Expenditures
Definition of an expense
An expense represents an action of monetary expenditure carried out in a professional context. For example, it can be a meal in a restaurant, a night in a hotel, mileage travel expenses, etc.
An expense (except mileage expenses) must have a proof: this is a photo/scan of the corresponding invoice or receipt.
Finally, an expense can be associated with an expense report at any stage of its lifecycle.
Fields of an expense
An expense is composed of a set of fields representing its data:
| Field Name | Editable field | Required field | Description |
|---|---|---|---|
| Title | Yes | Yes | Title of expenditure. Defaults to the file name of the associated credential. |
| Category | Yes | Yes | Category of expenditure. A ceiling may be applied to the amount to be reimbursed depending on the category chosen. |
| Date | Yes | Yes | Date of expenditure. |
| Country | Yes | No | Country where the expenditure was made. |
| TTC | Yes | Yes | The amount of the expense, including VAT, in the currency of the expense. |
| Motto | Yes | Yes | Currency of expenditure. |
| Converted VAT | No | / | Amount including VAT converted to your company currency. Hidden field if the currency of the expense is the same as your company’s currency. |
| Exchange rates | No | / | Exchange rate to convert the amount including VAT into your company’s currency. Rate retrieved automatically. This is the exchange rate at the time of the expense. Hidden field if the currency of the expense is the same as your company’s currency. |
| Amount to be repaid | No | / | The amount to be reimbursed for the expense. The amount displayed in your company currency. If a spending limit is set for the chosen category, the amount to be reimbursed is capped by default. |
| VAT amount | Yes | No | The amount of VAT on the expense, in the currency of your business. |
| VAT rate | Yes | No | Rate of VAT on expenditure. |
| Comment | Yes | No | Comment associated with the expense |
VAT can be multiple. Each VAT corresponds to the combination of an amount and a VAT rate.
The Comment field is not required by default. It becomes mandatory if the amount to be reimbursed exceeds the ceiling set for the chosen category.
Expense lifecycle
Each expense has its own life cycle. Each stage of the cycle corresponds to its own specificities and status:
- Reviewing : The expense has been created and is being automatically recognized by the server. The expense information is editable.
- To check : The expense has been analyzed by the server. The user must verify and validate the values of the fields. The expense information is editable.
- To move to Verified status, a receipt must be associated with the expense (except mileage expenses).
- Verified : The values of the expense fields have been verified. The expense is ready to be sent for validation. The expense information is editable.
- Submitted : The expense report associated with the expense has been sent for posting. The expense information is no longer editable.
- Approved : The expense report associated with the expense has been approved. The expense information is no longer editable.
- Rejected : The expense report associated with the expense has been rejected. The expense information is editable.
Expense reports
Definition of an expense report
An expense report represents a set of expenses made by the user:
- Over a period of time (e.g. a specific month)
- On a specific event (trip, seminar etc.)
- etc.
An expense report can contain multiple expenses, but an expense can only belong to one expense report.
Fields of an expense report
An expense report is composed of two fields:
- Title : The title of the expense report. Required field.
- Description : Optional description of the expense report.
Expense report lifecycle
Each expense report has its own life cycle. Each stage of the cycle corresponds to its own specificities and status:
- Draft : The expense report is being created. Expenses may or may not be associated with it. Its information is editable.
- The expense report in the Draft status can only be submitted for validation if all its associated expenses have been verified.
- Sending : The expense report is being sent to the validation circuit. Its information is no longer editable.
- Submitted : The expense report has been sent for validation, the validators have been notified. Its information is no longer editable.
- Validated : The expense report has been approved by the validators. Its information is no longer editable.
- The expense report can now be archived.
- Declined : The expense report was rejected by the validators. its information is editable again.
- Archived : The expense report has been archived. This allows the user to sort and hide old expense reports in the expense report list.