Out-of-pocket Expenses Claim
Successive expenses applications can be made each time an advance payment is made. The Process is launched by emailing a photo of the receipt showing the amount and the date, etc. which are automatically entered from the email body. At the [1. Claim (pending)] Step, data of the claim can be added/modified, but it will be automatically submitted after 24 hours have elapsed. Users can also make a claim via a browser and check the progress.
BPMN Nodes
- 2 1. Claim (appending) The claimer appends if necessary. If not operated for 24 hours the Step will be finished automatically.
- 4 1a. Claim via Web The claimer submits the details of the expenses.
- 8 1x. Re-claim / Withdraw The claimer corrects the content and resubmits, or withdraws
- 7 2. Approve / Reject The claimer’s boss confirms the content of the expense and returns any deficiencies.
- 12 3. Correct/Reject The accountant approves/rejects the claim.
- 1 x1. Email analysis (Auto-processing) The system parses the subject/body of the email stored in the Data Item and sets the values in the specified Data Item respectively
- 19 x2. Progress: Waiting for Approval by Superior The system overwrites the “Progress (Select-type)” Data Item to display “Waiting for Approval by Superior”
- 15 x3. Progress: Withdrawn by Claimer The system overwrites the “Progress (Select-type)” Data Item to display “Withdrawn by Claimer”
- 20 x4. Progress: Waiting for Correction by Accounting The system overwrites the “Progress (Select-type)” Data Item to display “Waiting for Correction by Accounting”
- 11 x5. Recording before correction (Auto-processing) The system duplicates the value of the submitted Data Items into the Data Items for bookkeeping.
- 21 x6. Progress: Completed thoroughly The system overwrites the “Progress (Select-type)” Data Item to display “Completed thoroughly”
- 16 x7. Progress: Rejected by Accounting The system overwrites the “Progress (Select-type)” Data Item to display “Rejected by Accounting”
Workflow Diagram (click to open)
Variables (click to open)
- Mail-Attachment (Bill receipt image) q_Attachment 18: Automatically set by the Message Start Event (email).
- Mail-Title q_Title 15: Automatically set by the Message Start Event (email).
- Mail-From q_From 16: Automatically set by the Message Start Event (email).
- Mail-Datetime q_Mail_Date 17: Automatically set by the Message Start Event (email).
- = Out-of-pocket Expenses Claim = 0:
- Organization of the Claimer q_Organization 1: Automatically set at x1.
- Claimer q_Claimer 2: Automatically set at x1.
- Date Time of Claiming q_Time 3: Automatically set at x1.
- Amount paid q_Amount 4: Automatically set at x1.
- Date of payment q_Date_Payment 5: Automatically set at x1.
- Expense classification q_Expense 6: Automatically set at x1. (Unclassified)
- Payment Remarks q_Remarks 7: Automatically set at x1.
- = Correction for Accounting (Bookkeeping) = 8:
- Email address of Claimer q_Email 9: Automatically set at x1.
- Accounting month q_Month 10: Automatically set at x1.
- Accounts Title classification q_Classification 11: Automatically set at x1.
- Settlement amount q_Settlement 12: Automatically set at x1.
- = Internal Communication = 13:
- Progress q_Progress 19: Automatically set at x2-4. and x6-7.
- Comments / Messages q_Comments 14:
Download
Only available for Professional edition.
Notes
- You need to associate the Swimlane settings according to your organizational structure upon import
Arrangement Tips
- If you want to change the Choice ID of the Select-type Data Item “Expense classification”, you need to modify the script in “x1. Email analysis”.
See also
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