Employee Expenses Process

This article will guide you through the steps in employee expense recognition on Viindoo software.

Requirements

This tutorial requires the installation of the following applications/modules:

Expense Categories settings

To track expenses, you need to configure different types of expenses for the company. Each category can be detailed or general as needed. Go to Expenses ‣ Configuration ‣ Expense Categories to view the current expense categories in the default list view.

Create Expense Categorie

To create a new expense category, click on New. A new expense product form will appear.

Expense products information
  • Product Name: Give a name for each incurred operation such as Entertainment expenses, Buying stationery, Transfer tool, etc.

  • General information:

    • Cost: Value price of the product in expense record.

    • Unit of Measure: Unit of Measure for this product if you enable the multi unit of measure feature.

    • Internal Reference: Internal Reference used in the company.

  • Accounting:

    • Expense Account: Account to record the expenses incurred, e.g. 6428, 6418.

    • Vendor Taxes: Fulfil the taxes information of vendors, e.g. Deductible VAT 10%.

    • Customer Taxes: Fulfil the taxes information of the customer, e.g. Value Added Tax VAT 10%.

  • Invoicing:

After the setting is done, employees could generate the expenses.

Create expenses by employees

Navigate to the Expenses app and click on the New button.

Employees create expenses

The information to be filled in is as follows:

Expenses note in detailed
  • Description: Briefly describe the expense information, e.g. Lunch with the customer;

  • Create Invoice?: Choose this option if your expenses have invoices. When you check this box and post this expense, one invoice will be created automatically on the Vendor bills menu of the Accounting App.

  • Vendor: Choose the vendor in the list.

  • Product: Select the corresponding expense product;

  • Total: The total amount including taxes;

  • Taxes: Choose the tax in the list of taxes. Note that at this field, you just can choose the tax that included in price.

  • Bill Reference: The invoice code issued by vendors;

  • Expenses Date: The date of the expense incurred;

  • Account: An expense account is expected;

  • Employee: The employee that in charged of the expenses;

  • Paid By: Depending on the object of paying, you can choose one of two options:

    • Employee (to reimburse): Choose this option if the employee directly paid for vendors;

    • Company: Choose this option if the company directly pays for vendors.

  • Notes: Take some notes on the expenses.

If you want to attach issued bills/invoices, click on the Attach Receipt to add images/documents before submitting them to the manager for approval.

Attach receipt of the expense

After attaching the receipt, click on Create Report to create a report for the expense.

Create a report for the expense

Users could view the report that the upper manager needs to approve your expenses in the report view. The upper manager according to the settings in department configuration and on the employee’s profile. Click on Submit to Manager to send the voucher to the manager for approval.

Submit the voucher to the manager for approval

At that time, the system will schedule an activity automatically to the manager for approval and the status of the expense will be changed to Submitted.

Schedule approval to the manager

Manager approves expenses

The manager will receive a Schedule activity notification related to the expenses approval.

Manage the approval information

In the expense view, click on Approve or Refuse to approve the expense. At this time, the expense status will be changed to Approved or Refused and the Schedule activity will be completed automatically.

Approve the employee's expenses The expenses approved

The manager needs to inform about the expense to the accountant to post the new entries by using the Log note feature.

Accountant posts and records the payment

Expenses paid by employees

Posting expense report

The accountant needs to navigate to Expenses ‣ Expense Reports. Approved Expense Status Selection

Access the reports to post

In the expense report, click on the Post Journal Entries to post the entries.

Post journal entries in the employee’s expenses in Viindoo
Expense with invoice
Journal entries attached to expenses

You can click on Journal Entries to see the list of entries for this expense.

List of journal entries attached to expenses report
Expense without invoice

After posting, the posting date will be shown up in the Accounting Date field. You also can see the related journal of this expense is only Expense Journal.

Journal entries attached to expenses

Click on Journal Entries to see an entry for this expense.

Registering payment

  • In case the employee had advanced, click on Register Advance Payment to record the payment by the advanced amount.

Journal entries attached to expenses Payment by the advanced amount

After pressing Creat Advance Journal Entries, you can see the status of the expense will be changed to PAID, and have a payment entry to finish this process.

Status of expense
  • In case of not have an advanced amount, click on the Register Payment.

Record the payment after posting

Select the Bank or Cash journal to record the payment method, enter the sum of money and the date of payment recording. With the Bank journal, the employee’s account will be auto-fulfilled in the Account field if it is set in the employee’s profile.

Enter the sum of the payment

At this time, the system adds a payment, the expense changes status to Paid.

Pay the expense after posting

Expenses paid by the company

The accountant needs to navigate to Expenses ‣ Expense Reports. Approved Expense Status Selection

Access the reports to post

Expense with invoice

Click on the Post Journal Entries to post the entries.

Post journal entries in the company’s expenses in Viindoo

After posting, you can see a journal entry of the generated vendor bill when clicking on Journal Entries:

The vendor bill's journal entry of the company’s expenses in Viindoo

To register payment for this expense, press on Register payment, a payment view will be opened:

Register payment for the company’s expenses in Viindoo

After that, you can press Payments to see the payments and Journal Entries to see the list of related journal entries.

The payment and list of related entries in the company’s expenses in Viindoo

Expense without invoice

In the expense report, you can choose another journal in the Bank Journal field, and click on the Post Journal Entries to post the entries:

Select the journal with the paid by the company feature

After posting the journal entry, the expense report will be finished. To see the journal entry, click on the Journal Entries field. The status of expense also changes to PAID at the same time.

Complete the expense paid by the company