Set up expense and conveyance categories, submission deadlines, and the approval chain for all field finance requests.
Expense Settings lets administrators control how field finance requests work across your organization. Create the categories employees can claim against, such as travel, food, or fuel, set a deadline for submitting claims, and decide how many approvals a request needs. The approval workflow you set here applies to expense, conveyance, and advance requests, as well as DA and TA requests, so every field finance request follows the same process.
Expense Settings has three tabs:
General - set the submission deadline for expense requests
Categories - create the expense and conveyance categories employees can claim against
Approval Workflow - decide who approves requests, and how many approvals are needed
How to Access Expense Settings
Log in to the Admin Panel.
Go to Field Tracking → Settings → Expense Settings.
General
Set how many days after an expense date employees can submit a request.
Enter the number of days in Days Allowed.
Click Save. (The Save button becomes active once you change the value.)
For example, if Days Allowed is set to 10, an expense dated the 1st can be submitted up to the 11th.
To remove the deadline, clear the value and click Save. Employees can then submit expense requests at any time.
Categories
Categories are the options employees choose from when submitting a claim, such as travel, food, or fuel. There are two types:
Expense - for costs claimed as an amount, such as food or accommodation
Conveyance - for travel claimed by distance, calculated using a per-kilometre rate for a vehicle type
How to Add a Category
Open the Categories tab.
Click Add Category.
Enter the category details (see below).
Save the category.
The new category becomes available to employees when they submit an expense or conveyance request.
Category Details
Category Name - the name employees see when submitting a claim
Type - Expense or Conveyance
Enable for Advance - turn on to let employees request a cash advance against this category
Category List
All categories appear in a table showing:
Category Name - the name employees see
Type - Expense or Conveyance
Rate & Subtype - for conveyance, the vehicle type and rate per kilometre
Advance - whether advances can be requested against this category
Actions - edit or delete the category
How Categories Are Used
Employees pick a category when submitting an expense or conveyance request
Conveyance claims are calculated automatically using the category’s per-kilometre rate
Only categories with Enable for Advance turned on can be used for advance requests
Approval Workflow
Decide how many approvals expense, conveyance, and advance requests need before they’re marked as Approved.
Required Approvals - the total number of approvals a request needs
Include Reporting Manager - turn on to include the employee’s reporting manager in the approval chain. Their approval counts toward the required total.
Additional Approvers - other people who review requests as part of the approval chain
How Approval Works
An employee submits an expense, conveyance, or advance request.
If Include Reporting Manager is enabled, the employee's reporting manager is included in the approval flow.
Any additional approvers configured in the approval workflow review the request.
The request is marked as Approved only when the required number of approvals is reached.
If any approver rejects the request, the request is marked as Rejected, even if other approvers have approved it.
Example:
If Required Approvals is set to 2 and Include Reporting Manager is enabled, the reporting manager and at least one additional approver must approve the request for it to be marked as Approved. However, if either approver rejects the request, it is marked as Rejected.
Shared with DA and TA Requests
The approval workflow set here also applies to DA (Daily Allowance) and TA (Travel Allowance) requests. This keeps the approval process the same for every field finance request, and means approvers only need to be set up in one place.
Why it helps
One place to set up categories, deadlines, and approvals for all field finance requests
Conveyance claims are calculated automatically, with no manual maths
Control which categories employees can request advances against
The same approval process applies to every field finance request