PACK SLIP

Submit Expenses

ØEnter the following field details in the header:

ID to be Assigned	This field is blank on launch of the page. Mandatory. Note: On save, the system generates the request number. Status of the expense request is shown adjacent to the request no field. This is a hyperlinked field. The link is enabled for all status except ‘Draft’. Clicking on this link launches the approval workflow trail.
Category	The expense category combo is loaded with the expense category descriptions defined in the Expense Category Master for which employee is entitled to. Mandatory. Note: This should be mentioned for Code field and not as part of Category field 4 If the allocation to option is “Cost Center” then load the list edit (Code) combo with Cost Center Code, Description, Reference Description, Reference Code and Reference Type. 4 If the allocation to option is “Projects” then load the list edit (Code) combo with the Project code, Project Description, Reference Description, Reference Code and Reference Type. 4 On selection of expense category, the “Balance” amount for the expense category will be shown in expense category currency. The Balance as on the current date will be displayed.If the selected category doesn’t have a balance, the text – “Not Applicable” is being shown.
Request Date	The request date is defaulted with the current system date. Mandatory.
Payment To	The Payment To combo is loaded with “Self” and service providers defined in the service providers master along with the value “Credit Card”. The combo is defaulted with “Self” on launch of the page.
Code	This combo is loaded with the cost center codes. By default, the login employee’s department cost center code is set. The corresponding cost center description is shown below the combo. Note: If department cost center code is not available, then the project cost center code to be dafaulted and description fetched appropriately.
Allocate To	By default the “Cost Center” is highlighted under this section. Note: Expense Allocation should be defaulted with Cost Center. If the allocation is Cost Center then the employee’s department cost center is fetched and shown based on the settings in the screen. If the allocation to be for ‘Project’ then the cost centers mapped to employee projects should be populated and defaulted. If the System Parameter – ‘Restrict to Employee CC or Project CC’ is ‘Yes’, then cost center list edit is populated with the cost centers mapped to employee departments & project cost center is populated with the cost centers mapped to employee projects. If this parameter is ‘No’, then all the cost centers defined in the masters to be fetched and defaulted with employee’s cost center, Project combo would be populated with all project based cost centers and defaulted with employee project cost center
Balance	This field is blank on launch of the page. This field will have the expense category opening balance/eligibility value for the chosen expense category in company base currency. Ø Click icon to navigate to the “Balance Details” popup. The following details are displayed in the “Balance Details” popup: · Balance – The balance amount. · Gross Balance – The gross balance amount / opening balance for the expense category. · Approved – The consolidated approved amount. · Pending – The consolidated requested amount pending for approval. Note: All the above values would be shown in company’s currency with the assumption that Category / Expense Item would be configured in the company currency (Base Currency).
Status	The status of the screen will be blank. Note: 4 The status is “Draft” when you click on “Save” and the request shows as “Draft”. 4 The status is “Submitted Status – Pending for Approval” when the request is submitted by the employee.

Requested

The Requested amount is shown with the expense amount in the base currency. The base currency of the company is shown above the amount.

Note:

4 This is the consolidated expense item's requested amount in base currency.

4 The requested amount would be blank if no request has been raised.

Reimbursable

The consolidated requested amount payable to employee in the base currency. The base currency of the company is shown above the amount.

Approved

The Approved amount would be 0.00 or defaulted with the consolidated approved amount of the expense items associated with the category - request number combination. This amount will be in base currency.

Note:

4 The approver has to launch the expenses page to change the approved amount in case of any change otherwise the claim amount is considered as the approved amount.

4 The approved amount would be blank if no request has been raised or if the request is in draft status.

The following field details are displayed in the multiline, if the receipt details are imported from the receipt box:

Expense Item Details (Non Transport Claims)	This field shows the expense item description pertaining to the request raised. Along with the item description, the bill date are concatenated and shown one below the other.
Expense Item Details (Transport Claims)	The expense item description, bill date / claim date concatenated are displayed.

Note: In the above two cases, the expense items are shown based on the category associated with the expense requests.

Submitted Amount	The requested amount in base currency corresponding to the expense item.
Approved Amount	The approved amount in base currency is displayed if request has been approved.
Limit Per Request	If limit is set for the expense item in item eligibility master, then this field to have the expense item’s limit per request in the item currency.
Remarks	Displays the employee’s remarks

The “Exceptions” icon indicates if the expense request is an exceptional request. Shown only for exceptional request.

Note: This icon is non actionable.

The “Credit Card” icon indicates if the request is tagged to credit card. Hidden otherwise.

Note: This icon is non actionable

The “Receipts” icon indicates if receipts are attached to the requests. Hidden otherwise.

Note: This icon is non actionable.

If “Copy” icon is activated being in an expense item record then that record is copied onto the multiline.

If this icon is activated being in an expense item record then the record is copied onto the multiline. By edit expense item, the expense date / requested amount could be changed.

On clicking “Edit” icon the Edit Expense Item interface is launched.

On clicking “Delete” icon, a confirmation message appears for the deletion of expense item.

