Employee Business Expenses/Reimbursements

Typically when you process an employee business expense, the reimbursement is made payable directly to the employee. In MarketingPilot, checks are make payable to the contact “Company” rather than the contact’s first and last name. As such, to write or print a check directly to an employee  you must first create a Vendor account for each employee. Note that this is in addition to the employee’s MarketingPilot user contact record.

Step 1: Create a Vendor account for the employee.

  1. Click “Contact” in the Quick link bar at the top left of the page. (Alternatively expand Vendors in the navigation bar, click Contacts, and then click New.)

    Adding a new Contact

  2. Enter the employee’s full name in the Company field. Leave First Name and Last Name blank.
  3. Optional: Choose Remit to as the Role.This will make the record easier to identify.

    Enter employee's name in Company field and choose Role

  4. Check the Vendor box to indicate Group, and click Submit.

    Select Vendor group

Step 2:  Create an Expense using the Employee’s vendor record as the Vendor.

  1. Expand Financial, click Expenses, and click New.
  2. In Vendor, begin typing the employee’s name and select their Vendor record(if you entered Remit To as the Role, you will see it in after the employee’s name).

    Choose the newly added Employee record as the Vendor

  3. Complete the remainder of the Expense.

Step 3: Process Accounts Payable.

Step 4: Print the Check. The employee’s name will appear as the Pay To.

Good to Know: An option is to have the employee create a Purchase Order. As a point of managerial review, either the employee’s manager or Accounting can then review the Purchase Order prior to converting it to an expense.

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How To Properly Setup Approvals Alerts vs. Email Notifications

How To Properly Setup Approval Alerts vs. Approval Email Notifications

Notifications for approvals can be automatically generated to email accounts for both users and non-users of MarketingPilot.  In order to do so it is important to be aware of the different setup requirements for each, so that when users send approvals they can be sure the “assigned to” contact is properly notified. 

Note – email must be configured for your MarketingPilot site, the Alert Processor must be setup for your site, and both user and non-user contacts must have an email address in order to generate alerts and email notifications through MarketingPilot.

Approvals Alerts for MarketingPilot User Contacts:

Only contacts associated to MarketingPilot User ID’s should be setup to receive alerts.  Alerts are links that allow the user to login to MarketingPilot and go directly to the assigned approval to review.  If a non-user receives an alert with a link to login, they will not be able to and so cannot access and review the assigned approval. 

To setup alerts for a MarketingPilot user:

  • Navigate to and click on the contact record for the User ID and click on the Alerts tab for that contact.
  • From the All Alerts section under the Alerts tab, click on Approval.  This narrows the display to only show available alert rules for Approvals for MarketingPilot Users in the pane to the right. 
  • Check the New Approval Request alert rule and click Save.
  • The user will now get an email alert with a hyperlink to login to review the assigned approval when they are added to an approval and the approval is sent.   

Tip – When defining alerts for user contacts, click on the area in the left pane that you want to define the alert rule for to see alert rules specific to that section.  Users must click save prior to navigating to any other areas in the subdirectory in order to save the alert rule selected.  If you do not, the alert rule(s) will not be saved.

Approvals Email notifications for contacts that are NOT MarketingPilot Users:

Contacts who are not MarketingPilot users can also be added to an approval and receive an email notification.  These are different than the alerts in that they do not require the contact to login.  If the contact is a MarketingPilot user, they must be setup to receive an alert as defined above.  Only contacts who are not also MarketingPilot users will receive email notifications.  

Email notifications require a user role setting to be defined on the MarketingPilot user who will be creating the approvals.  In order to do this you must have administrative rights.  This must be done for all users who will be sending out approvals to contacts who are not MarketingPilot users.

To setup email notifications for a MarketingPilot Contact:

  • Navigate to and click on the User ID of the MarketingPilot user record who will be creating and assigning the approvals. 
  • Under the Roles tab, click on the Approvals & Requests section. 
  • Select the checkbox for the Approve via Email role on the user and click save. 
  • The contact will now get an email notification with a hyperlink to review the assigned approval in a browser when they are added to an approval and the approval is sent.  

Tip – When defining user roles, click on the area in the left pane that you want to define the role for to see roles specific to that section.  Users must click save prior to navigating to any other areas in the subdirectory in order to save the roles selected.  If you do not, the role(s) will not be saved.

