Create Expense

Overview

This flow can be used to create a new expense, expense from credit card transaction or mileage.

Create a new expense sheet header
Select an existing expense sheet for your new expense or mileage
All expense sheets in status Preliminary for the current user will be visible in the list

Create a new expense sheet header
Enter Purpose
Start date is mandatory for new expense sheets
End date is optional but if an end date is specified, compensations will be calculated according to the expense rule for the employee

Select the type of expense to create
Expense – Scan Receipt: Take photo or upload an image and have it analyzed by Microsoft Form Recognizer Cognitive Service. This service will try to capture the content like merchant, total amount and date
Expense – Manually Create: Take photo or upload an image and enter the details manually
Expense – Credit Card: Create an expense from a credit card transaction
Mileage: Create a new mileage

Take a picture or upload an existing file
The receipt image will be stored in IFS Media Library and connected to the expense line

Enter expense details
Verify and enter the expense details
Optionally connect the expense to a work order task or a project activity
Transaction date has to be between the start and end date (if any) of the expense header
Merchant Name and Attendees will be saved together with labels in the reference field for the expense line
The Image Viewer is used to show a preview of the receipt. For this to work a temporary copy of the receipt image file will be stored on the web server. The temp file will be deleted in the workflow. The path to the local temp storage will be set in Flow properties. See the installation document for more details

Select the credit card transaction for your expense
Only transactions that are within the start and end date of the expense sheet and not fully connected to an expense line will be visible

Enter details for the expense
Take a picture or upload an existing file
The receipt image will be stored in IFS Media Library and connected to the expense line
Transaction date cannot be changed for credit card transactions
Amount and Expense Code are dependent on the configuration of the transaction code for the credit card transaction.
Amount will be editable for transaction codes that have the partial balance flag set
The Expense Code list is dependent on the transaction code configuration and can contain a single value or many to choose from
Merchant Name and Description will have its default values from the credit card transaction but can be changed

Select Project Activity for the new expense or mileage
All the user’s Activities within the time frame of the expense will be available in the list

Enter mileage details
Optionally connect the mileage to a Work Order Task or a Project Activity
Transaction date has to be between the start and end date (if any) of the Expense Sheet header

Last updated 1 year ago