Local Government Expense Management Solution

X3 can help your council save time and money if the answer to any of these questions is yes:

• Does your council reimburse staff for expenses they have incurred on behalf of the organisation?
• Would your council like to reduce the administration time and costs involved in processing expense claims?
• Does your council wish to define and/or enforce expense/travel policy?
• Is effectively managing expenditure on corporate credit or charge cards a time consuming problem?
• Is ensuring proper authorisation of expense claims difficult to manage?
• Does your council have difficulty receiving expense claims from staff that are always 'on the road'?
• Does your council reimburse or provide employees with mobile phones.

X3 Expense Manager and X3 Call Manager

X3 Expense Manager

Expense Manager will:

• Free council employees from time consuming expense claims.
• If council staff use charge or credit cards, electronic statements can be downloaded into X3 to automatically generate expense claims, saving staff time.
• If electronic statements are not available (e.g. for cash expenditure), X3 speeds the data entry by automatically calculating as much information as possible, requiring only the minimum of data to be entered by the incurrer.
• X3 routes the expense claim/phone claim through an authorisation process, and following appropriate authorisation, enables the transfer of expense data into your General Ledger or other financial package.
• Prevent or reduce excessive expenditure by enforcing comprehensive expense policies.
• At every stage of the expense process, X3 monitors your employee's expenses, validating them against your expense policies and flagging any costs not within your policies. Authorisers can immediately focus on the 'problem' items in each expense claim, improving the efficiency of their review.
• Find out who is spending how much, where and when they are spending, and what they are buying.
• X3 stores all the expense data that passes through the system. Over time, this provides a wealth of data regarding the expenditure incurred and reimbursed by your organisation. A comprehensive set of reports is provided by X3 to enable you to effectively mine this information to assist identification of cost saving strategies.

X3 Call Manager

Call Manager has been designed to deliver additional value to customers while helping to reduce costs. Customers will be able to analyse their own accounts through access to valuable telecommunications data.

Call Manager utilises a comprehensive layer of business rules and processes in a simple application that will deliver a range of benefits to Telecom and its Corporate customer base.

X3 Call Manager:

• Will provide customer with tools and resources to transform complex monthly billing into meaningful business information.
• Is a simple user friendly interface that requires little user training.
• Will consolidate billings across the Telecom network saving time in the preparation of reports
• Provides an authorisation and policy process.
• Provides a multi user environment ensures that all divisions of an organisation share in the information
• Provides tracking to improve customer analysis of calls and provide information on trends.
• Tracks non telephony costs of a personal nature (mobile)
• Helps detect misuse or fraudulent activity.

The beginning of the X3 process involves the creation of an expense or phone claim.

Expense creation is achieved either by downloading an electronic statement from a credit or charge card provider, or by manually entering expense details.
Normally, the person who incurred the expenses (the incurrer) creates and edits their own expense claims, however if your organisation has incurrers who will not have access to the X3 system for any reason, you can nominate other users (coordinators) who will then be able to create and edit expense claims on behalf of those incurrers.
Once an expense claim is complete, the incurrer or coordinator can submit the claim for authorisation.

The second stage in the X3 process is the authorisation of the claim.

Submitted Expense Claims are routed via a variety of paths, depending on your organisation's preference.

• You can use X3 to review expense claims according to your expense policy.  Expense claims having no policy violations can be automatically approved, and routed to the Finance Department. Any expense claims with policy violations will be routed to nominated authorisers in your organisation.
• You can nominate Line Manager Authorisers, who are then able to authorise the expense claims submitted by a nominated subset of incurrers.
• You can nominate Budget Holder (or Cost Centre Controller) authorisers who are then able to authorise expenditure allocated to a nominated subset of budgets / Cost Centres
• You can have X3 route expense claims to Line Managers only, or to Cost Centre Controllers only, or to both types of authorisers in succession.
• If authorisers approve the expense claim, it is then routed to the Finance Department. If authorisers decline the expense claim, it is routed back to the incurrer, who can then take correcting action and re-submit their expense claim.

The final stage in the X3 process is processing by the Finance Dept.

Approved expense claims are routed to your Finance department (called Accounts Coordinators).
X3 enables these users to export a journal file to your General Ledger (or similar system) to transfer the expense data to your financial systems. From here, reimbursement can be made to incurrers using your normal staff payment channels as desired.

X3 Policies  

Your expense policies are a cornerstone of your cost control measures in the area of employee reimbursed expenses. However, many organisations have experienced great difficulty ensuring that expenses incurred are within their defined policies.

X3 addresses this problem with policy compliance checks at every stage of the expense process, from initial entry of the expense claim through to authorisation and on to reimbursement. Over time, X3 enables you to build up a picture of policy compliance across all incurrers in your organisation.

X3 Management Information Reporting

X3 provides you with a comprehensive reporting capability. Each user is provided with a selection of reports appropriate to their role in your organisation. These reports enable you to mine your expense data for a variety of cost saving and controlling purposes.

Local Government Online Exclusive Pricing

X3 are providing Local Government with an exclusive agreement with a discount of 10% on the monthly cost per user of the software.

Charges start from just $20.00 plus GST per month less the LGOL discount of 10%

The X3 application accessed via the Internet and hosted by X3 so there is no requirement to upgrade your IT infrastructure.