Expenses Menu

Expenses
The expenses function allows you to process claims for reimbursement 

 Benefits of Expenses: 

 

 Accurate and timely expense claim routing 

 Increase in organisational efficiency 

 Faster expense processing 

 Employee satisfaction 

 Expense processing costs cuts 

 Reduce errors and mistakes done by manual claim process 

 Increased expense claim and transparency 

 

 User 

 Go to General Ledger> Activity> Expenses 

 To add a new Expense Click add or click search to see a list of existing Expenses 

 

 After clicking Add a screen below will appear, Add all necessary information as shown below  

 

 

 

 

 

 Employee 

 

 Select the employee who is claiming on the dropdown list 

 

 

 Manager 

 The assigned approver will populate this field 

 

 

 Description 

 Enter claim description 

 

 

 Reference 

 Enter Claim reference 

 

 

 Amount 

 Enter the expense amount 

 

 

 Category 

 Select Category from the drop-down selection 

 

 

 Sub Category 

 Select the correct sub-category if there is more than one 

 

 

 Division 

 Enter division 

 

 

 Region 

 Enter region 

 

 

 Notes 

 Add detailed additional notes if applicable  

 

 

 Expense Date 

 Enter the correct date for the claim 

 

 

 Invoice No 

 

 Enter the supporting document number if you have 

 This is not compulsory  

 

 

 

 

 

 Once you are done capturing you can load the receipt as proof on the attachments 

 

 Once the information has been captured and all receipts are loaded then save and close your expense claim,  

 Go back to the grid 

 Select the expense claim from the grid and click Send Approval 

 This will email the approver (Manager) a request to review and approve the expense claim 

 

 

 Manager 

 The status of the expense claim will now change to awaiting approval 

 

 The Manager can then approve or deny the claim,  

 Once the manager approves the sales rep will receive an email confirming that the claim has been approved.  

 

 

 

 

 

 

 

   

 

 

 

 Finance Approval 

 The finance manager will then Appeal, Deny or Reimburse the expense claim.  

 Once the expense claim is reimbursed a journal will automatically be created  

 

 Once the fiance approval makes the decision the sales rep will receive an email informing them if they claim is going denied or going to be reimbursed. 

Functions
Import From Easy Expense