Method and system for processing expense vouchers

• US 5,899,981 A
• Filed: 12/27/1996
• Issued: 05/04/1999
• Est. Priority Date: 12/27/1996
• Status: Expired due to Term

• Current Assignee: RPX Clearinghouse LLC (RPX Corporation)
• Original Assignee: Northern Telecom Limited (Nortel Networks Corporation)
• Inventors: Riddle, Timothy Dale, Steele-Henderson, Sybil, Taylor, Janet Catherine
• Primary Examiner(s): Peeso, Thomas R.
• Application Number:
  US08/773,905
• Time in Patent Office: 858 Days
• Field of Search: 705/30, 705/20, 705/24, 705/29, 705/34, 705/40
• US Class Current: 705/30
• CPC Class Codes: G06Q 20/201 Price look-up processing, e.g. updating
• CPC Class Codes: G06Q 20/209 Specified transaction journal output feature, e.g. printed receipt or voice output
• CPC Class Codes: G06Q 30/02 Marketing; Price estimation or determination; Fundraising
• CPC Class Codes: G06Q 40/12 Accounting

Abstract

A system and method for processing expense reimbursement claims supported by at least one receipt associated with identifying indicia. The system includes computer readable memory, in which is defined an expense voucher record having a charge field for identifying an entity incurring expenses, an expense field for identifying expenses incurred by the entity, and a voucher identification field. The system further includes a computer in communication with the memory, for loading the voucher identification field with a first code associated with the identifying indicia, for comparing the contents of the charge field and the expense fields with corresponding reference data according to pre-defined verification criteria to determine whether or not the contents of the charge field and the expense field meet the verification criteria. If the contents of the charge field and expense field meet the pre-defined verification criteria, the computer associates the expense voucher record with a position in a receipt required list.

Claims

1. A method of processing expense reimbursement claims supported by at least one receipt associated with identifying indicia, the method comprising the steps of:

a) defining in memory, an expense voucher record having a charge field for identifying an entity incurring expenses, an expense field for identifying expenses incurred by said entity, and a voucher identification field;

b) loading said voucher identification field with a first code associated with said identifying indicia;

c) comparing the contents of said charge field and said expense fields with corresponding reference data, according to pre-defined verification criteria to determine whether or not the contents of said charge field and said expense field meet said verification criteria;

d) upon meeting said pre-defined verification criteria, associating said expense voucher record with a position in a receipt required list;

e) detecting the physical presence of said at least one receipt and producing a second code associated with said identifying indicia in response to detecting the physical presence of said at least one receipt;

f) searching said receipt required list to locate a corresponding voucher record having a first code matching said second code; and

g) when a corresponding voucher record is located, adding a payment record to a payment list, said payment record including the contents of said voucher identification field, said charge field and said expense field of said expense voucher record.

2. A method as claimed in claim 1 wherein the step of defining includes the step of maintaining a plurality of expense fields for storing expense amounts associated with different categories of expenses and calculating a sum total of expense amounts stored in said expense fields.

3. A method as claimed in claim 2 wherein the step of calculating includes the steps of:

a) identifying a currency in which said expense amounts were incurred;

b) receiving currency exchange rates for currencies identified; and

c) using said currency exchange rates to convert said expense amounts into common currency values prior to calculating said sum total.

4. A method as claimed in claim 1 further including the step of placing said at least one receipt in a container having said identifying indicia.

5. A method as claimed in claim 4 wherein the step of detecting includes the step of reading said indicia.

6. A method as claimed in claim 5 wherein the step of reading includes the step of reading a barcode.

7. A method as claimed in claim 6 wherein the step of reading includes reading a barcoded voucher number.

8. A method as claimed in claim 7 further including the step of producing a storage record having a field for storing the voucher number identified by said indicia, a scan date field for storing the date on which said indicia is read, and a storage code field for storing a storage code identifying a storage location associated with said at least one receipt.

9. A method as claimed in claim 1 further including the step of removing said association of said corresponding voucher record with said receipt required list.

10. A method as claimed in claim 1 further including the step of transmitting to a payment service provider, said payment list.

11. A method as claimed in claim 1 further including the step of identifying said expense voucher record as requiring review.

12. A method as claimed in claim 11 wherein the step of identifying includes the step of associating a review field and a review date field with said expense voucher record.

13. A method as claimed in claim 12 further including the step of reading said review field upon finding a corresponding expense voucher record.

14. A method as claimed in claim 13 further including the step of determining whether said review field has contents equal to a pre-defined value and if so, associating said expense voucher record with a manager processing queue prior to associating said expense voucher record with said receipt required list.

15. A method as claimed in claim 14 further including the step of storing in said review date field a value indicative of a date on which said expense voucher record was reviewed.

