If receipt is selected in "Settings" for "Expenses", cost recharge input and dimension coding will be defined on the receipt if they are activated in "Settings".

General structure

The page view is divided into the following two main sections:

Table for expenses
Folder, receipts & activity

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 can be used to clear the search field.

Filter buttons

There are 4 types of filtering of the table for my expenses:

Rejected
Accounting
In appoval
Archive

When the page is openes, the "Accounting"-filter is automatically activated. Each filter has a number belonging to it, which indicate how many expenses there are under each individual filter. Activating a filter will make it appear with a slightly darker background.

The "Rejected"-filter is a filter where the expenses that has been rejected in the posting process is returned. These will require change by the employee before they can be sent for approval again.

The "Accounting"-filter is a filter where you find the expenses awaiting the accountant's approval. These will require the user set as accountant to accept the expenses before they can be sent for approval.

The "In approval"-filter is a filter where the accountant has accepted and the expense is now awaiting approval of the approval flow. These expenses will require the approval flow to approve or reject.

The "Archive"-filter is a filter that represents the expenses that has been approved for the individual logged in user.

Table for my expenses

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

Employee
Folder
Status

An expense is identified based on the employee's name, the name of the folder (specified when the user sends the expense to the bookkeeper) and the current status of the expense.

Navigation buttons and item display

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

The navigation buttons on the left are used to navigate back and forth in the table.
The display 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.

Folder, receipts & activity

When you have selected a folder from the table, you will be able to switch between the following, on the right side of the screen:

Folder
Receipts (amount of receipts)
Activity

At the top of the page there is a summary box, as illustrated in the example below. This box shows the amount in currency for both the employee and the company, based on the selected expense. There may be cases where these amounts are different. For example, if an employee has purchased a product in DKK (Danish kroner) according to the receipt, but the company's currency is EUR (euro), the system will automatically calculate the currency conversion.

Folder

When you select an expense from the table, the expense details for the selected folder is displayed. Depending on the settings, the page will display specific information. Below is a screenshot of a selected test-folder. Since this folder has already been processed, the system has automatically created an expense number that can be used to track the expense in the system.

Expense details may contain multiple fields, depending on the settings enabled (See more in Expense Settings).

Receipts

The "Receipts"-tab is indicated with a bracket containing a number stating how many receipts that are associated with the folder. When you click on the tab, you will see an overview of the receipt details as well as an image of the receipt. At the bottom of the screen you will have the option to switch between the different receipts (there may be more than only one indicated in the picture below) to see the desired receipt and its details.

The fields seen in the table for the receipt details are at minimum the following:

Date
Amount
Receipt country
Receipt currency
Rechargeable

Additional requirements can be set up for the user based on cost type or if other settings are enabled in Expense Settings.

Activity

Activity is also indicated with a number that shows how many "happenings" the folder has been through. This tab shows what the user and the system have done with the selected expense. In addition, the user can press the button at the bottom of the activity log to add an optional comment. This may, for example, be relevant for an accountant who wants to write a note to an employee who has made an expense.

How to add a comment to the activity log

Press the "Activity"-tab.
Press the "+"(add)-button.
Add a comment in the pop-up window.
Press the "Confirm"-button (green button).

To discard your changes before saving, press the red "X"-button.