Accounting by Ephemeris

Ephemeris Receipt Management is a mobile application connected directly to the Ephemeris Receipt Management system. It is designed for vessel crew and authorised users who need to capture, process and account for expenditure quickly while they are working, travelling or purchasing on behalf of a vessel. The application allows users to capture a receipt at the moment money is spent, whether the transaction is made using a linked prepaid or credit card, an independent debit card, cash, another authorised payment instrument, or through a wire transfer request. Receipt capture is designed for speed. Users photograph the receipt and the application extracts the relevant information for review. The user validates or corrects the information identified by the system, selects the appropriate payment account, confirms the transaction details and completes the required accounting allocation. Receipts can be split and allocated across the appropriate accounts and categories. The workflow is designed to automate as much of the data-entry process as possible while keeping the authorised user in control of validating the accounting information before submission. Once completed, the receipt can be submitted to the Ephemeris Ledger and, where applicable, moved into the vessel’s approval workflow. Users can also review receipt activity and access records already submitted to the Ledger. The application provides visibility of the financial instruments available to the user, including authorised card, cash and wire accounts, together with relevant account information and balances where available. Ephemeris Receipt Management supports online and offline working so crew can continue capturing expenditure when reliable connectivity is unavailable. Captured information can be completed and synchronised with the Ephemeris system when connectivity is restored. The result is a fast, structured mobile workflow that reduces manual receipt administration, improves the quality and timeliness of vessel expense records, and helps ensure expenditure is captured at source rather than reconstructed later. Key Features • Instant receipt capture: Photograph receipts at the point of purchase instead of collecting paperwork for later processing. • Intelligent data extraction: The application identifies receipt information for the user to validate, edit or confirm. • Multiple payment methods: Capture expenditure made using authorised cards, independent debit cards, cash and other permitted payment instruments. • Wire transfer requests: Capture and process expenditure associated with wire transfer requests within the mobile workflow. • Accounting allocations: Allocate expenditure to the appropriate accounts and categories, including split allocations where required. • User validation: Automation assists with data capture and allocation while the user remains responsible for reviewing and confirming the transaction. • Ledger submission: Submit completed transactions directly into the Ephemeris Ledger and onward to the applicable approval workflow. • Accounts and balances: View authorised financial instruments and relevant account information and balances where available. • Online and offline operation: Capture and work with receipts even when internet connectivity is unavailable, with synchronisation when connectivity returns. • Receipt history: Review recent activity and previously submitted accounting records from the mobile application.