Expense Report

These videos show you the starting point is for the originator to simply report expenses and claim a reimbursement. 

How to Run a Process

4 videos
4 minutes

Part I

In this video, a simple Expense Report Process is automated using ProcessMaker 4.

The process kicks off at the Start Event, where a user creates a request. Then, the requester fills out an Expense Report in the first task. After the requester submits the Expense Report Form, the request is then routed to the supervisor for review.

If the supervisor rejects the request, the request is sent back to the requester for revision. If the supervisor approves the expense report, then the request is sent to the Finance Department to reimburse the requester and a PDF of the entire expense report is generated before the request is completed.

To begin the request, the requester clicks the +REQUEST button at the top right corner of the screen. Here, we can select the process we’d like to begin, which is the Expense Report Process. To create a new request, the user clicks the START button.

The requester now completes the Expense Report form with information regarding their expenses. Here, the requester enters the data into a record table to make the information about the expenses easier to read at a glance. The requester can add rows to this report table to submit more than one type of expense.

Using the SELECT FILE button, the requester can upload and submit receipts.

Finally, the user is returned to the inbox after submitting the expense report.

Part 2

When the requester submits an expense report, ProcessMaker automatically routes the requests to their supervisor. The request then appears in the supervisor’s ProcessMaker inbox.

The supervisor double-clicks on the request to open it, and reviews all of the information on the form submitted by the requester. Then, if the information appears correct, the supervisor can approve the expense report to send it to the Finance Department to reimburse the requester. If the expenses are not approved, the request will return to the requester for revision.

After approving the report, the supervisor is returned to the inbox and the request is routed to the Finance Department.

Part 3

In the final task of the Expense Report Process, the Finance Department reimburses the requester for the reported expenses.

The Finance user logs into ProcessMaker and double-clicks on the request to open it.  Here, she reviews the information about the expenses before selecting whether to refund the expenses via cash or check. After selecting the form of reimbursement, the Finance user submits the form.

Part 4

After the Finance user submits the Expense Reimbursement form, ProcessMaker automatically generates a PDF document for the requester to sign to confirm the receipt of the reimbursement. The document contains all of the information submitted during the process as part of the expense report. To access the document, the Finance user can go back to the request and download the PDF to print and give to the requester to sign, thus completing the process.

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