Expense App for Administrators

 Enable Receipt and Comment Requirements

Require Receipts for All Purchases

To ensure every transaction includes supporting documentation:

1. Navigate to:

Administrate > Settings

1. Enable:

Require Receipts for All Purchases

✅ Users must attach a receipt before submitting transactions.

---

Require Comments for All Purchases

To improve transparency and reporting quality:

1. Navigate to:

Administrate > Settings

1. Enable:

Require Comments for All Purchases

✅ Users must provide an explanation or purpose for each transaction.

---

Why Use These Settings?

Benefits include:

• 📎 Better documentation
• ✅ Fewer missing receipts
• 📝 Clear transaction descriptions
• 📊 Improved compliance and audit readiness

---

Manage Receipt Exceptions

Exclude Specific Accounts from Receipt Requirements

Certain expense types may not require receipts.

Examples include:

• Membership fees
• Annual fees
• Bank charges
• Approved exception accounts

To configure an exception:

1. Navigate to:

Administrate > Chart of Accounts

1. Select the relevant account
2. Enable:

No Receipt Required

✅ Transactions posted to this account can be submitted without a receipt.

---

Handling Lost Receipts

If a receipt has been lost:

1. Contact the supplier and request a copy
2. Upload the replacement receipt if available

If no replacement is available:

1. Complete a lost receipt declaration
2. Attach the form to the transaction
3. Add an explanation in the comments field

⚠️ VAT handling should follow your company's accounting policies.

---

Enable Digital Approval

Configure the Approval Method

To activate digital approvals:

1. Navigate to:

Administrate > Settings

1. Locate:

Approval Method

1. Select:

Digital

1. Click Save

✅ Reports can now be approved digitally within Expense.

---

Available Approval Methods

Digital Approval

• ✅ Fully digital workflow
• ✅ Supports receipt-based approvals
• ✅ Recommended for most organizations

Manual Approval

• 📄 Used when approving printed reports

No Approval

• ⚡ For organizations that do not require report approvals

---

Create the Approval Workflow

Enable Approval Rights

1. Navigate to:

Administrate > People

1. Open the employee profile
2. Under:

My Permissions on Others' Reports

1. Enable:

Can Approve

1. Click Save

✅ The user can now approve reports.

---

Assign Approvers

To connect users to an approver:

1. Open the approver's profile
2. Navigate to:

My People / Approvers

1. Select the employee(s)
2. Click Save

✅ Expense routes reports to the correct approver automatically.

---

Two-Step Approval Workflows

If your organization requires:

• Reviewer + Approver
• Multiple approval levels
• Advanced workflows

Contact Expense Support to activate a multi-level approval process.

✅ Additional approval stages can then be configured.

---

Final Administrator Approval

After department or manager approval:

1. Navigate to:

Reports > Approve

1. Review submitted reports
2. Verify accounting and documentation
3. Approve the report

✅ The report is now ready for export or reimbursement processing.

---

Review Attached Receipts

Open the Report

1. Navigate to:

Reports > List All

1. Select the report you want to review

✅ The report details are displayed.

---

Understand Receipt Status Icons

Expense uses visual indicators to show receipt status.

📎 Paperclip Icon

• Receipt attached

📱 Phone Icon

• Receipt matched to transaction

S Icon

• Receipt automatically matched by the system

➕ Plus Icon

• No receipt attached

✅ These icons help administrators quickly identify missing documentation.

---

Add Missing Receipts

If no receipt is attached:

1. Click the Plus (+) Icon
2. Open the user's receipt archive
3. Locate and attach the correct receipt

✅ Missing documentation can be added before approval.

---

Benefits of the Expense App for Administrators

Better Financial Control

Require documentation before reports can be submitted.

Improved Compliance

Ensure receipts and comments are consistently included.

Faster Approval Processes

Digital workflows reduce manual handling.

Stronger Audit Readiness

Accounting records and supporting documents remain linked throughout the process.

Reduced Follow-Up

Configured requirements reduce the need to chase employees for missing information.

---

💡 Best Practice Tips

Require Both Receipts and Comments

This provides the strongest documentation and approval process.

Review Receipt Status Before Approval

Check report icons for missing or unmatched receipts.

Set Up Approval Workflows Early

Configure approvers before users begin submitting reports.

Use Account Exceptions Carefully

Only enable No Receipt Required for approved exception accounts.

---

Frequently Asked Questions (FAQ)

Can I require receipts for every transaction?

Yes. Enable Require Receipts for All Purchases under Administration > Settings.

Can certain accounts be exempt from the receipt requirement?

Yes. Enable No Receipt Required on specific accounts in the Chart of Accounts.

What approval method should I use?

Most organizations use Digital Approval as it provides the most efficient workflow.

Can I create a workflow with two approvers?

Yes. Contact Expense Support to activate multi-step approval workflows.

Can administrators view all attached receipts?

Yes. Receipts can be reviewed through Reports > List All.

---

Summary

• 📎 Require receipts and comments for all purchases
• ⚙️ Configure receipt exceptions when necessary
• ✅ Enable digital approval workflows
• 👥 Assign approvers and approval responsibilities
• 📊 Review reports and attached documentation before export
• 📱 Use receipt status icons to identify missing information
• 🚀 Gain full visibility and control over expense reporting in Expense