Expense

The Expense module is  flexible to add and track your expenses in a structured manner by categorizing expenses. Additionally, the module allows to create ringi lists, which are essentially expense requests that need approval from relevant authorities. This streamlines the approval process and ensures transparency in expense management.

Expense Title

The Expense Module is a comprehensive system designed to streamline and manage the expense reimbursement process within an organization. It provides a structured framework for entering expenses, obtaining necessary approvals, and ensuring accurate and timely disbursements.

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this organized into four primary sections: Filter, My Applications, To Approve, and To Disburse. 

Filter Section

The Filter section offers a granular view of expense data, allowing users to analyze and summarize information based on various criteria. Key features include:

Search Filters : Eight search filters are available to refine expense data, These filters enable users to identify specific expenses based on their attributes, such as status, payment type, or currency.

Expense Table: The Expense Table provides a detailed view of individual expenses, including few columns. 

My Applications Section

This section allows users to view and manage expenses they have personally created.

To Approve Section

This section lists expenses that are ready to be Approve.

To Disburse Section

This section lists expenses that are ready to be disbursed.

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The expense approval process involves several steps and actors, ensuring that expenses are authorized and processed correctly. This can be done two ways.

Actors:
Step 1: Invoice Submission

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There are three Voucher types. 

  1. Voucher Payment
  2. Payment Report
  3. Advance

There are two(2) payment types.

  1. Cash
  2. IBank

after submit this for, user can download payment voucher according to the given details.

 Step 2: Team Leader Approval

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Step 3: Manager Approval

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Step 4: Treasurer Approval and Bank Transfer Initiation

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Step 5: Treasurer Manager Confirmation

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Step 6: Treasurer Disbursement

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Step 7: Staff Confirmation (Cash Disbursement)
Step 8: Accounting Review and Journal Entry

This process ensures that expenses are properly authorized, documented, and recorded for financial reporting purposes.

Ringi List

Ringi List Page is designed to facilitate the management and tracking of Ringi/Expense documents. It provides a comprehensive overview of Ringi Status, allowing users to efficiently monitor and manage the document approval process.

 

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The page is divided into two main sections: Filter and My Applications.

Filter Section

The Filter section offers a granular view of Ringi documents, categorized by various criteria. Key components include:

Six search filters are available to refine the Ringi search based on specific criteria, enabling users to customize their view.

Ringi Table: The Ringi table provides a detailed view of individual Ringi documents.

My Applications Section

This section allows users to view and manage Ringi documents they have created.

Ringi Process

Ringi Process is a module within the system that enables users to create and manage Ringi lists. A Ringi list is a collection of expenses that require approval from designated authorities before they can be processed.

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Creating a Ringi List: Only expense IDs with the following status can be added

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Users can add multiple expenses to a single Ringi list. When an expense ID is entered, the system automatically populates the corresponding expense title, amount, and currency details.

 

Account Code

The Account Code Module is a centralized platform designed to manage and organize account codes. It provides a comprehensive overview of account code information, allowing users to efficiently create, search, and update account codes.

Account Code Search: Allows users to search for existing account codes based on various criteria, such as code, side, and status.

Account Code Table: Displays a list of created account codes, providing details such as

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Account Code Creation: Enables users to create new account codes with specific attributes.

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Advance

Advance Taken

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The advance taken page design will incorporate a user-friendly interface to facilitate the addition of advance expenses. A key feature will be the ability to link these expenses to specific expense titles, streamlining the categorization and tracking of funds.

this organized into four primary sections: Filter, My Applications, To Approve, and To Disburse. 

Filter Section

The Filter section offers a granular view of expense data, allowing users to analyze and summarize information based on various criteria.

Search Filters : Eight search filters are available to refine expense data, These filters enable users to identify specific expenses based on their attributes, such as status, payment type, or currency.

Advance Table: The Expense Table provides a detailed view of individual expenses, including few columns. 

My Applications Section

This section allows users to view and manage expenses they have personally created.

To Approve Section

This section lists expenses that are ready to be Approve.

To Disburse Section

This section lists expenses that are ready to be disbursed.

Actors:
Step 1: Invoice Submission

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Here, user can link expense title with Advance taken. after submit this, user can download payment voucher according to the given details. 

If user select I bank as Payment type, it will add new three(3) fields.

  1. Bank Name
  2. Recipient Name
  3. Bank Account Currency

If user select cash as Payment type, these three(3) fields are hide.

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 Step 2: Team Leader Approval

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Step 3: Manager Approval

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Step 4: Treasurer Approval 

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Step 5: Treasurer Manager Confirmation

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Step 6: Treasurer Disbursement

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After Doing the disbursement, Journal Entry recorded automatically.

Journal Entry

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Upon successful disbursement, the system automatically generates and records the following journal entries:

1. Voucher Payment

Bank Transfer:

Cash Disbursement:

2. Advance Creation

Bank Transfer:

Cash Disbursement:

These journal entries are accessible and can be reviewed on the Journal Entry page within the system. Also, user can export JE report using "Export List" button. it will download CSV file as follows.

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