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Enter expense

Create Expense Entry

Allow users to enter the reimbursement data for users, departments, companies, and projects.

1 Single Entry

In the [Enter Expense] menu, fill in the required fields and click "Submit" to create a new expense entry. If there are additional expenses to log, the user can click "Save and Next" to proceed with the next entry.

Field Explanation:

  • Reimburser: The individual making the reimbursement; Defaults as current user, mandatory, can only select one user, and resigned users cannot be selected.

  • Budget used: Budget this expense will utilise to deduct from.

  • Reason: Justification for the reimbursement.

  • Reimbursement Date: Date when the expense was incurred; Defaults to today's date and is mandatory.

  • Reimbursement amount: Total amount being reimbursed for this expense.

  • Reimbursement category: Indicates the expense category being reimbursed. If categories are hierarchical, only the lowest-level category can be selected.

  • Expense beneficiary: Specifies who benefited from the expense; Options can include a department, individual user, company, or project.

2 Multi-enter

If there are several entries to be recorded at once, the user can use the Multi-Enter function to log several entries simultaneously.

Step 1: Click on the "Multi enter" on the top-right side of the page.

Step 2: Fill in the entries and click on "Submit" to create them.

Remark:

The user will still have to fill in the scope of Expense beneficiary based on the options selected.

3 Import

Step 1: In the top-right corner of the page, click "Import".

Step 2: Export the template by clicking on "Export template"

Step 3: Fill up the Excel template

Step 4: Select the updated Excel file by double-clicking on the file or click on the file and click "Open".

Step 5: Click "Start importing" to begin the import.

When the import is complete, an Excel file will be generated to inform the user of the import status of all rows.

Remark:

  • The system will check if the current expense entry will exceed the budget if submitted. Reminder will be prompted and entry may be blocked based the budget settings.

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