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Personnel create expenditure requests with the expenditure requests screen on the HR-Transactions page on the Self Service services screen. Saved expense requests are listed on the Expense Requests screen.

Path: ERP>Finance Accounting>Expense and Revenue Transactions>Expense Requests

Attention: The Expense requests screen is on the HR Transactions page. It works in direct proportion to the Expenditure Requests screen in the detail. In order to use the Expense Requests screen, the expense requests screen must be available.

Listing Expense Requests

1. Listing Options;

The listing process is made by selecting the person who created the expenditure requests, the person who made the payment if the payment has been made, or the relevant current account if the expenditure request was created based on the current account. It is listed by selecting the stage of the expenditure request.

If expenditure requests have been converted into expense vouchers, they are listed with the converted or unconverted options. The authorized person easily checks the requests that have not been converted into expense vouchers.

2. Expenditure Requests;

All expenditure requests are displayed by using the listing options or by searching directly. The status of expenditure requests can be seen in this area. It can be converted into an expense voucher by selecting the controlled request or by making a collective selection. An automatic expense voucher is created.

Recommendation: To get detailed information about expense vouchers, you can read our article "Expense and Income Vouchers".

3. Bulk Requests;

In this field, the amounts of requests that have not been converted into expense vouchers are shown as the total amount.

Attention: Expenditure requests "Convert to Expense Voucher" process; It is carried out by authorized persons who will carry out and approve accounting, financial affairs or controls.

When you click on the document number of the request on the expense requests listing screen, you can go to the detail of the request. You can also access the expense request registration screen from the update screen. First, let's examine the detail screen.

Expense Requests Detail Screen

Personnel records their expenses on the Expense Request screen. The authorized person sees the requests on the Expense Requests screen. Performs control, editing and recording operations.

1. Related Fields: Changes can be made to the expenditure requests created in this field. In the process section, the outcome of the expense request is determined. If incorrect or incomplete information is entered on the request, arrangements are made regarding the fields.

2. Related Documents and Notes, History; Documents related to the request are added in this field. For example: A photo of the receipt or invoice for the expenditure can be added. On the history page, the changes made on the page are displayed respectively.

As in the listing screen, the expense request is directly saved as an expense voucher with the "Convert to Expense Receipt" button.

With the other buttons, you can print the expense request on the warnings screen or copy it to a new expense request screen and save. Information is provided when you hover over the buttons.

A new expenditure request can be created with the "+" marked on the screen. Let's examine the Expenditure Request new registration screen.

Expenditure Request New Registration Screen

There is another way to go to the Expenditure Request registration screen.

Path: Intranet>HR-Transactions>Expense Requests

Process: Select the department to which the request will be forwarded and the unit for approval.

Document Type: If it is an expense related to registered document types, the document type is selected. For example: Lease Agreement

Recommendation: Selection can be made by adding new document types through the system.

Path: System>System Management>General Settings>Document Types

Reference Number: The reference number on the voucher or invoice related to the expenditure is entered in this field.

Project: If the expenditure is made for the planned project, the relevant project is selected.

Document Date, Document No, Requester: The date on which the expenditure was made and the date to be made is indicated. The document number is given automatically by the system and can be changed. The personnel requesting the expenditure is selected.

Payment Method, Maturity, Seller: The information on how the payment method of the expenditure will be made is specified. If it is a deferred payment, the maturity and date are specified. If it is a purchase-related expense, the vendor selection is made from corporate accounts.

Attention: The "Seller" icon must be selected in the detail of the corporate account from which the purchase is made. Otherwise, no selection can be made.

Let's examine the Expenditure Request Basket section;

Date, Description, Cost Center, Expense Item and Amount fields are mandatory fields.

The date field automatically gives the date of the day of recording, which can be changed. Expenditure information is given in the description section.

Cost centers and expense items registered in the system are selected.

Attention: During the implementation phase of the company, an organizational chart must first be created. Cost and income centers are determined according to the scheme. Income and expense items are opened under the centers. Items must be linked to accounting codes. Otherwise, transactions related to the budget cannot be performed.

The amount of the expenditure is entered. If the expenditure is related to a job or opportunity, selections must be made in this section.

Attention: Only registration is made on the Expenditure Request screen. Updates are carried out by the authorized person on the "Expense Requests" screen.

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Expense Requests

Personnel create spending requests with the spending requests screen on the HR-Transactions page on the Self Service services screen. Saved expense requests are listed on the Expense Requests screen.

Type: WBO Version: Catalyst v5 Licence: Standard Author: Workcube Core