💵Expense

This page provides step-by-step answers to the FAQs related Expense management

Introduction

Pocket HRMS-based expense management software helps bring all expense parameters under one platform. Intelligent expense solution makes the complicated and error-prone processes easy.

Be it reimbursements or payroll tax calculations, our new-age expense management software makes your accounts and HR department take a sigh of relief. Paperless and cloud-based expense monitoring allows you to work on the go.

Pre-requisites:

✔ Admin credentials

Let us look at how the Admin can set an ‘Expense Module’ for employees which will be reflected in the ESS portal.

How to set ‘Expense Type’?

Log in to the cloud portal and select ‘ESS Settings’. Click on the ‘Expense’ tab and select the ‘Expense type’ subtab now simply click on the ‘+’ icon to create a new Expense Type.

A ‘New Expense’ pop-up window will open where you can add details such as ‘Business Unit’. Enter the name in the ‘Expense Type’ field. You can also decide whether you want to give ‘Approval Rights’ or not. In addition to that, you simply check the box for ‘Location’ if you want to add a location for this particular expense.

How to Set ‘Expense Eligibility’ for expense types?

Go to ‘ESS Settings’ from the cloud portal and under the ‘Expense’ tab select ‘Employee Eligibility’ subtab then click on the ‘+’ icon to open an ‘Expense Eligibility’ pop-up window.

• Fill in the necessary fields to set ‘Expense Eligibility’ to improve productivity management.

• Start with selecting the ‘Business Unit’ you want it to be applicable to. This way system allows you the flexibility to customize expense eligibility for various business units.

• From the ‘Expense Type’ drop down you can choose from various expenses that you have created in the system conveniently.

• You can also select an ‘Employee Code’ making it super easy to select individual employees and save a lot of time in the process.

• You also need to set an ‘Amount’ which will be the upper limit for this eligibility criteria. So, the expense claim that will be approved for the eligibility criteria can not exceed this amount.

• The ‘Approval Type’ drop-down gives you quick access to set it as ‘Claim Wise’ or ‘Month Wise’

'Claim Wise' means approvals are done individually for each claim, offering flexibility. 'Month Wise' means a consolidated amount will be considered for approval within a month.

• In addition to that you get an option to ensure that there is ‘No Approval up to Amount’. That way mundane expenses can pass swiftly without hindering day-to-day operations. That also means less administrative work for those who are in charge of approving the expense and focus better on their high-stake responsibilities.

• Option to set ‘Prior Days Claim Request Limit’ allows you to limit the prior claim request up to a certain number of days.

For example: if you set 7 days in this setting then the system will not allow employees to submit claim requests more than 7 days old.

• If you tick the check box for ‘Limit to attendees’ the system will check the eligibility according to the employee’s attendance or completed shift hours. This means only the employees who have completed a certain number of shift hours or attendance.

How to do ‘Auto Document Number Setting’?

‘Auto Document Number Setting’ generates a unique 'Transaction Code' automatically when an employee submits a claim. This feature streamlines record-keeping by ensuring each transaction has a distinct identification, reducing errors and enhancing organization. It simplifies tracking and makes it easier to find it resulting in efficient management of employee claims within the system.

Log into the cloud portal and go to the ‘ESS Settings’ menu. Under the ‘Expense’ tab click on the ‘Auto Document Settings’ subtab.

The system allows you to customize series settings by selecting the initial 'Characters,' specifying the 'Trailing Zero,' and the 'Starting Number.' This feature allows you to see the preview for defining unique identifiers for various elements within the system resulting in better data management.

How to create ‘Expense Mode’?

The system allows you to easily create ‘Expense Mode’. Go to the ‘ESS Settings’ menu and under the ‘Expense’ tab click on the ‘Expense Mode’ subtab and simply click on the ‘+’ Icon. Here, you can enter essential information such as the ‘Expense Type’, ‘Mode’, the ‘Rate’ that allows for this expense type and the ‘Unit’ of expense.

The system allows you to simply click on the checkbox for the ‘Kilometer Required?’. If you check the box the ‘Unit’ will always be in the terms of Kilometer.

How to create ‘Expense Purpose’?

