Expense Accounting System

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Expense Accounting System
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Expense Accounting System

• All the expenses(Petty cash) and
  suspenses(advance) can be requested and tracked
  via online with workflow (approvals)
• Once approval gets completed, all the expenses
  can be uploaded directly to SAP.
• Users and HODs can request for suspense/advance
  and can claim/expense for the suspense received.
• After user requests, it goes for HOD approval
  and then with Finance approval and finally to the
  cashier for payment.
• HOD,Finance and Cashier can query to any one in
  the approval workflow.
• Once expense gets approved it can be directly
  uploaded to SAP by the cashier.
• Claim / expenses in the new system can be made
  only based on the budget availability in SAP.
• Auto mail will be triggered from one stage to
  another stage of approvals, Query and Reply.

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Expense Accounting Approval structure
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Suspense Request by user
HOD Approval
HOD Approval
Finance approval
Finance Approval
Cashier clearance
Cashier Payment
Post to SAP.
Expense / Claim for the suspense by user
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Login screen . Enter the login and password
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User

• Can able to create suspense and expenses(Petty
  cash).
• Can cancel the created suspense before cashier
  approval.
• To reply for the queries.
• To view the status of the suspense/expense
  requested by him.

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Click create - suspense
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Enter the Purpose and suspense amount and click
submit.
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Select the available HOD and click send.
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Mail from suspense requestor to his HOD.
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Click report to view the suspense status.
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Suspense to Cancel

• The requested user can cancel the suspense made.

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Click Cancel menu to cancel the created
suspense. The suspense can be cancelled only
before cashier payment.
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HOD APPROVAL

• HOD can also able to create his suspense/expense
  which can be approved by his reporting head.
• Users request can be approved, queried or
• can be rejected.

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Go to APPROVAL menu and click suspense for HOD
approval.
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Pending approval list shown above. Click view to
display suspense details to approve.
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The requestor sign will be uploaded after
suspense creation. Click reject to Reject the
suspense.
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Enter the reason for rejection and submit.
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The requestor sign will be uploaded after
suspense creation. Click Approve for Finance
approval.
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Select the Finance persons and click send.
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Finance Approval and Query.

• Finance approval can be done by any of the
  persons who receives the request

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The Finance person goes to approval menu and
click suspense. Lists pending suspense for
approval. Click view
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Click query to inquire the previous approval and
requested persons For the suspense.
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Type the comments and select the persons to query.
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The suspense is waiting in selected persons
login, so that any one can reply.
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Enter the reply and send to the queried person.
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Enter the reply and click reply so that the
request again goes to the queried person.
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Once replied the request does not exist in the
pending reply for suspense.
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The queried person goes to the approval menu and
can approve, query again.
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The query /reply session can be viewed
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Next approval stage after finance will be the
cashier approval.
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Cashier approval

• Cashier - Pay and close the suspenses after
  approval from Finance.
• He clears the expenses raised against the
  suspense
• Post all cleared expenses to SAP.

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Cashier can approve the capex by entering the
amount paid to the requestor.
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Reports available for Finance and Cashier.
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Claim against the suspense

• Expenses can be made only based on budget
  availability over the selected GL code.

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Once cashier clears the suspense, the requestor
has to claim for the suspense. Requestor goes to
Expenses against suspense and clicks view.
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Enter the expense details by selecting the gl
code. For the below selected GL, there is Zero
balance in the pipeline(current) so cannot claim
the expenses for the GL. The budget has to be
raised if the requestor has to claim.
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Enter the bill details and amount and click add
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Next expense tells Balance amount not available
so cannot make expense under the selected GL.
Click send once all the expenses been claimed
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Again expenses follow the same approval workflow.
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HOD approves the expense by going the menu
APPROVAL-gtexpense. Clicks view to see the
details of the expense made against the suspense.
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Next approval from HOD goes to Finance and the
workflow follows till cashier.
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The expense stage status can be seen by the
requestor and the cashier in the reports menu.
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The expense details can be seen from Expense
status report.
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Once cashier approval completed, the cashier can
upload the expense details directly to SAP by
clciking SAP Expenses Upload menu -gt Pending.
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Click upload to SAP menu.
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The cash journal no will be generated against sap
posting.
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• The expenses without suspense (Petttycash)
  also can be made which follows the same approval
  structure.

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Click create menu expenses (petty) for direct
expense claim i.e without advance the cash claim
has to be done.
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All the expenses follows budget check from SAP.
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• Thank You