How to documents
Overview of Exp2SAP functionality
Exp2SAP offers has a complex logic for functionality. The following document will show and overview of the functionality as seen by employees that will submit the expense reports.
Any employee that has an active account can create and expense report.Once the expense report was submitted it will trigger a workflow email to the approver. If the expense report includes an internal order and the internal order has a different approver, the workflow will go to the internal order approver first.
How to edit an expense report
All the fields in an expense report can be edited as long as the expense report has a status "Saved" or "Submitted". There are two separate sections you can edit in an expense report, the expense report header that includes the details about the company code, currency, location, details and the expense report line items that includes the details about each expense line.
How to delete an expense report
You can delete an expense report as long as the expense report has a status "Saved" or "Submitted". You can delete the expense report entirely using the header section or you can delete just an expense line item using the expense report lines section. In order to delete a submitted expense report you will have to edit the expense report first and then delete buttons will become available. You can't delete an expense report with status "Approved" , "Fin.Approved" or "Processed" .
How to edit/delete an expense report with status "Submitted"
You can still edit an expense report that has the status "Submitted". But this means once you edit the expense report the status will be reset to "Saved" and you have to submit the expense report again, which will trigger an workflow email to the approver again.
How to edit/delete an expense report with status "Approved", "Fin.Approved" or "Processed"
You can no longer edit or delete an expense report with one of these statuses: Approved, Fin.Approved or Processed. For any corrections you will have to submit a corrective expense report which can be a negative amount if needed.
How to reject an expense report
Once an expense report is submitted the manager will receive an email and he can log in to approve or reject it. If the expense report is rejected, the employee will receive an email back that the expense report was rejected with a reason for rejection and will have to correct the issue(s) and submit the expense report again.
How to check the status of an expense report
You can check the latest status or the entire workflow history for any expense report. This way all the employees know at any moment the correct status of the expense reports and they will know when to expect payments.
How to attach the scanned receipts?
Is important that all receipts are scanned and attached to the expense report. Otherwise this will reject the approval of the manager and will delay the payment. Is recommended to sc ann the receipts on one of the standard formats: .jpg, .jpeg, .gif, .png,.pdf. Any other formats are allowed, but will require the approver to have the same software installed in order to download the files and review receipts.
How to create a corrective expense report?
Because an expense report with certain statuses (Approved , Fin.Approved, Processed) can no longer be edited or deleted, we created the opportunity to allow corrective expense reports. The corrective expense reports can be also with negative amount if needed and in this case these will be recorded as credit memos in SAP.