Expense Reports Module

Introduction

An expense report is considered as a form, which is used for tracking business expenses. Expense reports are more likely to be completed by the employees, explain their business related expenses in order to ask the company for reimbursement. Tactic also provides an opportunity to the employees of creating their expense reports from scratch. This module allows the employees to manage their expense reports all by themselves.

Installation

There is no need of installing this module, as it is already included within Tactic services.

Setup

For using this module the users need to enable it by using an administrator account. The menu options for activating this module are: Home –> Setup – > Module. The users then need to click on Activate. The modules will be activated after completing this step. The settings icon will be visible at the end of the module box, the users can click in that to access further setup for this module to access the functionalities in a better way.

Creation of expense report

Creation of an expense report need to be done by choosing HRM module from the tabs. Then the option referring to new need to be chosen, which will be visible under the option of Expense reports. The users need to fill up all the required information and then press the option of create expense report.

Creating expense report for another user

If you are an advanced user with a lot of permissions, then you can use those permissions for creating expense reports for other users. For achieving this, you need to follow the usual steps for creating an expense report and then just choose the user, you want to create it for in the right criteria by clicking on the drop-down arrow. It will be created easily.

Modifying expense report

For modification of a leave, the users need to go to the List section for viewing the expense reports. The users then need to click on the edit option to modify the report accordingly. the users need to remember that the expense reports can only be modified while still being in the draft status.

Adding notes

The users can add any type of public and private notes to the expense reports. You only need to fill up the “public note” and “private note” criteria with your desired note. These notes can be added while creating a new expense report or by modifying the existing ones.

Approve or deny expense reports

To approve or deny a leave the users need to go to the leave card. However, user requires permission Approve/Deny report to be able to approve or deny an expense request or report.

Deleting an expense report

Clicking on the Delete option after going to the leave card is enough to delete the report.

Cloning an expense report

If you want to clone the expense report, then just click on the option “clone” and click on “yes” in the confirmation box. The expense report will be cloned upon your confirmation.

Life cycle of expense reports

The life cycle of an expense report starts from the status Draft. The draft status notifies that the expense report does not exists or it has not finished yet. The next status for an expense report is the status of validation. Validation means that the expense report has been completed, however, it is waiting for being approved by the concerned person. The approval of the expense report need to be performed by a supervisor or an admin. The status of the expense report will then be changed to Approved. After paying the expense to the employee the status of the expense report can be changed to Paid.

The administrators can even define the maximum limit of expenses to be allowed by the company. The max limits can be defined based on per period, per type or expense and so on.