You can use Upvise Expenses module to track your expenses related to a project.
Workbench Expense Claims - Setup
Before you start using Expense claims in Upvise, you must complete the set-up of your Expense claim module in Workbench.
Refer to Expense Claim Setup to complete this step.
Upvise Expense Claims - Setup
After Expense claims are set up in Workbench, you can proceed to complete the Upvise setup.
Firstly you will navigate to the Expense Claim Module in Upvise, and .
Go to the 'Payment Modes' Tab
3. In the payment modes tab, you need to create a new payment Mode called "Employee Reimbursement". Do this by clicking '+" and typing "Employee Reimbursement" into the pop up. Click OK.
This is a critical payment mode as the integration of expenses to workbench from Upvise is dependant on this.
4. The next step is to set up your Expense Categories. Categories are activities in workbench. The category Name must match exactly the Activity Description as it is in workbench. See Example
5. After setting up your Categories and payment mode, navigate to "Options", set "Employee Reimbursement" in the Default Payment Mode field. You also have the option to hide payee and supplier here as well.
6. Expense claims in Upvise use a approval workflow that is driven by user setup in "Manage Users" setting in Upvise.
You will need to decide on two things:
Who will be the users being "managed". These are usually standard users or managers who will just be using Upvise to lodge their expense claims.
Who will be the managers (the users who will be approving expense claims in Upvise, usually administrators or Managers)
7. Select the "Manager" (this will be a manager or administrator)
Select the "edit" button to edit the user In the "Manage Users" field
Select the employees who this person will be managing. Whoever is selected, this manager will be responsible for approving the expense claims in Upvise for. Note: you can just set this to "All standard users" to make this process simpler
This concludes the set up process.
Upvise Expense Claims - Creating an Expense Claim
Navigate to Expense Claim Module on the web or your mobile device
Click on the "+" button
Populate the Description (e.g. 21 April 2021 Expense Claim- Travel and supplies).
Populate the 'Project" field for your expense claim
Populate the Amount in $
Populate the "category"
Click on the "Save" tick
Note: these are mandatory fields that are required for the expense to integrate into workbench.
Continue to add expenses using the method explained.
Once Complete, click on the "Submit Report" button.
Upvise Expense Claims - Approving an Expense Claim
Managers and Administrators need to approve the expense claims submitted by standard users. Do this by navigating to expenses/reports/Submitted
Click on the report you're wanting to approve, then click 'Approve Report"
Approved reports will land in workbench in the next scheduled hourly sync.