Mobile Enhancements - Summer 19 Feature Guide

This guide describes the new Mobile Enhancements included in Kimble Release Summer 19. We have also attached a .pdf version for your convenience.

Introduction

In the Summer 19 Release, Kimble has enhanced the Kimble 2.0 mobile time and expense application for both Android and iOS. These enhancements improve the usability of the app and enable it to take advantage of the improved Time & Expense Functionality included in Kimble Release Summer 19.

The new features and improvements in this release:

• Facilitate the accurate and timely completion of Timesheets by enabling you to configure the app to open to a default Tracking Period (such as ‘earliest incomplete period’) and introducing the ability to create Time Entries that span multiple periods.
• Streamline the creation of Expense Claims by introducing the ability to copy Expense Items from previous claims (where users are regularly making similar claims) or create them in advance (where users might need to book things like flight tickets before the Assignment starts).
• Make submitting receipts for Expense Claims easier by introducing the ability to upload PDF files from a smartphone and attach it to an Expense Item, or the Expense Claim (previously receipts could only be attached to Expense Claims in the Kimble 2.0 mobile application).
• Enhance the user experience throughout with a cleaner and clearer user interface, including an enhanced Auto-Detect experience, and the ability to zoom in on receipts.
• Improve the workflow for Expense Items that include Start/End Location, as it is no longer necessary to enter using the map functionality, instead entering a Location Name for each will suffice.

Essential Concepts

Kimble 2.0

The Kimble 2.0 mobile time and expense application is available for both Android and IOS. After downloading and installing the app onto your device, follow the simple steps on screen to submit your time and expenses through the app for approval by your engagement managers.

If your apps are set to update automatically, the Kimble 2.0 mobile application will update to the latest version automatically. If not, you will need to update it from the Google Play Store (Android) or Apple App Store (IOS).

Summer 19 Time and Expense Entry Enhancements

Kimble introduced a range of Time and Expense Entry enhancements in the Summer 19 Release to increase both flexibility and usability. A full overview of the time and expense processes is available in the Time and Expense Entry Feature Guide (Summer 19).

Time Entry

Time Entry in the Kimble mobile application is used only to submit Time from the current period or before, it is not possible to enter Forecast Time (such as a future vacation).

In the Kimble Summer 19 release it is possible to enter and submit Time across multiple Tracking Periods.

Expense Claim

An Expense Claim is an itemized list of money spent by a Resource on business-related activities, for which they will be reimbursed by the company or client. A claim is made up of one or more related Expense Items.

For example, a Resource might make an Expense Claim for an overseas trip on behalf of the client. Each separate expense that makes up the trip, such as flights, accommodation, and meals would be an Expense Item.

Expense Item

Expense Items are the individual transactions that make up an Expense Claim.

For example, if you submit an Expense Claim for an overseas trip on behalf of a client for which you need reimbursing, you might include Expense Items for the flight tickets, the accommodation, and your meals.

Time Entry Enhancements

Suggested Time Entry Configuration

The Kimble 2.0 mobile application will behave in accordance with the Suggested Time configuration set in Kimble Release Summer 19. For more on Suggested Time Entries see Configuring Suggested Time in the Time and Expense Entry Feature Guide (Summer 19).

Enforce Mandatory Notes

The Kimble 2.0 mobile application will require Notes to be entered on Time Entries, if configured in the Activity Rate Band in Kimble Release Summer 19. For more detail see Making Notes mandatory in the Time and Expense Entry Feature Guide (Summer 19).

Create Time Entries spanning multiple Tracking Periods

The Kimble 2.0 mobile application allows you to enter Time for activities spanning multiple periods without having to enter for each period individually.

For example, this might be used where you submit time monthly, and last month you worked only on a single project.

To enter Time spanning multiple periods:

1. Navigate to the first date for which you wish to enter Forecast Time.
   
   
2. Tap the date.
   
   
   
   
3. Tap +.
   
   
4. Enter the Time Entry details.

5. Toggle Repeat Until

6. Enter the End Date.
   
   
7. Tap Save.

Managing Time Entry

The Kimble 2.0 mobile application opens at the configured default Tracking Period and uses the approach for incomplete time entry in a previous period set in Kimble Release Summer 19. For more detail see Managing Timesheets in the Time and Expense Entry Feature Guide (Summer 19).

