Methods and systems for expense management

• US 9,779,384 B2
• Filed: 05/27/2011
• Issued: 10/03/2017
• Est. Priority Date: 06/23/2004
• Status: Active Grant

• Current Assignee: Concur Technologies Incorporated (SAP SE)
• Original Assignee: Concur Technologies Incorporated (SAP SE)
• Inventors: Fredericks, Michael, Dunnick, Joseph, Gorodnichev, Valery, Armstrong, Jeanine
• Primary Examiner(s): Rudy, Andrew Joseph
• Application Number:
  US13/117,303
• Publication Number:
  US 20120059745A1
• Time in Patent Office: 2,321 Days
• Field of Search: 705 28, 705 30
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: G06Q 20/102 Bill distribution or payments
• CPC Class Codes: G06Q 20/24 Credit schemes, i.e. "pay after"
• CPC Class Codes: G06Q 40/00 Finance; Insurance; Tax strategies; Processing of corporate or income taxes
• CPC Class Codes: G06Q 40/12 Accounting

Abstract

Methods and systems for expense management, comprising: automatically detecting whether a credit card line item record created from a receipt record generated by processing an electronic feed of charges has been identified as a travel expense; identifying, based on a date of a charge of the electronic feed on credit card line item records, whether any of the credit card line item records identified occurred within a time period of an existing trip; automatically assigning any credit card line item records identified as an allowable expense and occurring during the time period for the existing trip for which one existing expense report exists, to an existing expense report; and automatically creating a newly created expense report and assigning to the newly created expense report any credit card line item records identified as an allowable expense and occurring during the time period for the existing trip for which no existing expense reports exists.

Claims

1. A computerized method for expense management, comprising:

performing, by a processor, processing associated with automatically detecting whether a credit card line item record created from a receipt record generated by processing an electronic feed of charges has been identified as a travel expense, the electronic feed of charges comprising computer-readable electronic transaction data received using a first computerized device, the computer-readable electronic transaction data comprising multiple expense receipt records sent directly from or on behalf of a lodging and/or transportation vendor using a second computerized device, the multiple expense receipt records comprising information on a sub-transaction comprising;

amount information for the sub-transaction, written description information for the sub-transaction, and a code comprising numbers and/or letters which describes or categorizes the sub-transaction, the detecting comprising detecting the code within the electronic feed and analyzing the electronic feed to determine which amount information within the electronic feed corresponds to the code;

performing, by the processor, processing associated with determining whether the code comprises an allowable expense as pre-determined by an entity policy, the determining comprising searching for and identifying a key word in the written description information for the sub-transaction where the code is found, the key word comprising a word or a partial word describing allowable expenses and non-allowable expenses, the determining further comprising analyzing database information to determine a mapping between the identified key word and the allowable expense;

performing, by the processor, processing associated with identifying, based on a date of a charge of the electronic feed on credit card line item records, whether any of the credit card line item records identified occurred within a time period of an existing trip, the identifying being made by querying existing expense reports and trips stored in a database of the first computerized device;

performing, by the processor, processing associated with automatically assigning any credit card line item records identified as an allowable expense and occurring during the time period for the existing trip for which one existing expense report exists, to the one of the existing expense reports, wherein the existing expense report comprises the written description information and the amount information allowing a traveler to be reimbursed for approved expenses; and

performing, by the processor, processing associated with automatically creating a newly created expense report and assigning to the newly created expense report any credit card line item records identified as an allowable expense and occurring during the time period for the existing trip for which none of the existing expense reports exists, wherein the newly created expense report comprises the written description and the amount information allowing the traveler to be reimbursed for approved expenses.

2. The method of claim 1, wherein the existing expense report and/or the newly created expense report show the credit card line item records identified as occurring during the time period for the existing trip for which one of the existing expense reports exists associated with an expense type and/or the credit card line item records identified as occurring during the time period for the existing trip for which none of the existing expense reports exist associated with the expense type.

3. The method of claim 1, further comprising:

performing processing associated with providing the existing expense report and/or the newly created expense report for approval;

performing processing associated with providing the existing expense report and/or the newly created expense report for reimbursement;

or

performing processing associated with providing the existing expense report and/or the newly created expense report so that it can be integrated with other documents;

or

any combination thereof.

4. The method of claim 1, further comprising:

performing processing associated with searching the credit card line item record for pre-defined criteria;

performing processing associated with associating the code to an expense type;

performing processing associated with allowing editing of the existing expense report and/or the newly created expense report;

performing processing associated with allowing approval of the existing expense report and/or the newly created expense report;

or

performing processing associated with auditing the existing expense report and/or the newly created expense report by comparing at least two credit card line item data records with at least two expense itemizations on the existing expense report and/or the newly created expense report;

or

any combination thereof.