16. A method as claimed in claim 1 wherein the step of defining includes the step of presenting to said user a menu of expense categories and a data entry format.

17. A method as claimed in claim 16 wherein the step of presenting includes presenting an audio menu at a remote telephone and storing in said charge field, expense field and voucher identification field respectively, data entered by a user at a keypad of said remote telephone.

18. A method as claimed in claim 16 wherein the step of presenting includes presenting a visual menu at a video display terminal.

19. A method as claimed in claim 18 wherein the step of defining in memory is performed at a first user terminal.

20. A method as claimed in claim 19 further including the step of transmitting said expense voucher record to a central server, and maintaining said receipt required located generally at said central server.

21. A computer-readable storage medium on which is stored a plurality of computer-readable codes operable to direct said computer to process expense reimbursement claims supported by at least one receipt associated with identifying indicia, by:

a) defining in memory, an expense voucher record having a charge field for identifying an entity incurring expenses, an expense field for identifying expenses incurred by said entity, and a voucher identification field;

b) loading said voucher identification field with a first code associated with said identifying indicia;

c) comparing the contents of said charge field and said expense fields with corresponding reference data, according to pre-defined verification criteria to determine whether or not the contents of said charge field and said expense field meet said verification criteria;

d) upon meeting said pre-defined verification criteria, associating said expense voucher record with a position in a receipt required list;

e) detecting the physical presence of said at least one receipt and producing a second code associated with said identifying indicia in response to detecting the physical presence of said at least one receipt;

f) searching said receipt required list to locate a corresponding voucher record having a first code matching said second code; and

g) when a corresponding voucher record is located, adding a payment record to a payment list, said payment record including the contents of said voucher identification field, said charge field and said expense field of said expense voucher record.

22. A computer-readable storage medium as claimed in claim 21 further including codes operable to direct the computer to perform the step of maintaining a plurality of expense fields for storing expense amounts associated with different categories of expenses and calculating a sum total of expense amounts stored in said expense fields.

23. A computer-readable storage medium as claimed in claim 21 further including codes operable to direct the computer to perform the steps of:

a) identifying a currency in which said expense amounts were incurred;

b) receiving currency exchange rates for currencies identified; and

c) using said currency exchange rates to convert said expense amounts into common currency values prior to calculating said sum total.

24. A computer-readable storage medium as claimed in claim 21 further including codes operable to direct the computer to perform the step of reading said indicia from a container in which said at least one receipt are placed.

25. A computer-readable storage medium as claimed in claim 24 further including codes operable to direct the computer to perform the step of reading a barcode.

26. A computer-readable storage medium as claimed in claim 24 further including codes operable to direct the computer to perform the step of reading a barcoded expense voucher number.

27. A computer-readable storage medium as claimed in claim 24 further including codes operable to direct the computer to perform the step of producing a storage record having a field for storing the voucher number identified by said indicia, a scan date field for storing the date on which said indicia is read, and a storage code field for storing a storage code identifying a storage location associated with said at least one receipt.

28. A computer-readable storage medium as claimed in claim 21 further including codes operable to direct the computer to perform the step of removing said association of said corresponding voucher record with said receipt required list.

29. A computer-readable storage medium as claimed in claim 21 further including codes operable to direct the computer to perform the step of transmitting to a payment service provider, said payment list.

30. A computer-readable storage medium as claimed in claim 21 further including codes operable to direct the computer to perform the step of identifying said expense voucher record as requiring review.

31. A computer-readable storage medium as claimed in claim 30 further including codes operable to direct the computer to perform the step of associating a review field and a review date field with said expense voucher record.

32. A computer-readable storage medium as claimed in claim 31 further including codes operable to direct the computer to perform the step of reading said review field upon finding a corresponding expense voucher record.

33. A computer-readable storage medium as claimed in claim 32 further including codes operable to direct the computer to perform the step of determining whether said review field has contents equal to a pre-defined value and if so, associating said expense voucher record with a manager processing queue prior to associating said expense voucher record with said receipt required list.

34. A computer-readable storage medium as claimed in claim 33 further including codes operable to direct the computer to perform the step of storing in said review date field a value indicative of a date on which said expense voucher record was reviewed.

35. A computer-readable storage medium as claimed in claim 21 further including codes operable to direct the computer to perform the step of presenting to said user a menu of expense categories and a data entry format.

36. A computer-readable storage medium as claimed in claim 35 further including codes operable to direct a computer at a first user terminal to perform the step of defining in memory.

37. A computer-readable storage medium as claimed in claim 36 further including codes operable to direct the computer to perform the step of transmitting said expense voucher record to a central server.