Go to ‘ESS Settings’ and under the ‘Expense’ tab click on the ‘Expense Purpose’ subtab and click on the ‘+’ icon. A ‘Purpose’ pop-up window will open, simply enter the purpose and click on the ‘Save’ button. The system will immediately add this purpose.

You can also create multiple expense purposes in the system.

How to set a ‘Lock Date’ for expense claims?

Go to ESS Settings and under the Expense tab go to the ‘Expense Lock’ subtab. This feature allows you to set a lock date for the expense type. For this enter the date against the Expense type, this is the lock date for an entry date.

For example, if you set a lock date for a particular date type the system will not allow employees to submit entries before that date. This feature helps you bring a more structured approach to expense management and improve efficiency.

How to do trip configuration?

Under the Expense tab, you need to click on the ‘Trips’ subtab. Use the ‘Trip’ toggle key to enable or disable the trip type on the expense claim page.

You can choose to configure proof uploads through ‘Camera Only’ or ‘Gallery and Camera’. The camera-only feature will work only on mobile devices.

You will also get an option to choose whether you want to ‘Capture Location’ by choosing ‘Yes’ or ‘No’. The location will be captured only on the mobile devices.

Next, you need to configure the expense type and mode in the expense module.

For that go to ‘ESS Settings’ in the admin portal, select the ‘Expense’ tab and then ‘Expense Type’.

Now you can select the ‘Expense Mode’ subtab under the expense tab and click on the ‘+’ icon. A pop-up window will open where you can define ‘Rate’ and ‘unit while setting up mode and on the basis of this configuration trips functionality will work. You must check the box for ‘Kilometers Required’ for the trip function.

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How to set due dates and expense cycles?

Step 1: Log into the cloud portal. Go to the ‘ESS Settings’ menu. Under the ‘Expense’ tab click on the ‘Restrictions’ subtab. Select the checkbox for the ‘Due Date Required’ option. That will allow you to add multiple expense cycles.

Step 2: Fill in the details in the following fields accordingly

• Count – Number of expense cycles you want create for a month.

• Date Range – Fill in the start date and the end date for the expense cycle in the first and second boxes respectively

The expenses that are occurred during this date range will be considered as part of the respective expense cycle.

• Due Date – The last date to submit expense claims for respective expense cycle

Note: If your company policy requires employees to submit hard copies of the bills/invoices to HR/Finance person, the ‘Due Date’ will also be applicable for these submissions. The HR will update the status for the bills they received.

• Month - Select the option for the due date:

1. Current - If the due date is in the same month as the expense cycle.

2. Next - If the due date is in the following month of the expense cycle.

Once you entered all the details click on the ‘Save’ button and the employee will see the defined expense cycles while requesting the expense claim.

For example,

We keep the ‘Count’ for the expense cycles ‘2’

1. Date Range: 1 to 15, Due Date: 25 of the ‘Current’ month.

2. Date Range: 16 to 31, Due Date: 10 of the ‘Next’ month.

For any queries, contact [e-mail]

How to restrict/block certain expense types against another expense type claim request?

Step 1: Log into the cloud portal. Go to the ‘ESS Settings’ menu. Under the ‘Expense’ tab click on the ‘Restrictions’ subtab.

In the ‘Restrictions Against Expenses’ section you will find fields that help you put restrictions against expenses.

Step 2: From the ‘Expense Type’ drop-down, select the type of expense you want to put restrictions against.

For example, if you want to restrict or block certain expense requests against the ‘Travel’ expense, you need to select the ‘Travel’ option from the ‘Expense Type’ drop-down.

Step 3: Select the checkbox for the ‘Exclusive Expense’ if you want to restrict other expenses against it.

The ‘Block Expenses’ field will become visible under the ‘Exclusive Expense?’ field.

Step 4: From the ‘Block Expenses’ drop-down you can choose single or multiple expenses that you want to restrict against the exclusive expense.

That means if the employee has added the exclusive expense in their claim entry, the system won’t let them add the restricted/blocked expense.

Step 5: Select the checkbox for ‘Remarks Mandatory’ to ensure that the employee provides a remark for their expense claim entry and click on the ‘Save’ button and the restrictions will be applied to the employee’s expense claim entries.

For any queries, contact [e-mail]