5. The method of claim 4, wherein the expense type comprises program-recognizable information.

6. The method of claim 4, further comprising:

performing processing associated with flagging edits of the existing expense report and/or the newly created expense report; and

performing processing associated with allowing explanations to be attached to each edit of the existing expense report and/or the newly created expense report.

7. The method of claim 6, wherein flagged edits to the existing expense report and/or the newly created expense report are made.

8. The method of claim 1, wherein each of the itemized sub-transactions is assigned to an expense type associated with an attribute comprising:

an identifier;

a description;

a general ledger;

a list of data fields to be supplied on the existing expense report and/or the newly created expense report;

or

corporate policy information;

or

any combination thereof.

9. The method of claim 8, wherein the expense type is additionally comprised of semantic information describing a type of expense.

10. The method of claim 9, wherein the semantic information comprises the identifier of the expense type.

11. The method of claim 1, wherein the credit card line item record contains information identifying an expense, where possible expense identifications are determined by a vendor producing the credit card line item record.

12. The method of claim 11, further comprising performing processing associated with associating the expense identification determined by the vendor producing an expense data record to a master expense identification on a master expense type list.

13. The method of claim 12, wherein an expense itemization is automatically assigned to an expense type based on associating the expense type determined by the vendor producing the credit card line item data record to the master expense type on the master expense type list.

14. The method of claim 4, further comprising:

performing processing associated with allowing editing of the existing expense report and/or the newly created expense report; and

performing processing associated with auditing the existing expense report and/or the newly created expense report by comparing edits to the credit card line item record from the lodging and/or transportation vendor.

15. The method of claim 1, wherein the method is customizable to incorporate policies, desires, and/or tax considerations for an entity using the method to assist in creating existing expense reports and/or the newly created expense reports for its employees.

16. The method of claim 1, wherein the transportation and/or lodging good and/or service comprises:

a lodging room rental, a tax, internet access, a telephone call, food and/or beverage from an eating establishment, an item from a mini-bar, a service from a business center, room service, gym or health club access, an item from a hotel store, banquet facility rental, a gratuity, laundry service, parking, limousine service, a movie, audio and/or video equipment rental, a cash advance, a conference room rental, an early departure fee, an automobile rental, insurance, fuel, extra mileage, or equipment repair, or any combination thereof.

17. The method of claim 1, wherein:

the processor also receives an additional electronic feed of charges containing multiple receipt records for lodging and/or transportation expense from a credit card vendor, and the processor automatically detects that a transaction appears only in the electronic feed of charges received from the credit card vendor;

the transaction is comprised of two or more line items;

the processor automatically maps the two or more line items to a transportation and/or lodging good and/or service that is chargeable to an account identifier, the mapping utilizing the code and/or the key word, and results of the mapping stored in a database;

the processor automatically retrieves the mapping from the database;

the processor automatically pre-populates the transportation and/or lodging good and/or service mapped to each of the two or more line items from the receipt record on existing expense report and/or the newly created expense report in an expense management system as two or more expense itemizations;

the expense receipt record is added to the existing expense report and/or the newly created expense report as expense item which is marked as being comprised of the two or more expense itemizations corresponding to the two or more line items; and

each expense itemization added from the expense receipt record to the existing expense report and/or the newly created expense report corresponds to exactly one of the two or more line items.

18. A computerized system for expense management, comprising:

a computerized device configured for;

automatically detecting whether a credit card line item record created from a receipt record generated by processing an electronic feed of charges has been identified as a travel expense, the electronic feed of charges comprising computer-readable electronic transaction data received using a first computerized device, the computer-readable electronic transaction data comprising multiple expense receipt records sent directly from or on behalf of a lodging and/or transportation vendor using a second computerized device, the multiple expense receipt records comprising information on a sub-transaction comprising;

amount information for the sub-transaction, written description information for the sub-transaction, and a code comprising numbers and/or letters which describes or categorizes the sub-transaction, the detecting comprising detecting the code within the electronic feed and analyzing the electronic feed to determine which amount information within the electronic feed corresponds to the code;

automatically determining whether the code comprises an allowable expense as pre-determined by an entity policy, the determining comprising searching for and identifying a key word in the written description information for the sub-transaction where the code is found, the key word comprising a word or a partial word describing allowable expenses and non-allowable expenses, the determining further comprising analyzing database information to determine a mapping between the identified key word and the allowable expense;

automatically identifying, based on a date of a charge of the electronic feed on credit card line item records, whether any credit card line item records identified occurred within a time period of an existing trip, the identifying being made by querying existing expense reports and trips stored in a database of the first computerize device;

automatically assigning any credit card line item records identified as an allowable expense and occurring during the time period for the existing trip for which one existing expense report exists, to the one of the existing expense reports, wherein the existing expense report comprises the written description information and the amount information allowing a traveler to be reimbursed for approved expenses; and

automatically creating a newly created expense report and assigning to the newly created expense report any of the credit card line item records identified as the allowable expense and occurring during the time period for the existing trip for which none of the existing expense reports exists, wherein the newly created expense report comprises the written description and the amount information allowing the traveler to be reimbursed for approved expenses.

