How do I use the Expenses Module?
To use Expense Management you should first ensure that Expense Management is enabled within:
Administration -> Company -> Settings -> Display Settings
Here, there is a section entitled 'Modules Display' you should make sure you have ticked the 'Expense Management' module. Once you have done so, you then need to configure expense management prior to allowing employees to enter expenses. Within Expense Management there is a number of settings which can be configured, you will also need to define expense categories which your employees will then use when entering expenses.
How do I set up Expense Categories?
To set up Expense Categories navigate into:
Administration -> Company -> Settings -> Expenses -> Expense Categories
You can also access Expense Categories via the Categories button at the bottom left corner of the Expense Settings page at:
Administration -> Company -> Settings -> Expenses -> Expense Settings
Expense Categories are a simple way to enable reporting on different types of expenses, for example fuel, hotels, food and travel etc.
How to add an Expense
Once you have configured your expense settings and set up Expense Categories your employees can now begin to enter their expenses via Self Service.
When adding expenses the employee can choose to add multiple expenses in a single report. By default the system will have just one line available in the report but additional lines can be added either by clicking the Add Line button or by entering a value into the quantity box and then clicking the button.
Please Note: you cannot add expense types of mixed currency to one report - if you need to enter a report consisting of two currencies then these should be submitted as two separate reports.
Please Note: If you use the Remove Last and Remove All buttons, these will remove the relevant lines from the for even if they have data in them - both generate a popup which you need to confirm before actually removing any lines but once this is done it cannot be reversed.
When adding expenses most fields are required with the exception of description vendor and comments. If 'Enable online receipts' is set to 'Yes' in the Expense Settings then the Receipt Upload field will also be mandatory, if this field is set to No the employee would not see the option to upload receipts. To upload a receipt click the Browse button, this will open a File Explorer window, simply locate the receipt you'd like to upload, select it and click Open, the upload will then take place, this process can be repeated for as many receipts as you need to upload. Once all required receipts are uploaded check the declaration checkbox (if your company has one enabled) then click submit for approval. If the submission is successful a green banner will be visible at the top of the screen, if not an error message should state that one of the mandatory fields has not been filled in.
What is the maximum file size for a receipt upload?
The maximum size of any one file is 2MB and only files of type jpg, gif, png, jpeg, bmp, tif, tiff and pdf are allowed.
How to approve Expenses
Once expenses have been submitted the first approver will get an email notification and can then login and approve.
The approval screen looks similar to the Add Expense screen - the main difference is there is a space for the first and second approver to be able to enter comments if needed: