Create Expense

Overview

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

158KB

Create Expense Cloud.pdf

pdf

Expense Sheets

• 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

Flow Connect	Flow Classic

New Expense Sheet

• 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

Flow Connect	Flow Classic

Expense Type

• 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

Flow Connect	Flow Classic

Upload Receipt for 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

Flow Connect	Flow Classic

Expense Details

• 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(Flow Classic only) 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

Flow Connect	Flow Classic

Credit Card Transaction

• 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

Flow Connect	Flow Classic

Expense Details for Credit Card Transaction

• 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

Flow Connect	Flow Classic

Project Activity

• 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

Flow Connect	Flow Classic

Work Order Task

• Select Work Order Task for the new expense or mileage

• All Work Order Tasks besides Cancelled will be available in the list

Flow Connect	Flow Classic

Mileage

• 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

Flow Connect	Flow Classic