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Expense Requisition

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Expense Requisition view allows the user to create and manage expense purchase requisition for non-inventorized items. When Expense Requisition is approved, user will be able to generate Non Trade Invoice document for the expense.

Below are available actions for the user from Expense Requisition view:

Samooha icon2  Create new expense requisition

Samooha icon2  Update expense requisition details

Samooha icon2  Delete expense requisition

Samooha icon2  View and search expense requisition details

Expense Requisition

Expense Requisition1

 

Field Name
Explanations
Mandatory Information
Document Date Creation date of the document Y
Document Number Document number of the expense requisition Y
Reference Number Code for easy reference search of the document N
Branch Name of company’s branch which make the expense requisition Y
Vendor The vendor of whom to make the purchase from Y
Currency Currency used by the vendor Y
Vendor Location The location of vendor Y
Vendor Contact The contact person of vendor N
Payment Terms Payment terms for the expense requisition Y
Representative Name of staff to process the expense requisition Y
Required Date Date to deliver the expense requisition Y
Document Note Additional information in regard to the expense requisition document N
Account Which account to charge the expense requisition to Y
Description Description of the expense requisition N
Uom Type of the expense requisition Y
Quantity Number of quantity of the expense requisition Y
Unit Price Estimated cost per item Y
Total Amount Total cost for the expense requisition Y

 

Create New Expense Requisition:

1. Click on “Create New” at the top right of screen of “Expense Requisitions List” tab, it will open “Expense Requisition” tab with empty form

Expense Requisition create

2. Select a vendor from the “Vendor” drop-down list on top left side of screen. It will fill up the form with the vendor’s info

Expense Requisition create1

3. Fill up expense requisition’s information on the top half of screen

Expense Requisition2

4. Click “Save” button at the bottom right side of screen

Expense Requisition save

5. Add an item into the expense requisition by selecting an account from the “Account” drop-down list in the table on “Requisition Items” tab

6. Enter the item’s info and click ” plus_button ” button to add the item into the expense requisition

Expense Requisition add

7. Repeat steps 5-6 to add more products into the expense requisition

8. Click on “Notes / Attachments” tab at the middle of screen to add notes or files attachment for the expense requisition.

Expense Requisition note

9. Click on “Save” button at the bottom right of screen when completed

10. Click on “Confirm Requisition” button at the bottom of screen to confirm the expense requisition

Expense Requisition confirm

11. Click on “Approve Requisition” button at the bottom of screen to approve the expense requisition

Expense Requisition Approve

12. Click arrow on generate_doc_button button at the bottom left of screen and select “Generate Non Trade Invoice” option to generate a new non trade invoice. A link to show the non trade invoice will be created above the button

Expense Requisition Non trade

Note: For Non Trade Invoice document (Account module) that was generated by Expense Requisition, user will need to undo posting of the source Expense Requisition document to delete the corresponding Non Trade Invoice document.

Expense Req - linked NTI

13. Click arrow on generate_doc_button button and select “Generate Similar Requisition” option to generate a new copy of the expense requisition form

Expense Requisition similar requisition

 

Update Expense Requisition Details:

1. Click on “Expense Requisitions List” tab at the bottom of screen

2. Double click on expense requisition to be updated, it will bring up the details on “Expense Requisition” tab for the selected order. If an expense requisition’s status is “Confirmed” or “Approved”, right click on the order and reopen / undo approval of the order first. User can do so from the document as well by clicking the arrow on “Generate Report” button at the bottom left of the document screen

Expense Requisition undo

Expense Requisition undo2

3. Make change(s) on the expense requisition information

4. Click on “Save” button at the bottom right of screen when done

5. Click on “Revert” button at the bottom right of screen or refresh icon at the top of the screen to roll back the changes

Expense Requisition revert

6. Click on “Confirm Requisition” button at the bottom of screen to confirm the expense requisition

7. Click on “Approve Requisition” button at the bottom of screen to approve the expense requisition

 

Delete Expense Requisition:

1. Click on “Expense Requisitions List” tab at the bottom of screen

2. Double click on expense requisition to be deleted, it will bring up the details on “Expense Requisition” tab for the selected order. If an expense requisition’s status is “Confirmed” or “Approved”, right click on the order and reopen / undo approval of the order first

3. Click on “Delete” button at the bottom right side of screen

4. Click on “Yes” button on the pop-up window to confirm expense requisition deletion.

Expense Requisition delete

 

View and Search for Expense Requisition Details:

1. Click on “Expense Requisitions List” tab at the bottom of screen

2. Enter search parameter to filter the result, i.e. type in which vendor to search for in the “Vendor” text field box or select from drop-down list

Expense Requisition search

3. Result can be sorted alphabetically by clicking the fields’ columns

Expense Requisition sort

4. Double click on expense requisition to view full details of the order, it will bring up the details on “Expense Requisition” tab for the selected order