Expense List

Statistic for the current user to track the reimbursement data within their permission scope.

1 Overview

Expense list consist of reimbursed and incurred expenses, and users can filter by type as needed by clicking on the drop-down box.

My reimbursed: Expenses that the current user is the reimburser;

My incurred: Current user is the expense beneficiary user of that expenses.

1.1 View

1.1.1 Table

This is the default view of Expense list, the data is displayed according to the [Reimburser]'s permission scope in Settings-Permission.

Click on the reimbursement amount in the table to go to the detailed list.

1.1.2 Chart

Displays reimbursements in a bar chart.

Remark:

• The bar in the table indicate the reimbursement amount, and clicking on the amount will redirect the user to the corresponding chart.

• The default display of the primary expense category allows you to click on the relevant bar to enter the secondary expense category, and so on.

1.2 Filter

1.2.1 Primary Filter

The first filter level allows the current user to filter the expenses relevant to them for the corresponding year, quarter, or month.

1.2.2 Secondary Filter

Allows the user to filter data for [By reimburser] and [By exoense beneficiary] corresponding to the selected period. The user can click on [X] to clear the conditions.

1.2.3 Sum primary category

The default sum functionality aggregates values across all categories to show only the overall total. By checking the box, additional rows is added to display the sum for each primary category individually.

1.3 Edit Expense

Step 1: Click on the Category/Period's amount to view the details.

Step 2: On the left side of the data row, click [···] for more options, and then click "Edit".

Step 3: In the [Edit expenses] page, modify the reimbursement details, and click "Submit".

1.4 Delete Expense

Step 1: On the desired data row, click more ···, then click "Delete".

Step 2: Click "Confirm" to proceed with the deletion.

1.5 Export

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

The system will automatically generate and download the exported data in Excel format onto the user's device. If the user's browser settings does not allow pop-up, the user can download manually from the Instant Messenger (IM).

Remark:

• Data can only be exported in table mode.

2 Details

2.1 By reimburser

The list displays the corresponding data based on the data clicked by the user, they can view the data they created or access other reimbursers based on their permissions.

Remark:

• If the current user does not have the access to Project module, they will not be able to view project related expenses.

2.1.1 View

Users can access all data in the list.

Step 1: Click "View" or click on the row directly.

The details will appear on the right side of the page.

2.1.2 Edit

Step 1: Go to the end of the desired row, click more ···, and click "Edit".

Step 2: Make the necessary details and click "Submit" to save the changes.

Remark:

Data created with workflow cannot be edited.

2.1.3 Delete

Step 1: On the desired data row, click more ···, then click "Delete".

Step 2: Click "Confirm" to proceed with the data deletion.

Remark:

• Data created with workflow cannot be deleted.

• Only the system adminstrator can delete all data

2.1.4 Export

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

The system will automatically generate and download the exported data in Excel format onto the user's device. If the user's browser settings does not allow pop-up, the user can download manually from the Instant Messenger (IM).

2.1.5 Filtering/Searching

2.1.5.1 Filter

The filter function allows users to refine or narrow down the data list based on the selected criteria.

Click on "More filters" to view more filtering options available.

2.1.5.2 Search

The user can search reimbursement details based on reimburser or reasons that match or are similar to the text entered in the search box or using the [Advance Query] to create complex searches or filters by specifying detailed conditions and criteria.

2.2 By beneficiary

The filtered results are based on the expense beneficiary, while the viewing permission is determined by the reimburser.

2.2.1 View

Users can access all data in the list.

Step 1: On the desired data row, click more ···, then click "View or click on the row directly.

The details will appear on the right side of the page.

2.2.2 Edit

Step 1: Go to the end of the desired row, click more ···, and click "Edit".

Step 2: Make the necessary details and click "Submit" to save the changes.

Remark:

• The "Edit" button for each row of data is displayed based on the user's scope of permission.

• Data created with workflow cannot be edited.

2.2.3 Delete

Step 1: On the desired data row, click more ···, then click "Delete".

Step 2: Click "Confirm" to proceed with the data deletion.

Remark:

• Data created with workflow cannot be deleted.

• Only the system adminstrator can delete all data

2.2.4 Export

Step 1: At the top-right corner of the page, click "Export".

The system will automatically generate and download the exported data in Excel format onto the user's device. If the user's browser settings does not allow pop-up, the user can download manually from the Instant Messenger (IM).

2.2.5 Filtering/Searching

2.2.5.1 Filter

The filter function allows users to refine or narrow down the data list based on the selected criteria.

Click on "More filters" to view more filtering options available.

2.2.5.2 Search

The user can search reimbursement details based on reimbursers or reasons that match or are similar to the text entered in the search box or using the [Advance Query] to create complex searches or filters by specifying detailed conditions and criteria.