This article explains how to confirm the payment of expenses whose approval process is complete and how to get expense reports. A user with Approve Expense confirms payments; anyone can use the Excel export on the lists they see.
Before you start
You have Approve Expense for payment confirmation. This permission alone is enough to open Pay and expenses > Expenses and the Awaiting payment card.
Your mobile phone is registered in the system and the company has enough Teamso Digital Credit (each payment confirmation costs 1 credit).
Step by step
Confirming the payment
Click the "expense request is awaiting your payment approval" notification, or open the Awaiting payment card on Pay and expenses > Expenses. The card opens with the groups in Awaiting payment; you can see paid and rejected groups from the status tabs (Paid, Rejected).
Open the group; check Payable to employee in the summary tiles, the Payment breakdown chart (Payable to employee, Company card, Advance), the Receipts list and the approval steps in History.
After you have made the payment (or given the payment order), click Confirm payment and enter the code sent to your phone in the Approval of Expense Request window.
If you will not pay, use Reject and write a reason. If something in the group must be corrected, write your note with Send for revision to return the group to the employee; when the employee resends it, the group enters the approval process again from step 1 (Revision).
Exporting to Excel
Open a group card (My expenses, Awaiting payment, All expenses or My department's expenses).
Set the status tab, the search and the Date and Expense type chips.
Click Export to Excel in the page header. Every group that matches the filters (not only the page on the screen) downloads as "expenses_YYYY-MM-DD.xlsx"; every receipt is a row, with the employee, department, group, status, submission date, number of revisions, limit overrun, receipt date, expense type, amount, currency and payable amount. When the download ends, "The Excel file was downloaded." is shown.
The Receipts card
Users with Expense Manager Permission or one of the viewing permissions see every receipt of the groups in one table on the Receipts card: Receipt date, Employee, Expense type, Description, Amount, Group and Documents. The search box searches the description, the group title and the employee name; narrow the list with the Receipt date and Expense type chips and sort it with Sort or from the column headers (every column except Documents), and open a receipt's group with the Open group button on its row. A user who can see their department's expenses only sees the receipts of their own department.
Expense documents
The Expense Documents section in the window of a sent group holds the QR Coded Expense Form (PDF) and the Expense Timestamp file (the timestamp file also needs the permission to see timestamps). The form is created with a time stamp when the group is sent for approval and when the payment is confirmed; you can attach it to the accounting record.
Result
When the payment is confirmed, the group becomes Paid, the expense owner gets a notification and an e-mail, 1 digital credit is spent and Payment confirmed is written to History. Paid is a final status; a paid group cannot be opened for revision.
Amounts are totalled per currency; the report has no TRY equivalent.
Expense data is not transferred to payroll; make the payment outside payroll.
Common issues
Symptom: Confirming the payment shows "Digital Confirmation failed.".
Cause: The time stamp could not be taken; the group stays Awaiting payment and no credit is spent.
Solution: Try again later with Confirm payment.
Symptom: Export to Excel says "The Excel file could not be prepared. Please try again.".
Cause: The file could not be created on the server or the connection dropped.
Solution: Narrow the filters and try again.
Symptom: A paid group needs to be corrected.
Cause: Paid is a final status and cannot be opened for revision.
Solution: The employee should open a new expense group with the correct details.