38. A system for processing expense reimbursement claims supported by at least one receipt associated with identifying indicia, the system including:

a) computer readable memory, in which is defined an expense voucher record having a charge field for identifying an entity incurring expenses, an expense field for identifying expenses incurred by the entity, and a voucher identification field;

b) a computer in communication with said memory for;

i) loading the voucher identification field with a first code associated with the identifying indicia;

ii) comparing the contents of the charge field and the expense fields with corresponding reference data, according to pre-defined verification criteria to determine whether or not the contents of the charge field and the expense field meet the verification criteria;

iii) upon meeting the pre-defined verification criteria, associating the expense voucher record with a position in a receipt required list;

iv) detecting the physical presence of the at least one receipt and producing a second code associated with the identifying indicia in response to detecting the physical presence of the at least on receipt;

v) searching the receipt required list to locate a corresponding voucher record having a first code matching the second code; and

vi) when a corresponding voucher record is located, adding a payment record to a payment list, the payment record including the contents of the voucher identification field, the charge field and the expense field of the expense voucher record.

39. A system as claimed in claim 38 wherein said computer is operable to maintain a plurality of expense fields for storing expense amounts associated with different categories of expenses and calculate a sum total of expense amounts stored in the expense fields.

40. A system as claimed in claim 39 wherein said computer is programmed to:

a) identify a currency in which the expense amounts were incurred;

b) receive currency exchange rates for currencies identified; and

c) use said currency exchange rates to convert the expense amounts into common currency values prior to calculating said sum total.

41. A system as claimed in claim 38 further including a reader for reading said indicia.

42. A system as claimed in claim 41 further including a reader for reading a barcoded expense voucher number.

43. A system as claimed in claim 38 wherein said computer is programmed to define in said memory a storage record having a field for storing the voucher number identified by the indicia, a scan date field for storing the date on which the indicia is read, and a storage code field for storing a storage code identifying a storage location associated with the at least one receipt.

44. A system as claimed in claim 38 wherein said computer is programmed to remove the association of the corresponding voucher record with the receipt required list.

45. A system as claimed in claim 38 wherein said computer is programmed to transmit to a payment service provider, the payment list.

46. A system as claimed in claim 38 wherein said computer is programmed to identify the expense voucher record as requiring review.

47. A system as claimed in claim 46 wherein said computer is programmed to associate a review field and a review date field with the expense voucher record.

48. A system as claimed in claim 47 wherein said computer is programmed to read the review field upon finding a corresponding expense voucher record.

49. A system as claimed in claim 48 wherein said computer is programmed to determine whether said review field has contents equal to a pre-defined value and if so, associate the expense voucher record with a manager processing queue, prior to associating said expense voucher record with said receipt required list.

50. A system as claimed in claim 49 wherein said computer is programmed to store in said review date field a value indicative of a date on which the expense voucher record was reviewed.

51. A system as claimed in claim 38 wherein said computer is programmed to present to the user a menu of expense categories and a data entry format.

52. A system as claimed in claim 51 further including a voice response unit controlled by said computer and wherein said computer is programmed to present an audio menu to a remote telephone and store in the charge field, expense field and voucher identification field respectively, data entered by a user at a keypad of the remote telephone.

53. A system as claimed in claim 51 further including a video display terminal in communication with said computer and wherein said computer is programmed to present a visual menu at said video display terminal.

54. A system for processing expense reimbursement claims supported by at least one receipt associated with identifying indicia, the system including:

a) a computer network having a central server and a plurality of computer user terminals, each of said user terminals having;

i) computer readable memory, in which is defined an expense voucher record having a charge field for identifying an entity incurring expenses, an expense field for identifying expenses incurred by the entity, and a voucher identification field;

ii) a computer in communication with said memory for;

1) loading the voucher identification field with a first code associated with the identifying indicia;

2) comparing the contents of the charge field and the expense fields with corresponding reference data, according to pre-defined verification criteria to determine whether or not the contents of the charge field and the expense field meet the verification criteria;

3) upon meeting the pre-defined verification criteria, send an identification of said expense voucher record to said central server;

iii) said central server being operable to define and maintain a receipt required list, and being operable to receive said identification of said expense voucher record and associate said expense voucher record with a position in said receipt required list;

iv) at least one of said terminals being operable to detect the physical presence of said at least one receipt and produce a second code associated with said identifying indicia in response to detecting the physical presence of said at least one receipt;

v) said central server being further operable maintain a payment list and operable to search the receipt required list to locate a corresponding voucher record having a first code matching the second code and when a corresponding voucher record is located, produce a payment record and add said payment record to said payment list, said payment record including the contents of the voucher identification field, the charge field and the expense field of the expense voucher record.