Expense Record Flow 20161121
Reports and records expenses after correction and approval. The Process is automatically started at the beginning of every month for all employees. The employee holds the [1. Report] Task until the closing date and inputs the expenses and reimbursements during that term. At the [3. Confirmation/Adjustment] Step the accounting staff make corrections such as “Payment by corporate card”, and then it is automatically recorded in a Google Sheet.
Worker (#of Swimlane: 3)
- Employee
- Superior
- Accounting
Business Flow (Complexity of Workflow: 17)
- 1 1. Claim
- An employee enters the details of out-of-pocket expenses each time it is incurred and saves/suspends. The claim is submitted by completing the Step at the end of the month.
- 4 1x. Correct and resubmit
- The claimant corrects and resubmits.
- 7 1y. Correct
- The claimant corrects and resubmits.
- 3 2. Approve
- The claimant’s boss confirms the content of the expense and returns any deficiencies.
- 6 3. Confirm / Adjust
- The person in charge confirms or rejects the claim.
- 22 Google Sheets insertion
- The system appends the value of the specified Data Item to the specified Google Sheets.
- 17 x1. Duplicate Table
- The system duplicates the input contents in the Expense Details to the Expense Details 2.
- 18 x2. Claimer’s Email address
- The system retrieves the claimant’s registered email address and sets it to a String-type Data Item.
- 19 x3. Table to TSV
- The system converts the input contents of Expense Details 2 into TSV format data and sets it in the Data Item.
- 20 x4. Email address insertion
- The system adds the specified value to the end of each row of the specified TSV data.
Workflow Diagram (click to open)
Business Process Variables (#of Data Item: 23)
- = Out-of-pocket cost =
0 - Applicant q_Applicant
1 - ${processInstance.initQuserId}
- (Application time) q_Application
2 - The processing completion time of the Step 1 Claim is automatically set
- = Expense Data (Reporting information) =
3 - Expense detail q_Detail1
4 - Accounting Expenses Amount q_Amount1
5 - Amount of Out-of-pocket costs q_Costs1
6 - = Expense Data (Supplement by accounting) =
7 - Expense detail 2 q_Detail2
8 - Accounting Expenses Amount 2 q_Amount2
9 - Amount of Out-of-pocket costs 2 q_Costs2
10 - = Pointed out or comment =
11 - Internal communication q_Communication
12 - = Approver, etc. =
13 - Approval by Superior q_Superior
14 - The User who operated the Step 2 Approve is automatically set
- Approval time q_Approval1
15 - The processing completion time of the Step 2 Approve is automatically set
- Approval by Accounting q_Accounting
16 - The User who operated the Step 3 Confirm/Adjust is automatically set
- Approval time q_Approval2
17 - The processing completion time of the Step 3 Confirm/Adjust is automatically set
- = Google Sheets output (appending) =
18 - Applicant’s Email address q_Email
19 - TSV Data q_TSV
22 - Spreadsheet ID q_ID
20 - Sheet Name q_Name
21
Field Name, num, Initial Value
Download
Only available for Professional edition.
Notes
- You need to associate the Swimlane settings according to your organizational structure upon import
- Immediately after importing, a setting error will occur
- Make the necessary settings in edit mode
- Prepare a spreadsheet on Google Sheets beforehand
- Add a sheet with the name that is exactly the same as the Initial Value set in the String-type Data Item ‘Sheet Name‘
- Set the IDs of the spreadsheet to the Initial Value set in the String-type Data Item ‘Spreadsheet ID’
- Spreadsheet ID is contained in its URL. https：//docs.google.com/spreadsheets/d/spreadsheet ID/edit#gid=(sheet ID)
See also
