Managing Expenses
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Managing Expenses
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Available in Classic and VPC
In the Manage Expenses menu, you can view the expense plan documents for which you have been set as an attendee, as well as view the settlement status or budget status of expenses you requested. Also, when managing corporate cards by linking to credit card companies, you can search the usage history of corporate cards you have.
Note
The Manage Expenses menu is available only if you are using the WORKPLACE Basic plan and have enabled the Expense service.
Expense Plan Status
You can view approved documents among the expense plan documents you've created or documents for which you're set as an attendee.
Note
The Expense Plan Status menu is displayed only if the expense plans are set to use from the Expense > Settings > Expense Settings menu on WORKPLACE PC web. (Refer to Expense Settings)
The Expense Plan Status screen is laid out as follows.
| Area | Description |
|---|---|
| ① Search | You can search expense plan documents according to the affiliated department, period, expense item, project code, or document title. |
| ② Type tab | |
| ③ Expense Plan Document List | You can check the information of expense plan documents, and when you tap the plan document number, you can view the details for the document. |
Note
- If the expense plan requester is affiliated with 2 or more departments, then select the appropriate department for the search in the Affiliated Department field in the search window.
- If using WORKPLACE as a corporate group, then expense plans in the concurrent group company will be searched, even if there’s no expense plan details in the primary company.
Expense Settlement Status
You can view approved documents among the expense settlement documents you've created or documents for which you're set as an attendee.
The Expense Settlement Status screen is laid out as follows.
| Area | Description |
|---|---|
| ① Search | You can search expense settlement documents according to the affiliated department, period, expense item, project code, evidence type, place of use, or document title. |
| ② Type tab | |
| ③ Expense Settlement Document List | You can check the information of expense settlement documents, and when you tap the settlement document number, you can view the details for the document. |
Note
- If the expense settlement requester is affiliated with 2 or more departments, then select the appropriate department for the search in the Affiliated Department field in the search window.
- If the affiliated department for the expense requested by the expense settlement requester is clear, then select the subject department (one affiliated department) and perform the search.
- If using WORKPLACE as a corporate group, then expense plans in the concurrent group company will be searched, even if there’s no expense settlement history in the primary company.
Corporate Card Usage History
Note
The Corporate Card Usage History menu is only displayed when the credit card company linkage is set to use in the Expense Service > Settings > Expense Settings menu on WORKPLACE PC web, and corporate cards are registered in the Expense Service > Settings > Manage Cards menu. It is always displayed to employees who have corporate cards. It is also displayed to employees who don't have corporate cards, but have been delegated with settlement. (Refer to Expense Settings and Manage Cards)
The Corporate Card Usage History screen is laid out as follows.
| Area | Description |
|---|---|
| ① Search Window | You can search according to the card number, approval date, place of use, settlement status, approval status, transaction type, and sales type. |
| ② Corporate Card Usage List | It displays the usage list of corporate cards. |
| ③ Settlement Status | |
| ④ View | Tap it to check the details for settlement delegation or exclusion. |
| ⑤ Cancel | Tap it to cancel settlement delegation or exclusion. |
| ⑥ Expense Settlement Request | Tap it to request a single or multiple expense settlements. (Refer to [Expense Settlement Request) |
| ⑦ Exclude from Settlement | Tap it to exclude the corporate card usage history from the settlement. (Refer to Exclude from Settlement) |
| ⑧ Delegate Settlement | Tap it to delegate the settlement for the selected corporate card usage history to the employee who actually used it. (Refer to Delegate Settlement) |
Expense Settlement Request
The following describes how to request expense settlement.
- Tap WORKPLACE > My Board > Manage Expenses > Corporate Card Usage History from the WORKPLACE mobile app.
- If necessary, enter the corporate card usage history conditions to be viewed in the search window, and then tap the [OK] button.
- From unsettled items, mark the checkbox of the item you want to request the expense settlement to select it.
- Tap the [Expense Settlement Request] button.
- Check the number of selected items and the total amount, and then tap the [OK] button.
- It directs you to the Expense Settlement Request screen.
- Fill out the form by referring to Create Expense Settlement Request Form, and then tap the [Report] button.
- For more information about setting approval lines, please refer to Set Approval Lines.
- For more information about sharing settings, please refer to Sharing Settings.
Note
If you select items with the same approval number, card number, and approval date, and if their total amount is 0, then the settlement amount is offset when they're requested for settlement. Even if you tap the [OK] button in the Check Expense Settlement Request History pop-up window, their settlement status is displayed as Exclude from Settlement, and you won't be directed to the Expense Settlement Request page.
Exclude from Settlement
The following describes how to exclude an item from expense settlement.
- Tap WORKPLACE > My Board > Manage Expenses > Corporate Card Usage History from the WORKPLACE mobile app.
- If necessary, enter the corporate card usage history conditions to be viewed in the search window, and then tap the [OK] button.
- From unsettled items, mark the checkbox of the approved item that is not applicable for the expense settlement request.
- Tap the [Exclude from Settlement] button.
- In the Exclude from Settlement page, enter the reason for excluding, and then click the [OK] button.
- In the notification pop-up window, tap the [OK] button.
- The excluded items are not displayed in the corporate card linkage history selection page when requesting expense settlement.
- You can tap the [Cancel] button to cancel the exclusion or process the settlement again.
Delegate Settlement
You can select a history record that was used by another employee and delegate settlement to the employee who actually used it. A delegation notification email is sent to the delegated employee, and it is indicated in the corporate card linkage history selection page when requesting expense settlement.
The following describes how to delegate the settlement.
- Tap WORKPLACE > My Board > Manage Expenses > Corporate Card Usage History from the WORKPLACE mobile app.
- If necessary, enter the corporate card usage history conditions to be viewed in the search window, and then tap the [Search] button.
- Select the item to be delegated, and then tap the [Delegate Settlement] button.
- In the Delegate Settlement page, enter the department name or the name of the employee to delegate it to, and then select them.
- Enter the reason for delegation, and then tap the [OK] button.
- In the notification pop-up window, tap the [OK] button.
- The delegated items are not displayed in the corporate card linkage history selection page when requesting expense settlement.
Note
- If you've been delegated with a settlement, but the delegated item is not an item you're responsible for, then request the cancellation of delegation to the employee who delegated it to you.
- To cancel a settlement delegation, tap
displayed on the delegated item.
displayed on the delegated item.Was this article helpful?