iCMS - how it works

iCMS: integrated Creditor Management System

Automation

The more tasks that can be automated, the more time you will save, and the more accurate those processes will be.  What can iCMS automate?

  • Reminder emails to cardholders and their delegates, and managers and their deputies
  • Data from your financial system: codes and code combinations
  • Data from your Human Resources system: Employees, their defaults and their relationships
  • Custom Reports

And of course importing data from your creditors: banks, schemes or even major suppliers, along with related alerts to highlight potential misuse

Precoding of imported expenses allows iCMS to set codes based on employee defaults, merchant details or even enhanced data. The iCMS precoding engine is very powerful and can look at many aspects of the expense, such as:

  • The Merchant, Merchant Category or even if it is an overseas expense
  • The amount of the expense
  • The provider of the expense, so we can have different rules for different types of data
  • The type of employee who incurred the expense, so we could have a different rule for Project-based employees

Tax

Expecting your employees to get GST and FBT correct is asking for trouble. Of course most of the time they might be right, but what about things like capital expenditure, client entertainment, employee meals (or is it entertainment?) and missing tax invoices?

The iCMS wizards allow you to encapsulate your tax experts’ knowledge into the system so that employees can be gently and easily steered through this minefield.

The iCMS attachment option allows users to upload electronic copies of their Tax Invoices and other documentation, so that managers and audit can review this later.

Financial Control

Once you have automated regular processes and users are comfortable using iCMS, your finance team will have time to start looking at who is spending what where and when. Every expense has data available via Custom Reports:

  • Core expense data like date and amount
  • Merchant details like name, country, ABN and Merchant Category
  • Special attributes like Disputes, Personal Use and unreconciled expenses
  • Expense or statement level alerts
  • GST details like Tax Code, documentation retained and attached
  • Wizard path
  • All codes and their descriptions
  • Audit details like who submitted and authorised the expense and when
  • Enhanced data like passenger name, flight details and legs, even codes
  • Related data like cardholder details and defaults, and details of delegates and managers
  • Custom fields at all levels

Alerts particularly are your first step in identifying potentially fraudulent transactions. All alerts can be switched on or off, are visible to anyone who can see the expense, and are reportable. Some also have relevant parameters: for example iCMS could alert on any taxi fare over $100.

Integration

A key part of iCMS functionality is the ability to integrate with your providers:

  • American Express: cards via the KR1025 or BTA feed
  • Visa issuers: ANZ, Bank of New Zealand (BNZ), Citibank,  HSBC, National Australia Bank (NAB) and Westpac via the Visa VCF4 datafeed
  • MasterCard issuers: BankWest, Commonwealth Bank of Australia (CBA) and Westpac via MasterCard CDF2 or CDF3
  • Cabcharge eTickets and cards via TMS
  • Diners via their ECD feed or new Diners Club & Companion MasterCard Data File Format

And who supports all this? We do – that’s what we are here for. Want to change or add more? Fine – we don’t play any favourites.

Apart from Corporate Cards, iCMS also has a Custom Datafeed builder that to date has been used for data from suppliers like Telstra, Corporate Express, OfficeMax and Leaseplan. Basically if it moves, BIS can import it.

MYOB Expense Management? SAP Expense Management? iCMS has integrated into all key Australian financial systems: MYOB, Finance One, SAP, Oracle Financials, MIMS/Ellipse, MS Dynamic, PeopleSoft as well as some more obscure ones. We manage interfaces that:

  • Get data into iCMS, like volatile codes such as Projects, WBS or Internal Orders, as well as combinations of those codes with other codes like Cost Centres or Accounts;
  • Get data out of iCMS: in this case we work with our client to examine their existing interfaces where available so we can leverage this work rather than reinventing the wheel. Formats? Fixed length, delimited, XML or even direct export into database tables.