Expenses - Agency User Flow

We have given the agency user the provision to add expenses in the portal.

In order to configure expense flow, the agency user would need to set the expense types under the "Organisation Details" screen -> Expense Settings tab.
​

The agency user should set the different expense types for the contractor or agency user to submit expenses with (mileage, subsistence, etc.).
​
A new menu was added to the menu list named "Expenses" below User Timesheets.

Expenses submitted by both contractors and agency users will be listed on this screen.
​

The user can search for expenses easily using the various filters at the top. After the expenses are listed, they can export the expenses using the "Export" option in the grid.
​

Assignment Settings:
​
If the agency user needs to create an expense for a particular timesheet, the agency user should enable the "Allow expenses" toggle, select VAT (if applicable), and set the approval process on the worker's assignment under "Settings Info" in the first place.
​
There are three options available for the user to set up expense authorisation process as Timesheets authorisation process.

1) The user can select only "Client authorisation" and select the client user who has the role "Expense authoriser".

2) The user can select only organisation approval.

3) The user can select both client authorisation and organisation approval.

Expense Creation:

Expenses can be created by the agency user on behalf of the contractor in two ways:

1) Create the expense that links to the already-created timesheet (Expenses screen)
2) Create the expense when submitting manual timesheet (Manual timesheets screen)
​
To create an expense, the user has to click the "Create Expense" button at the top of the Expenses screen.

The user has to select the assignment that he is going to create expenses for. After selecting the assignment, the timesheets that were already created by contractor (or) agency user (Not Billed/Paid) will then be listed based on the assignment selected.
​

After choosing the assignment number, it is mandatory to choose the relevant timesheet for the expense.
​

The user can add multiple rows to the expense on the same screen. The user should enter the below fields before making the expense "Draft" or submitting it.
​

Expense type, Receipt date, Expense amount, VAT Charge % (Only if the option is enabled in assignment settings).

The user can also perform the below actions while creating an expense.

Once all the mandatory fields are entered, the user can either draft or submit the expenses. Once the user submits the expenses, the status will be changed to “Approved”.
​
The user can then do the following actions for each expense in the expense screen:
​

View Expense: It allows you to view the expense line item.
Edit Expense: It allows you to edit the expenses.
History: It allows you to view the expense history.
Delete: It allows you to delete the expense unless it is added to a batch.

Once the expense is approved, when running the sales invoice/payment remittance batch, this will be included in the respective Sales invoice (or) Purchase invoice.
​
​Batch creation and adding timesheets with expenses:
​
When adding the timesheet linked to the expense for the batching process, the user can see the expense amount at the top of the banner:
​

They can also view the expense for the timesheet using the yellow icon under the "Actions" column.

Once the batch ran successfully, if the user downloads the sales invoice or payment remittance, they can see the expense line item as well for that relevant timesheet.
​

If the user wants their client to see the expense line item separately in the invoice, the agency user has to set that under the "Clients" menu for the particular client: Invoice Settings -> Separate Expenses.
​

If the user has made the above settings, when sending a sales invoice to their client, the invoice will have "Expense Summary" on a separate page along with the total invoice value on the front page.
​

MDT - MDA Integration:
​
Once the sales invoice and payment remittance have been run for the timesheet with expenses, this can be sent to MDA through MDT-MDA Integration for accounting purposes.
​

MDA users can then see the pushed sales invoice from MDT and then they can push the same to MDA (Expenses will be displayed as a line item in the created sales invoice on MDA).
​

Expense Creation in the Manual Timesheet:
​
The user can draft the timesheet (or) submit the timesheet along with the expense on manual timesheet screen. When creating manual timesheet, user will be seeing the new option called "Expense" in the top along with Draft and Submit.

Draft with expenses:
​
If the user wants to draft the timesheet by adding the expenses, they can use this option.
​

On clicking "Draft with Expense", the slider will be opened for the user to select the expense type, expense amount, upload attachments if necessary, select VAT if applicable, and then Draft/Submit.
​

If the user clicks "Draft", they have to go into the Expenses screen to submit them manually. If the user clicks "Submit", the expenses will be "Approved". But the timesheet will still be in "Draft" status. In order to run this expense through Batching process, user has to submit the timesheet, then the approved expenses for that timesheet will also be available in the batching process.
​

Submit with expenses:
​
If the user wants to submit the timesheet by adding the expenses, they can use this option.

On clicking "Submit with Expense", the slider will be opened for the user as same as the other option to select the expense type, expense amount, upload attachments if necessary, select VAT if applicable, and then Draft/Submit.
​
If the user clicks "Draft", they have to go into the Expenses screen to submit them manually. If the user clicks "Submit", the expenses will be "Approved". In this option, both expenses and timesheets have been approved, and so this will be available for the batching process right away.

After the contractor submits the expense along with the timesheet, client user has to authorise (if applicable) and the agency user can approve/reject the expense (if applicable) in the expenses screen.
​
The user has to select the expense, which is in "Awaiting approval" status, and then click the "Approve/Reject" button at the top.

If the user clicks "Approve", the expenses will be approved and will be available for batching once the timesheet gets approved as well.
​
If the user clicks "Reject", they have to provide the reason for rejection. After being provided, the expense will be rejected. The contractor has to edit and re-submit it again for approval.
​

The agency user can find the expense chaser report under the Reports menu.
​

This screen will be helpful for the agency user to chase the client user for authorising the expense by sending an email notification.
​
If the user searches for the date based on the expense date, they can see which client has pending expenses to authorise for that date range.
​

They can then see the pending expenses for the particular client user under "Expenses" column.
​

After they have checked the expense details, they can send the email notification by clicking the "Send Email" button at the top.
​

An email will be sent to the user with the below content:
​

The agency user can chase multiple clients together on the screen by selecting the clients in bulk and then clicking "Send Mail" at the top.
​

The agency user can see the history of when they have already sent the chaser before using the history icon against each client user. They can also download the chaser report using the "Download" button after searching the records.
​
I hope you enjoy the new Expenses module😊🤩
​