Click on the Accounts Module and then click on the Expenses sub-menu.

On the top of the page, enter the search criteria to search for the specific Expense.

The below search criteria filters can be used to search for the required Expense. A combination of multiple filters can also be used. a) Location: The location of the Expense. b) Category: The category of Expenses. To add a category, click on the (+) symbol next to the category and enter the name of the new category. The pre-defined list of Category includes, Children’s Activities, General Maintenance and Repairs, Petty Cash, Transportation, Plumbing Repairs, Electrical Repairs, Landscaping/Snow Removal, Cleaning, Internet/Telephone Services, Personal Protective Equipment, Special Purchases, Classroom Educational Supplies, Office Supplies, Marketing, Other, Groceries. c) Expense Reference Number: Expense Reference Number is automatically generated once an Expense is added. This is a unique ID for each expense. d) Supplier: Name of the Supplier provided the service. To add a supplier click on the (+) symbol next to the category and enter the name of the new supplier d) Status: i) Paid: An expense has been paid and processed ii) Deleted: An expense created in error and no longer required. iii) Waiting for Approval: An Expense awaiting approval. iv) Pending Payment: An Expense awaiting payment to complete. e) Date: The date of the expense f) Date Type: Created Date, Invoice Date or Payment Date.

Click on the search button.

The required expense will be displayed on the screen

To view the expense click on the (...) three dots and then click on View.

To update the expense click on the (...) three dots and then click on Update and then fill in the required update and click on submit.

To delete an unwanted expense click on the (...) three dots and then click on Delete.

Click on the Accounts Module and then click on the Expenses sub-menu.

The expense overview will load, where you can search via locations, reference numbers, and categories.

Click on the 'add expense' button on the top right.

Fill in the information for the expenses such as Location, Category, Supplier, Amount and other required information.

If you have the Invoice details, go ahead and enter them in the Invoice field or else click on the Submit button.

This will create a new expense which will then go for approvals (depending on the Approval flow set up by your company).

Once Invoice is received go in and update the invoice by using the (...) three dots on the right hand side of the expense and click on the 'Update' button.

A pop-up will ask if you wish to edit the invoice. Click on Yes.

Add in Invoice and/or Payment information and then click on Submit. The Invoice and/or Payment can be added at any time during the expense approval flow.

To set up Approval Roles, navigate to the Approval module and click on settings under the Approval module.

Click on the category you want to set up the Approval Roles for. The Categories are a) Billing; b) Accounting; c) Human Resources

Select the Accounting category, click on the Expense subcategory to define the Approval Roles for.

Click on “Next”

On the Approval/Action page, choose the “Minimum amount required for approval” depending on if you want to only approve Expenses over a certain amount. For example, if you add $100, you will not need to approve an Expense of $99 but will have to approve an Expense of $101.

If any expense that requires reimbursement needs to be approved, you can check the “Do reimbursements require approval?“ box. In other words, you can also allow reimbursements to skip the approval process if you don’t check the “Do reimbursements require approval?“ box.

Check the “Apply for all locations“ box if any approval flow should be the same for all locations.

Click on “Add new”.

Under the Approval/Action heading, select the appropriate step required; Action: When action by a designated person or role is required; like attaching documents or making a payment OR Approval: When approval is required by a designated person or role.

Under the action heading, click on the desired action required (whether making a payment or uploading a document). If approval is selected, this field should be left blank.

To add a new action, click on the (+) icon next to the action filed. Fill up the details in the popup window and click on submit. The new action will be added.

Under the role heading, select the desired role to assign this Action/Approval.

Once this role is selected, choose the user to assign this Action/Approval to. If you want to select everyone under this designation, click on “Select All”.

Under the action tab, click on the update to complete this procedure.

To edit or delete the desired Action/Approval, click the edit or delete button under the action tab.