What is the Expenses Module ? 


The Expenses Module is where admins can digitalise the expense claims submission and processes of the company. Admins are able to configure Expense Policies for employees to submit claims for, view and manage these claims submissions, configure the approval routings for these claims as well as digitally process these claims for pay out to the employee. 


There are several steps admins will have to complete in order to set up the Expense Module: 


1. Complete Set Up of People Module - How to Set Up People Module

2. Set Up Approval Routings -

3. Configure General Settings 

4. Set Up Expense Policies 

5. Import Expense Transactions if needed

6. Understand how to Process Expense Transactions


What are Expense Transactions


Expense Transactions are employee expense claims requests. Every expense request is tagged Pending, Approved or Rejected. This section guides you on how to view expense transactions submitted by your employees. 

Note: All expenses appearing in Expenses > Transactions are unprocessed expenses, transactions that are processed for payout will no longer appear here. To view processed transactions, go to Expenses > Process


What are the available actions for admin

  1. View and Filter Expense Transactions - As discussed in this Article

  2. Generate Quick Reports - As discussed in this Article

  3. Approve or Reject Expense Claims Requests on Behalf - As discussed in this Article 

  4. Refresh Approval Routing of Leave Request - as discussed in this article


To View and Filter Leave Requests 


Option 1: By using filter


1. On your admin dashboard, head to the left panel. Click Expenses > Transactions.

2. Click on the filter icon to view a group of expense transactions.

3. Fill in the relevant filter requirements to filter the requests. You may select the year, month, dates, status, organisation, etc.

4. Click Filter Requests.




Option 2: By searching the employee's name


1. On your admin dashboard, head to the left panel. Click Leaves > Requests.

2. Key in the employee's name.



To Generate Quick Report 

    

1. On your admin dashboard, head to the left panel. Click Expenses > Transactions.

2. If required, search an employee name. 

3. Click on the Filter Icon, and adjust filters if required

4. Click Filter Requests.

5. Click Generate Report.




To Approve Expense Claims Requests on Behalf

  1. On your admin dashboard, head to the left panel. Click Expenses > Transactions
  2. Select a Pending request you wish to approve.
  3. Click View.
  4. Click Approve on Behalf 
  5. Confirm by clicking OK.

    Note: If this leave request requires multiple approvers, you may wish to repeat this step until the leave request is fully approved.

    Note: Admins are not able to approve their own requests.


To Reject an Approved Expense Claim request on behalf:


  1. On your admin dashboard, head to the left panel.

  2. Click Expenses > Transactions.

  3. Select an Approved Expense Claim request you wish to reject.

  4. Click View.

  5. Click Reject on Behalf.

  6. Confirm by clicking OK.


Note: Admins are only able to cancel a leave after the leave has been fully approved.


To Refresh Approval Routing of an Expense Transaction


Admins are require to Refresh the Approval Routing of any requests that were made and not yet approved before the original approval routing was changed in Expenses Settings.


  1. On your admin dashboard, head to the left panel.
  2. Click Expenses > Transactions.
  3. Select the Expenses Transaction you wish to refresh the approval routing for.
  4. Click View.


  5. Scroll down to the Approval Routing portion of the request 
  6. Select Refresh Approval Routing? 
  7. Select Ok to confirm 


    Note: Refreshing the Approval Routing will require the request to be Re-Approved from the first level of approval.