Expense

Purpose

  • More self-managed practice for self-organization team.

Master Guide

  • Team member: If you are an employee who wants to create an expense request, please follow this guide with 4 steps: save to draft > create report > submit to manager.
  • Approver: If you have to approve any expense request.
  • Payment: If you have to manage finance/budget.

Activity

For team member

How to request expense

Step 1. Go to My Magestore > Expense > My Expense > Create

Notice: Please do not press Create button you see in the first screen. A lot of people have made this mistakes. The first screen of Expense is Expense Report, not Expense Request!

Step 2: Edit Description

Notice: Description gets the default value = [EXP_GEN]Expenses. Write the description field for short explaining your reason. Make sure the description is unique for your expense. It cannot be the same as other requests!

For example:

  • Magefest2021 - Đặt cọc tiền ăn cho đoàn
  • Vincent Birthday

Notice: Never change the Product in the system. Just use the default category listed.

Step 3: Choose Paid by > Company

Notice: Never choose Employee (to reimburse). Just leave it to default value Company

Step 4: Fill your bank receive information(including account number, holder name, bank name, branch, and address) in the Note field

Notice 1: All payment will be paid by your bank account. So please init your correct bank information including account number, holder name, bank name, branch, and address.

Step 5: Enter your further explanation or information in the Note field: why it happens and the confirmation from the company to pay for it (for example)

Step 6: Attach related documents

If your expense has any related documents, please attach those in the Attachments. Documents can be:

  • Quotation/Invoice
  • Conversation for Quotation/Invoice
  • Confirmation on the reason of the expense

Step 7: Click Create Report > Submit to Manager After filling all information, you can Save for later submission or Submit right away by clicking Create Report button

And then after creating report, you need to Submit to Manager

Until you check the status of your expense report getting value Submitted, you finish the process here.

Step 8: Create the View Report button

Step 9: Copy the URL of View Report and send to the Expense Approver Slack, for any detail to check, approve/reject and send money to receiver.

How to review your expense request

Step 1: Check the status of your request by goto My Magestore > Expense > My Expense

  • Any Expense Approved by Approver will have Approved Status and you will receive payment for your bank account.
  • If your request is rejected by the Approver, you will see Refused Status. Please open this request > view report and see the reason of refused in the below log. Example one case Refused Expense

and click View Report to view the reason for Refuse.

How to re-submit your expense request

  • If your request is rejected by the Approver, you will see Refused Status. Please open this request > view report and see the reason of refused in the below log.

You can click Reset to Draft, change your request according to the refused reason and press Re-Submit.

Example one case Refused Expense

and click View Report to view the reason for Refuse.

For Approver

How to approve a expense request

Step 1: Go to Expense Reports > To Approve and open a request which is waiting for approve

Step 2: Click a line to see detail reason in the note field of each request.

Step 3: Click Approve or Refuse with Reason

For Payment

How to pay a expense request

Step 1: Go to Expense > Expense Report > To Pay and open one.

Step 2: Choose tab other info and define which account used for this payment

Step 3: Click Post Journal Entry and the status of request become Paid