Expense Management Training

Expense Management

Step 1: Log In

Before managing expenses, you will need to login to Blackbaud. Visit https://app.blackbaud.com/signin/ in your web browser and click on "Sign In" at the top right.

Enter your email address and password.

Step 2: Financial Edge NXT

Click on the “hamburger menu” at the top left-hand side of the screen. Click on Financial Edge NXT.

Click on EHC2

Click on Expense tab and then Manage Expenses

Step 3: Expense Management

Here you will be able to view any invoices that you have requested and their status.

Submit a new invoice

To submit a new invoice request, click on “New Request”.

Complete invoice request fields:

Requestor: will be the company you would like to pay
Invoice Number: Should be on your invoice. If no invoice number skip
Invoice Date: Should also be on your invoice. Date invoice was sent to us
Description: What is the invoice for? (Example: “Computer Supplies”, “Coaching Sessions” )
Approval Rule: Your option here should be your department.
Expense Details/ Purpose: Any further details that need to be added, please enter any additional details for the expense

Distribution:

Expense Category: See coding cheat sheet
Description: same as above entered description
Rate: Amount of invoice. When inputting the "rate", use decimals. Example: 75.00
Date: Today’s Date

See: “Distribution Displayed” on the right side. Make sure that it is on and your distribution looks like the

screenshot below. The account number should appear as you have already selected your expense code.

You shouldn’t need to add anything here.

The image below shows what the distributions should like look once you enter the expense category, Blackbaud

completed the fields for you, you shouldn’t need to add anything.

Attach ALL RECEIPTS by dragging a file into the space below, attach the invoice from your files or enter a

link to a file.

Add each expense on your expense report or reimbursement request with “add expense category”.

A few tips:

When entering mileage reimbursement select “mileage reimbursement” as the expense
category. In the “quantity” field enter the number of miles that you are requesting
reimbursement for.
Upload receipts in the order that the expenses are added on your report.
Complete request form for any new vendors that we haven’t paid before.
Submit personal expense reimbursement SEPARATELY from corporate card expense report. This
means, if you need reimbursement for ministry expenses that you paid for personally and you
are submitting a corporate card reimbursement, you should do so with separate “invoice
requests”
Credits on your expense report – In description specify that the “expense” is a credit in the
description. Finance will correct to a credit.