides flexibility for billing clients who pay media vendors directly. Agencies still see the media costs in the system for reconciliation and reporting, but gives them the option to only bill for their stewarding the media schedule.
How does it work?
- Navigate to Media > Media Schedule and create a new or access an existing media schedule.
- Check the box "Bill Client Fee Only". If this box is checked, invoices generated for the schedule will only show the markup and service fees applied to each line.