19. The system of claim 18, wherein the existing expense report and/or the newly created expense report show the credit card line item records identified as occurring during the time period for the existing trip for which one of the existing expense reports exists associated with an expense type and/or the credit card line item records identified as occurring during the time period for the existing trip for which none of the existing expense reports exist associated with the expense type.

20. The system of claim 18, wherein the processor is further configured for:

performing processing associated with providing the existing expense report and/or the newly created expense report for approval;

performing processing associated with providing the existing expense report and/or the newly created expense report for reimbursement;

or

performing processing associated with providing the existing expense report and/or the newly created expense report so that it can be integrated with other documents;

or

any combination thereof.

21. The system of claim 18, wherein the processor is further configured for:

performing processing associated with searching the credit card line item record for pre-defined criteria;

performing processing associated with associating the code to an expense type;

performing processing associated with allowing a user to edit the existing expense report and/or the newly created expense report;

performing processing associated with allowing a user to approve the existing expense report and/or the newly created expense report;

or

performing processing associated with auditing the existing expense report and/or the newly created expense report by comparing at least two credit card line item data records with at least two expense itemizations on the existing expense report and/or the newly created expense report;

or

any combination thereof.

22. The system of claim 21, wherein the expense type comprises program-recognizable information.

23. The system of claim 21, wherein the processor is further configured for:

performing processing associated with flagging where the user edits the existing expense report and/or the newly created expense report; and

performing processing associated with allowing the user to attach an explanation to each edit of the existing expense report and/or the newly created expense report.

24. The system of claim 23, wherein a second user audits a flagged edit to the existing expense report and/or the newly created expense report.

25. The system of claim 18, wherein each of the itemized sub-transactions is assigned to an expense type associated with an attribute comprising:

an identifier;

a description;

a general ledger;

a list of data fields to be supplied on the existing expense report and/or the newly created expense report;

or

corporate policy information;

or

any combination thereof.

26. The system of claim 25, wherein the expense type is additionally comprised of semantic information describing a type of expense.

27. The system of claim 26, wherein the semantic information comprises the identifier of the expense type.

28. The system of claim 18, wherein the credit card line item record contains information identifying an expense, where possible expense identifications are determined by a vendor producing the credit card line item record.

29. The system of claim 28, wherein the processor is further configured for performing processing associated with associating the expense identification determined by the vendor producing an expense data record to a master expense identification on a master expense type list.

30. The system of claim 29, wherein an expense itemization is automatically assigned to an expense type based on associating the expense type determined by the vendor producing the credit card line item data record to the master expense type on the master expense type list.

31. The system of claim 21, wherein the processor is further configured for:

performing processing associated with allowing a user to edit the existing expense report and/or the newly created expense report; and

performing processing associated with auditing the existing expense report and/or the newly created expense report by comparing edits of the user to the credit card line item record from the lodging and/or transportation vendor.

32. The system of claim 18, wherein the method is customizable to incorporate policies, desires, and/or tax considerations for an entity using the method to assist in creating existing expense reports and/or the newly created expense reports for its employees.

33. The system of claim 18, wherein the transportation and/or lodging good and/or service comprises:

a lodging room rental, a tax, internet access, a telephone call, food and/or beverage from an eating establishment, an item from a mini-bar, a service from a business center, room service, gym or health club access, an item from a hotel store, banquet facility rental, a gratuity, laundry service, parking, limousine service, a movie, audio and/or video equipment rental, a cash advance, a conference room rental, an early departure fee, an automobile rental, insurance, fuel, extra mileage, or equipment repair, or any combination thereof.

34. The system of claim 18, wherein:

the processor also receives an additional electronic feed of charges containing multiple receipt records for lodging and/or transportation expense from a credit card vendor, and the processor automatically detects that a transaction appears only in the electronic feed of charges received from the credit card vendor;

the transaction is comprised of two or more line items;

the processor automatically maps the two or more line items to a transportation and/or lodging good and/or service that is chargeable to an account identifier, the mapping utilizing the key code and/or the key word, and results of the mapping stored in a database;

the processor automatically retrieves the mapping from the database;

the processor automatically pre-populates the transportation and/or lodging good and/or service mapped to each of the two or more line items from the receipt record on an existing expense report and/or the newly created expense report in an expense management system as two or more expense itemizations;

the expense receipt record is added to the expense report as expense item which is marked as being comprised of the two or more expense itemizations corresponding to the two or more line items; and

each expense itemization added from the expense receipt record to the existing expense report and/or the newly created expense report corresponds to exactly one of the two or more line items.