2021-03-01 / Workflow Apps / ,
Expense Record Flow
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.
BPMN Nodes
  • 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)
Variables (click to open)
  • = 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

Download

expense-record-flow-20161121-220-en.qar

Only available for Professional or Enterprise 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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