Review Expense

Overview

Field	Details
Roles	Admin/Manager Only
Type	MINOP - Expense Management System - Review Expense Module
Device	Web Application

Goal/Scope

The scope for reviewing expenses in an expense management system involves allowing designated reviewers to access submitted expense requests, review details, verify receipts, ensure compliance with policies, and approve or reject expenses within specified thresholds and guidelines.

User Story

Manager/Admin reviews submitted expenses in the system, ensuring accuracy, compliance with policies, and appropriate documentation, for timely approval or rejection.

Function and Rule Description

• When you click on "Expenses", you'll see a menu with four options: Expense Request, Review Expense, Trip Request and Review Trips.

• If you click on Review Expense, there are two possibilities.

1. If there are no expenses created yet, you'll see an empty screen.

2. When a user visits the Review Expense page, they can see the following table in which they can see the status submitted. In action, they can click on the "Approve" button to approve.

Sections

• 1. Approve, On Hold, Decline, View & Download Receipt

    a. View Personal Details

    b. Uploaded Bills or Documents list

    c. Expense Status

• 2. Filter

• 3. Level 2, 3, and Default Approver

1. Approve, On Hold, Decline, View & Download Receipt

• After clicking on the "Approve" button the following page opens.

• Then the user can click on the "Approve" or "On Hold" button to approve or keep on hold.

• After clicking on "Approve" a success toaster message will appear to confirm approval.

View Expense Details

• On clicking on the "View" icon from the table, users can view the following page.

On Hold

• Users can click on the "On Hold" button if they want to keep on hold the expenses.

• After clicking on "On Hold", a pop-up message appears to confirm. If the user wants to return then can by clicking the "Cancel" button and confirm by clicking the "On Hold" button. Users need to compulsorily enter a reason to confirm.

• After clicking on "On Hold" a success toaster message will appear to confirm.

• On clicking on the "View" icon from the table, users can view the following page.

Decline

• Users can click on the "Decline" button if they want to decline the expenses.

• After clicking on it a pop-up message appears to confirm. If the user wants to return then can by clicking the "Cancel" button and can confirm by clicking the "Decline" button. Users need to compulsorily enter a reason to confirm.

• After clicking on "Decline" a toaster message will appear to confirm.

• On clicking on the "View" icon from the table, users can view the following page.

2. Filter

• Click on the "Filter" button on the top right to apply filters.

• Clicking on the "Filter" button the following page opens.

• Click on the "Apply" button to apply or "Clear" if the user doesn't want to apply.

3. Level 2, 3, and Default Approver

• Approver 2 can click on the "Approve", "On Hold" or "Decline" buttons only if Approver 1 has approved expense and it will showcase the expense status.

• Approver 3 can click on the "Approve", "On Hold" or "Decline" buttons only if Approver 2 has approved expense and it will showcase the expense status.

• Default Approver i.e. Account Department has the final rights to "Approve", "On Hold" or "Decline" expenses.