2021-09-29 / Workflow Apps / ,
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 Progress: Withdrawn by Claimer The system overwrites the “Progress (Select-type)” Data Item to display “Withdrawn by Claimer”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

out-of-pocket-expenses-claim-20180325-209-en.qar

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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