MarketingPilot Hierarchy: Strategically Align Your Company's Activities

MarketingPilot makes it easy to organize your company’s activities in a logical, structured format. The benefits? Activities are strategically aligned, information is easy-to-find, and more robust data can be extracted through reporting.

MP Hierarchy:

Imagine an upside-down funnel, something that is small at the top and gets wider toward the base.

  • The highest tier in MarketingPilot (the top of the funnel) is a PROGRAM.
  • A Program can contain one or more CAMPAIGNS.
  • A Campaign can contain one or more EVENTS.
  • An Event can contain one or more JOBS.
  • Everything can contain TASKS, though they are most commonly used within a Job to manage workflow.
The full MarketingPilot hierarchy.

The full MarketingPilot hierarchy.

Good to Know:

You can skip level, but they must be used in the order listed. For example, a Job cannot contain a Program…but a Program can contain a Job without using a Campaign or Event.

A best practice is to organize things as simply as possible; use only what makes sense for your company. If you don’t manage Events, skip them, better yet, turn off the Event Management functionality through User Role settings.

A common approach is to use Campaigns, Jobs, and Tasks. Note that just because you decide to use Campaigns, it does not mean that every job must be housed in a Campaign in MarketingPilot. If you have a stand-alone job, say the office Holiday Luncheon, keep it that way.

Hierarchy using Campaigns and Jobs (with Tasks). Job 5 is a standalone Job.

Hierarchy using Campaigns and Jobs (with Tasks). Job 5 is a standalone Job.

An Example of Hierarchy Implementation:

Company XYZ has decided to undergo a complete Corporate Rebranding. Several Departments within the organization will be involved, and each Department will undergo a series of Activities that are quite similar. Each will have it’s own logo  developed for example. Company XYZ would like to be able to identify all activites related to  the rebranding. In addition, it’s important to be able to track all activites by Department. With MarketingPilot’s flexibility, there are several approaches that could be taken. In the end, it was decided to create a new PROGRAM called “Corporate Rebrandinding.” Each Department would be tracked by opening a series of CAMPAIGNS. Within each Campaign, a JOB would be opened for each specific project. Each job would contain many TASKS, or the specific steps required to get the work done. Company XYZ does not use EVENTS.

Company XYZ's hierarchy for this example: One PROGRAM containing one CAMPAIGN for each department, each containing several JOBS

Company XYZ's hierarchy for this example: One PROGRAM containing one CAMPAIGN for each department, each containing several JOBS

Note that the Jobs contained within each Campaign above are titled the same. This, of course, is not a requirement. Open whatever Jobs are required to manage the project.

Steps to enter the example into MarketingPilot:

  • Click on PROGRAMS in the shortcut bar and add a new Program titled “Corporate Rebranding.”
  • From the Corporate Rebranding Program’s dashboard, click the CAMPAIGN tab. Add two new Campaigns: Marketing Dept Rebranding, IT Dept Rebranding. Utilizing the Campaign tab within the Program saves a step; the correct Program is automatically populated.
  • Open one of the Campaigns. In the Campaign’s dashboard, click JOBS and add each job necessary. Be sure to select the appropriate Job Template if applicable.

    The CAMPAIGN with the JOB dashboard tab displayed. Note that the PROGRAM field is completed. Use the NEW icon to add a JOB from within the Campaign to pre-populate data.

    The CAMPAIGN with the JOB dashboard tab displayed. Note that the PROGRAM field is completed. Use the NEW icon to add a JOB from within the Campaign to pre-populate data.

  • Within each Job, review and add the appropriate TASKS and continue setting up each Job per your standard procedures. Again, because the Job was created from the Campaign dashboard tab, the Campaign and Program data is pre-populated. If, however, the job was created directly from JOBS in the shortcut bar, you can easily apply this data in the Job’s DETAILS dashboard tab as shown below.

    JOB DETAIL dashboard tab.

    JOB DETAILS dashboard tab.

Prerequisites:

  • Tasks, Jobs, and Events are available in all editions of MarketingPilot.
  • MRM product: Programs are available in the Professional and Enterprise editions of MarketingPilot MRM.
  • AMS product: Campaigns and Programs are available in the Professional and Enterprise editions of MarketingPilot AMS.