The document presents best practices for using finance web applications, emphasizing the need to select appropriate tools for various user groups. It includes tips on managing profiles, purchase requisitions, expense types, and financial reporting to enhance usability for non-financial users. The guidance aims to streamline processes, reduce paper traffic, and improve overall system efficiency.

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Best Practice – Finance
WebApps
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YOUR PRESENTER
Rhett Williams
Master Consultant
JOINED SPARKROCK IN 2009

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H o r s e s f o r C o u r s e s

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Basic Principle – Use the Right Tool for the Job
Primarily for non-financial users
WebApps is for many users with low volume of transactions per user
Back Office interface is for few users with high volumes per user

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A c h i e v i n g We b A p p
S e c u r i t y a n d E a s e o f
M a i n t e n a n c e

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Managing Profiles vs Users
Profiles – Oriented to Horizontal Employee Groups
Users – Oriented to Vertical Employee Groups
Hybrid model
Tips

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R e q u i s i t i o n s ,
R e q u e s t s a n d
E x p e n s e s

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Purchase Requisitions
Synchronize Purchase Order numbers with Requisition numbers
Consider using Auto create PO and Auto send PO e-mails using thresholds

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Expense Types
The more effort that goes into expense types, the better WebApps works:
Make effective use of expense type categories
Use the prevent edit fields
Add links to intranet sites or other web sites
Use the ‘Details’ field to minimize the need to edit or overwrite
Use of Expense Types to capture the catalogue and price list of major suppliers

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WebApps Receiving
Consider if entity has many sites, also useful for services
Not necessarily optimal for centralized receiving
Reduces paper and e-mail traffic and puts receiving responsibility where it
belongs

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Expenses
Make sure tax area descriptions are expense claim friendly
Set-up tax override if users can use this
Use of attachment required
Guidelines and hyperlinks

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F i n a n c i a l R e p o r t i n g

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Basic Principles
Not a BI tool
Provides basic reports
Drill downs and Excel exports
Designed for non-financial users
Need more? Betta get Jet

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Some Tips
Maintain just two versions of each report
Use of prevent drill down to protect confidential data
Spend the time to edit the captions
Minimize the number of data sets by relying on user filters and ‘ignore filter’
Only supports the first 6 dimensions

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