Ø Click “Yes” to delete the expense item otherwise click “Cancel”.

Note:

Ø If the status of the expense item is "Draft / Rejected / Unauthorized", system allows deletion of the expense item and amendment of expense item details.

Ø The icons – Copy, Edit, Delete are shown for new as well as for draft / rejected / unauthorized expense requests.

Ø These actionable items are disabled in view mode and hidden for approver

Approve icon

The “Approve” icon is enabled for approver when the status is ‘Pending for Authorization’.

On click of the “Approve” icon in the multiline

Ø Click “Approve” icon in the multiline to approve expense item in the multiline. The approved amount for the expense item is set as the requested amount if the approver hasn’t changed the approved amount through the expense details page”.

Reject icon

The “Reject” icon is enabled for approver when the status is 'Pending for Authorization'.

Note: The “Reject” & “Approve” icon is hidden for the employee.

Ø Click Reject icon in the multiline to navigate to a pop-up to enter the remarks for rejection.

Ø Key in any remarks for rejection of the expense item.

Ø Click “Reject” to reject the expense item in the multiline.

Ø Click “Save” to save the details entered.

Note:

4 If validations have passed through successfully the system saves the expense request and updates the status of the request as “Draft”.

4 On click of the back navigator from the landing page, system should refresh the L2 landing page. The draft tile count should get incremented by 1. The expense request listing should show the currently created expense request under “Draft” status.

Ø Click “Submit” to submit the details.

Note:

4 If all the validations have passed through successfully, system saves the expense request and updates the status of the request as “Pending for Approval”.

4 Update the requested amount in the header with the base currency converted consolidated requested amount.

4 Update the reimbursable amount with the consolidated base currency converted requested amount of all expense items payable to the employee. If some of the claims are not payable to the employee, system updates the reimbursable amount accordingly. Hence the reimbursable amount may not be the same as the requested amount in some cases

4 Post submission and on clicking of icon from the landing page the system refreshes the L2 page with the corresponding count of transactions for ‘Pending for Approval’ status. The currently submitted expense request gets shown in the listing page.

Delete

Ø Click “Delete” to delete the expense request.

Ø If the L3 landing page is launched in “Draft / Rejected / Unauthorized” status then on clicking “Delete”, a confirmation message appears to delete the Expense Request.

Ø Click “Yes” to delete the expense request otherwise click “Cancel”.

Ø Post delete request and on clicking “Back” option from the landing page the system refreshes the L2 page with the corresponding count of transactions.

Ø Based on the expense request status through which the page was invoked the corresponding tile count status gets reduced. The expense request gets cleared from the listing section.

Ø Click “Import” button to navigate to the “Import Receipts” screen.

Receipts

On launch of the Receipts popup page, the receipts uploaded in receipt box by employees are fetched in the Import Receipts interface.

The following field details are displayed in the multiline:

Expense Item	The expense item.
Receipt No.	The receipt number.
Date	The date on which the receipts were submitted.
Incurred At	The source from where the expenses are incurred.
Amount	The requested amount.
Currency	The transaction currency.

Note: Only those receipts attached to the expense items mapped to the selected category and not tagged to any expense request is fetched in the multiline.

Ø Select a particular row in the multiline.

Ø Click “Import”. The selected receipt gets displayed in the multiline in the main page (ESS Landing Page).

Note: In addition to the receipt, the receipt or the file attached to the expense item from receipt box gets imported. This attached receipt is shown in “Create / Edit Expenses” page. In the summary page or the L3 landing page, the icon is shown to indicate that this transaction has receipts / attachments to the expense item.

Remarks section is collapsed by default. On expanding this section, system shows the following controls.

Employee Remarks Comments enterable by employee.

Rejection Reason Type Disabled for employee and enabled for approver to choose the rejection reason type for rejecting the expense request

Rejection Reason Disabled for employee and enabled for approver to enter the remarks for

Rejecting the expense request

Ø Click “Add New Item” button to navigate to the “Expense Item” screen.

The following details are displayed in the header:

Category	The expense category (as selected from the new L3 landing page.
ID	The request number.
Status	The status of the expense request.

Ø Enter the following field details: The following fields are enabled for Approver.