New clearer messages in the app detail where you cannot enter Time, because the Tracking Period is closed, Forecast Time cannot be entered in mobile, or where you have no Assignments in the relevant Tracking Period.

    

Activities in the Kimble 2.0 mobile application are now segmented into Delivery, Sales, and Other, the same as in the web interface.

Expense Claim Enhancements

Attaching Expense Receipts from Files/Documents

A new option enables you to attach Expense Receipts, including PDFs, from saved files on your phone.

To attach Expense Receipts from Files:

1. Tap the burger menu at the top left.
   
   
   
   
2. Tap  to navigate to the Expense View.
   
   
   
   
3. Tap Add +.
   
   
   
   
4. Tap Manual.
   
   
   
   
5. Enter the Expense details.
   
   
6. Tap Add +.
   
   
   
   
7. Tap Receipt +.
   
   
   
   
8. Select Document (Android) or File (IOS).
   
   
   
   
9. Navigate to the relevant document and select it.
   
   
10. Tap  to select the size of the upload,  to rotate it or  to delete.
    
    
    
    
11. Tap Continue.
    
    
12. Tap Save.

Filter Expense Claims

Filtering Expense Claims enables you to quickly view only those Expense Claims that are of immediate interest.

For example, if you want to check that you have been paid for last month’s Expenses, filter by ‘Paid’.

To view only a filtered subset of your Expense Claims:

1. Tap the burger menu at the top left.
   
   
   
   
2. Tap  to navigate to the Expense View.
   
   
3. Select from the dropdown to display only Claims that are:

• Incomplete
• Draft
• Submitted
• Approved
• Paid

Only the relevant Expense Claims are shown.

In Releases prior to Summer 19, only the Draft, Submitted and Approved statuses are available, and so included in the filter.

Copy Expense Items from a previous Claim

Expense Items can be copied from previous Expense Claims, reducing the time and effort involved where similar expenses have been incurred.

For example, a monthly visit to a customer site might always include the same hotel and travel expenses.

All items are copied across. The Incurred Dates are updated to reflect the date of the claim, but the other values are unchanged. If required, you can edit or remove individual items.

Copying Items requires the Enable Copy Items from previous Expense Claim on Mobile org-wide setting to be toggled on.

To copy Expense Items:

1. Tap the burger menu at the top left.
   
   
   
   
2. Tap  to navigate to the Expense View.
   
   
3. Tap Add +.
   
   
   
   
4. Tap Manual.

 

5. Select the Activity.
   
   
6. Tap More Options > Copy items from previous claim.
   
   
   
   
7. Select the previous claim.
   
   
   
   
8. Tap the Expense Item to edit it.
   
   
   
   
9. Tap Save.

Create Expense Items for dates before the Assignment Starts

The Kimble 2.0 mobile application enables you to create Expense Items for dates before the Assignment starts, if configured in Kimble Release Summer 19. This ability is set online and for the app by the org-wide setting ‘Allow Expenses before the Assignment Start Date’.

Enhanced Auto Detect (Pilot) Layout

The Auto Detect (Pilot) layout has been improved, with a clearer UI. Auto Detect uses Optical Character Recognition, automatically scanning receipts to extract details.

Reducing the manual effort needed to create Expense Claims makes it easier for you to claim in a timely, accurate manner.

Auto Detect requires the Enable Mobile Expense Receipt Detection and Read (Pilot) org-wide setting to be toggled on in Kimble Release Summer 19.

To use Auto Detect:

1. Tap the burger menu at the top left.

1. Tap  to navigate to the Expense View.

3. Tap Add +.

4. Tap Auto Detect (Pilot).
   
   
5. Select the relevant Activity.
   
   
6. Tap Add+.
   
   
   
   
7. Select Documents (Android) or Files (IOS), Camera or Photos.
   
   
   
   
8. Select the relevant image or take a new picture of the receipt.
   
   
9. Tap Continue.
   
   
   
   
10. Tap Start Detecting Items.

A notification appears when Receipt Detection is completed.

11. Tap to review the claim.
    
    
12. Enter or edit details as needed.
    
    
    
    
13. Tap Generate Expenses.
    
    
14. Tap Save.