The pages "Accounting" and "Approval" are set up with the same structure and user-friendly design. The primary difference is that the Approval page includes filter buttons for the expense table, but does not include functions to modify or reject individual receipts.

"Status" is an information page that shows a comprehensive list of all expenses in the company and their respective status. The page provides an overview of both completed and ongoing outlays for the entire company. The structure of the page is identical to Approval, which ensures consistency and ease of use.

"Archive" forms the final part of the process, where the posted expenses are archived. The page is structurally identical to the Approval page, but the processing buttons (Approve and Reject) are not available in this view.

General structure

The view of the page is divided into the following two main sections.

List of all receipts
Receipt details and view of the receipt

List of all receipts

What is the accountant's role and how does the accountant perform the process?

By activating the accountant function, the user gets access to the "Accounting"-tab. This page is structured in the same way as the employee's overview of own expenses, but with extended rights for the accountant.

The accountant has the option to change or delete receipts before they are forwarded for approval. This function may be relevant in companies where it is part of the internal policy to ensure correct registration and adjustment of expenses before they are included in the approval process.

Rejecting expense or individual receipts

The accountant has the option of rejecting either the entire expense or a single receipt within expenses that consists of several receipts.

How to reject a single receipt

Navigate to the "Accountant"-tab.
Find the desired expense in the left table and click on the line belonging to it.
Click on the "Receipts"-tab to view all receipts included in the expense.
Find the desired receipt in the right table and click the red "X" (Reject)-button next to the receipt.

This feature makes it possible to deal with specific errors or deficiencies in individual receipts without affecting the other elements of the expense.

How to reject a complete expense

Naviger to the "Accountant"-tab.
Find the desired expense in the left table and click on the line beloning to it.
Click the red "X" (Reject)-button in the top right corner.

Approval & Status pages

The primary difference between the Approval- and Status pages lies in the availability of the action buttons in the upper right corner. On the Approval page you will find:

The green "Approve"-button
The red "Reject"-button

These buttons are not available on the Status page.

How to approve an expense for approval

Navigate to the "Approval"-tab.
Find the desired expense in the left table and click on the line beloning to it.
Click the green "Approve"-button in the top right corner.

Once an expense has been posted in the ERP system, the attached PDF will display the document along with details such as the line description, cost type, cost type comment, business purpose comment, and any special flow details.

How to reject an expense for approval

Navigate to the "Approval"-tab.
Find the desired expense in the left table and click on the line beloning to it.
Click the red "Reject"-button in the top right corner.
Insert the reason behind the rejection in the pop up window, and press the green "Confirm"-button to confirm the deletion.

If you regret the rejection, click the red "X" (Cancel)-button.

Search field

There is a search field where you can enter one of the following parameters to find specific information:

Cost type
Date
Amount

In the search field there is a small "x" that you can use to clear the search field.

Filter buttons

There are two types of filtering of the "Approval table:

Approval
Cross company approval

When you open the page, the "Approval"-filter is automatically activated, which sorts the table with all receipts awaiting approval. Activating a filter will make it appear with a slightly darker background.

The "Cross-Company" filter provides an overview of all expenses awaiting approval that have been generated as a result of enabling the "Cross-Company Approval" option. This filter ensures that expenses that require cross company approval are included in the relevant approval flow.

Table for expenses

The list of all expenses is displayed with the following parameters:

Cost type
Date
Amount
Status (this changes depending on which page is used)

Navigation buttons and item display

Below the table you will find the following buttons, which allow you to customize the table as you wish:

Navigation buttons: The buttons on the left are used to navigate back and forth in the table.
Display buttons: The buttons on the right are used to select the display of the number of elements in the table. The currently selected view is marked with a green color.

Receipt details and view of receipt

The display of receipt details largely depends on the settings under "Settings" for "Expenses".
When the employee has forwarded the expense to the accountant, information such as G/L account, VAT posting group and Deductible VAT amount will usually be displayed. This information is only visible on the "Accounting" and "Approval" tabs.

Only the accountant has access to edit receipt details or delete a single receipt before the expense is forwarded for approval.