Approved Amount	Enter the approved amount. Mandatory.
Remarks	Key in remarks, if any.
Payment Mode	From the drop-down list box, select the payment mode. The combo is loaded with “Bank – Cheque”, “Bank – Others”, “Cash” and “Payroll”, “Non Payable (Credit Card)” options for you to choose.
Enter the following field details:
Expense Item	From the drop-down list box, select the expense item corresponding to the expense category. The combo is loaded with various options for you to choose. Mandatory.
Requested Amount	The requested amount. From the drop-down list box, select the required currency type.The combo is loaded with the various currency types. The “Currency” combo will be defaulted with the company’s base currency. Mandatory. Note: Reimbursable amount for the Expense Item is shown in the base currency along with the currency code on successful saving of Expense Item. This has the requested amount if this is payable to employee. If this is a credit card transaction, this field shows 0.00 value If currency is chosen other than base currency then “Exchange Rate” and “Requested Amount in Base Currency” fields appear.
Period	From the drop-down list box, select the period. Mandatory. This field is enabled only when the Request Frequency is set as ‘Monthly’ for the Expense Item under Item eligibility interface
Bill Date	Enter the bill date. Mandatory.
Requested GST Value	Enter the requested GST Value. This field is enabled only when GST is applicable for the region as defined in the system parameter.
From Date / To Date	The month period or expense period during which the expenses were incurred for which the bill date will be provided. This is enabled only when ‘Expenses submitted for a period’ property is set for the Expense Item
Incurred For	The limit per request for the expense item defined in item master under item eligibility for the selected “Incurred For” combo option needs to be fetched. Mandatory. Note: 4 E.g., If the Expense Item is selected as “Hospitalization” then in such case the “Incurred For” combo is loaded with all the dependent information in addition to “Self”. 4 If the Expense Item is selected as “Mobile Expenses” then the “Incurred For” combo is not shown for ‘Self’.
Receipt Number	Enter the receipt number. Mandatory.
Incurred At	The source from where the expenses are incurred.

Ø Select the “This is an exception” checkbox if the amount is claimed without submitting a bill.

Comments

Enter the reason for not submitting the bill in this section.

The following fields appear only for Transportation Expense “Expense Item” (if the employee is on any local travel). Expense item is identified as Transportation Expense if the transportation category is either ‘Private’ or ‘Public’ in Item Master interface

Location From / Location To	The starting and destination place of travel.
Time From / Time To	The start and end time of travel.
Distance Travelled	The total distance travelled.
No. of Days	The number of days travelled.
Nature of Travel	From the drop-down list box, select the required option for nature of travel. If the journey is performed to and fro, this is captured as Round Trip. If this is only onwards journey, this is marked as ‘One Way’.
Parking Fee	Amount incurred towards parking of vehicle. Requested amount is computed based on Parking Fee if value is provided for this field
Toll Charges	Charges / amount paid for toll as toll fee.
Location of Toll Gate	The physical location of the toll kiosk. This is the basis in which the Toll charges are entered by the user.
Mileage amount	Display only field shown adjacent to the reimbursable amount. Shown only for private transportation expense item and hidden otherwise. This is calculated as the distance travelled * rate per UOM (rate obtained from rate master based on the distance entered by the user). Value is shown on save and refresh of expense item

Ø Once the above information is entered, the requested amount is computed as follows, Parking fee + Toll Charges + (Distance Travelled (Kilometers) * No. of Days * Mileage Amount)

Ø Enter the following field details in the right section of the screen:

Receipts	Ø Click icon to attach the receipts to be submitted. You will be navigated to the “Upload File” pop-up to upload the file. Ø Enter the file name. Ø Click “Browse” pushbutton in the pop-up to browse and select the file from the system. Ø Click “Upload” to upload the selected file. Note: If all the receipts are imported and on final submission the claims get generated. Before submitting the claims, a draft save of it is made and the receipts are attached by clicking icon and changes are made to the receipts and finally submitted. Ø Click icon. A confirmation message appears to delete the attached receipts. Ø Click “OK” to delete otherwise click “Cancel”.
Credit Card Transaction	If credit card integration parameter is “ON”, then “Credit Card Transaction” combo would be loaded with all the credit card transaction details with each entry in the following format: “Bill Date + Incurred at + Amount + Currency + Transaction ID” Transaction ID would be populated in hidden control field. Note: The “Credit Card Transaction” combo would be enabled only if Credit Card Integration is set as “Yes”.
Allocate To	By default the “Cost Center” is highlighted under this section. Note: Expense Allocation should be defaulted with Cost Center. If the allocation is Cost Center then the employee’s department cost center is fetched and shown but if the allocation is Project then the cost has to be accounted for the Project cost center.
Code	This combo is loaded with the cost center codes. By default, the login employee’s department cost center code is set. The corresponding cost center description is shown below the combo. Note: If department cost center code is not available, then the project cost center code to be dafaulted and description fetched appropriately. System shows the cost center description, cost center code, reference description, reference code and reference type. Reference description & code would be the department short description and department code for department based cost centers and the project short description and project code for project based cost centers. Reference type indicates if this is ‘department’ or ‘project’ cost center.

Ø Select “This is billable” checkbox if this is to be billed or accountable to projects. This is applicable only when Expenses is integrated with SRP module.

Ø Select “Bill Payment Required” checkbox if payment is required for the bills submitted and the payment needs to be made to service providers.

Copy Expense

The “Copy Expense” enables you to copy all the expenses.

Ø Click “Copy Expense” to copy the selected “Expense Item” details.

Ø You are allowed to edit the “Bill Date” and “Requested Amount” fields.

Ø Click “Save” to save the details entered.

New Expense

The “New Expense” enables you to enter new expense details.

Ø Click “Save” to save the details entered.

Ø Click “Delete”. A confirmation message appears for deletion.

Ø Click “OK” to delete otherwise click “Cancel”.