- Wizest version only -

To use Expense Management, you should ensure you have turned on Expense Management in Display Settings. You can find this through:

Administration > Company > Settings >Display settings 

In the Module Display section, you should make sure you have ticked the 'Expense Management' module. Once you have done so, you need to configure expense management prior to allowing employees to enter expenses.

Within expenses management, there are a number of settings that you can configure and you also need to define expense categories that your employees will use when entering expenses.

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Set up expense categories

To set up expense categories, go to:

Administration > Company > Settings > Expenses > Expense Categories

Alternatively, select the 'Categories' button at the bottom of the Expenses settings page.

Expense categories are simply a way to enable reporting whereby you can run a report which shows how much your expenses are for Fuel, Hotels, Travel, Meals, and so on.

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Adding expenses

Once you have configured your expense settings and set up expense categories, your employees can now begin to enter their expenses via Self-Service.

When adding expenses, the employee can choose to add multiple expenses in a single report. By default, the interface will allow you to add one asset but you can add multiple expense lines using the Quantity buttons. You can either use 'Add line', which adds one line at a time or you can use the quantity box to enter the number of additional items you need to add and then click 'Add multiple'.

Please Note - You cannot add expense types of mixed currency to an individual report. If you need to enter a report consisting of two currencies, these should be submitted as two separate reports.

Additional Note - If you use the 'Remove last' and 'Remove all' buttons, these will remove the relevant lines from the form even if they have data in them. Both generate a popup that you need to confirm prior to actually removing any lines but this cannot be reversed.

When adding expenses, most of the fields are required with the exception of description, vendor, and comments.

The workflow above is shown when the company has set "Enable online receipts" to 'Yes' - if this were set to 'No', there would not be an option to upload receipts and there would simply be a button to submit for approval.

Once you see a green check next to each file, you can then click on 'Submit for approval'. If you do so before you upload the images, you will get an error message.

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Approving expenses

Once expenses have been submitted, the first approver will get an email notification and can then login and approve.

The approval screen looks similar to the screen shown above where the employee submits the final claim again with the ability to view the individual receipts. The main difference is there is a space for the first and second approver to be able to enter comments if needed.