Expense Record Flow

/ Workflow Apps / Budget Control, Google Sheets API v4, Google Workspace, Google Workspace

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
    • Automatically set at x1
  • 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
    • Automatically set at x2
  • TSV Data q_TSV 22
    • Automatically set at x3
  • Spreadsheet ID q_ID 20
    • Set the Spreadsheet ID
  • Sheet Name q_Name 21
    • Expense

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

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