Expense Management System Using Partial Data Matching

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Solution Overview

Problem

Current automated expense management systems face challenges in accurately integrating travel and expense data, particularly due to inaccuracies in travel data feeds and delays in credit card data feeds, leading to potential duplicate submissions and incorrect reimbursements.

Innovation Solution

A system and method that retrieves and compares travel data records with expense data records to determine the likelihood of matching, even if the data does not match exactly, using a network-based system with a server program to analyze and link relevant data for accurate expense reporting.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Quantity of substance

If travel data feeds are used to populate expense reports, then more comprehensive travel information is available, but data accuracy decreases due to inaccuracies in predicting expenses and lack of real-time updates

Engineering Contradiction:

Improvetravel information availabilityVSAvoidexpense data accuracy

Core Design Contradiction:

Quantity of substanceVSMeasurement precision

Solution Approach 1:

The system merges travel data feed information with credit card data feed information to create a more accurate and comprehensive expense reporting system. By combining the comprehensive travel information from GDS feeds with the accurate financial data from credit card feeds, the system achieves both information completeness and data accuracy.

Inventive Principle:

Principle #5Merging (Combining)

Solution Approach 2:

The system uses feedback mechanisms to compare travel data feed information against credit card data feed information and manually submitted expense reports. This feedback loop allows the system to identify and correct inaccuracies in travel data feeds by cross-referencing with more reliable credit card transaction data.

Inventive Principle:

Principle #23Feedback

2Measurement precision

If credit card data feeds are used for expense reporting, then expense accuracy improves, but the data becomes unavailable until several days after the charge occurred

Engineering Contradiction:

Improveexpense data accuracyVSAvoiddata availability delay

Core Design Contradiction:

Measurement precisionVSLoss of time

Solution Approach 1:

The system performs preliminary actions by pre-populating expense reports with travel data feed information before the corresponding credit card charges are processed. This allows travelers to submit expense reports sooner rather than waiting for credit card data to become available, while the system later updates the reports with accurate credit card information.

Inventive Principle:

Principle #10Preliminary action

Solution Approach 2:

The system dynamically updates expense reports by transitioning from static pre-populated data to dynamic data that incorporates real-time credit card information. The system continuously compares and updates expense report data with the latest credit card feed information to maintain accuracy while allowing timely submission.

Inventive Principle:

Principle #15Dynamics

3Productivity

If travelers submit expense reports manually, then flexibility and speed are improved, but time consumption and error potential increase

Engineering Contradiction:

Improveexpense report submission speedVSAvoidtime spent on expense reports

Core Design Contradiction:

ProductivityVSLoss of time

Solution Approach 1:

The system provides self-service functionality by automatically populating expense reports with travel and expense data from multiple feeds. Travelers can submit expense reports with minimal manual input, as the system automatically retrieves and matches data from travel data feeds, credit card data feeds, and previously submitted reports, significantly reducing the time and effort required.

Inventive Principle:

Principle #25Self-service

4Reliability

If travel data feeds are compared with credit card data feeds to find exact matches, then data consistency improves, but many real-world situations are not addressed due to timing differences and data unavailability

Engineering Contradiction:

Improvedata consistencyVSAvoidhandling real-world situations

Core Design Contradiction:

ReliabilityVSAdaptability or versatility

Solution Approach 1:

The system applies partial matching by comparing travel data feed information with credit card data feed information and manually submitted expense reports to identify and handle real-world situations. Rather than requiring exact matches, the system uses partial matching to identify related records and manually resolves ambiguous cases, making the system adaptable to various real-world scenarios.

Inventive Principle:

Principle #16Partial or excessive action

Data Source

PatentUS7720702B2System and method for integrated travel and expense management

Publication Date: 2010.05.18 CONCUR TECHNOLOGIES INC

AI summary

The present invention provides a system and method for integrating travel and expense management. The present invention enables an entity to integrate not only data that matches exactly, but also determine the likelihood that data that does not match exactly nevertheless corresponds to each other. The system comprises: a network; at least one terminal coupled to the network; and at least one server coupled to the network. The server comprises a program that includes: retrieving travel data records corresponding to travel requests; retrieving expense data records reflecting expense transactions; comparing the expense data records to the travel data records; and determining a likelihood that the expense data records match the travel data records.