Expense List

Last Updated: Oct 19, 2025
Document Version: 1.0
Prepared for: Emgage HRMS Implementation Team

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Expense List

💼 Expense Management System
The Expense List feature allows employees to submit expense claims and enables administrators to review and manage these requests efficiently. This system provides a comprehensive workflow for submitting, tracking, and approving expense claims with detailed management capabilities.

Overview Features

Expense Management Benefits

The Expense Management system enables efficient handling of employee expense claims, offering:

• Expense Submission: Employees can submit expense claims with supporting documentation.
• Approval Workflow: Structured approval process for expense review and authorization.
• Dual View System: Separate views for pending requests (List) and processed items (Approvals).
• Bulk Processing: Approve or reject multiple expense claims simultaneously.
• Detailed Tracking: Comprehensive information for each expense including amount, type, and attachments.
• Filter Options: Advanced filtering to locate specific expense claims quickly.
• Status Monitoring: Real-time tracking of expense approval status.

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The Expense List interface provides two main tabs:

• List Tab

  • Displays expense requests submitted by employees
  • Shows all expense claims in the system
  • Employees can view their submitted requests here
  • Includes "+ Request" button for creating new expense claims

• Approvals Tab

  • Where administrators and managers review and approve expense requests
  • Shows pending requests awaiting approval action
  • Provides bulk approval/rejection capabilities

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1. List Tab

Purpose: View all expense requests submitted by employees

Available Columns:

Column	Description
Employee	Name of employee who submitted the expense
Expense Type	Category/type of the expense claim
Total Claims	Number of individual expense items in request
Total Amount	Total monetary value of the expense claim

Creating an Expense +Request

Request Submission Process

Step-by-Step Request Creation:

1. Click the "+ Request" button in the top-right corner of the List tab
2. Select expense type from dropdown menu
3. Click "+ Expense" button to add expense line items
4. Fill in all required fields marked with asterisk (*)
5. Upload supporting documents (receipts, invoices)
6. Click "Submit" to send request for approval

Field Name	Required	Description	Format/Example
Select Expense Type	Yes (*)	Choose expense category from dropdown	"test", or other predefined types
Expense Date	Yes (*)	Date when expense was incurred	DD-MMM-YYYY (e.g., 17-Oct-2025)
Expense Amount	Yes (*)	Monetary value of expense	Numeric value (e.g., 1500)
Expense Description	Yes (*)	Detailed explanation of expense	Text description (e.g., "fule")
Expense Attachment	No	Supporting documentation	Click to upload or drag & drop files
Coupon No.	No	Reference or coupon number	Alphanumeric (e.g., 1524)

Form Action Buttons:

Button	Color	Function
Reset	Red	Clear all entered data and start over
Submit	Blue	Submit the expense request for approval

::: info Key Features:

• View all submitted expense requests
• Access "+ Request" button to create new claims
• Export Data: Download icon next to "+ Request" button for exporting data
  • Export formats: CSV, Excel, PDF
• Filter: Filter icon to access advanced filtering options
• Search and filter capabilities :::

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2. Approvals Tab

Purpose: Administrators and managers review and approve pending expense requests

Available Columns:

Column	Description
Checkbox	Select one or multiple requests for bulk actions
Employee	Name of employee who submitted the expense
Expense Type	Category/type of the expense claim
Total Claims	Number of individual expense items
Total Amount	Total monetary value to be approved/rejected

Approval Actions:

Field/Button	Type	Description	Usage
Remarks	Text Field	Optional comments for approval/rejection	Add feedback or clarification notes
Approve	Blue Button	Approve selected expense claims	Click after selecting requests to approve
Reject	Red Button	Reject selected expense claims	Click after selecting requests to reject

info

Key Features:

• Review and process pending expense requests
• Bulk selection with checkboxes for multiple approvals
• Export Data: Download icon for exporting approval data
  • Export formats: CSV, Excel, PDF
• Filter: Filter icon to access advanced filtering options
• Action buttons (Remarks, Approve, Reject)

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Advanced Filtering

Filter Panel

Accessing Filters:

Click the filter icon (funnel symbol) in the top-right area to open the comprehensive filter panel.

Available Filter Options - Quick Reference

Filter Field	Type	Description	Options/Format
Expense Type	Dropdown	Filter by expense category	Select from predefined expense types
Employee Status	Dropdown	Filter by employment status	Active (default), Inactive, All
Employee	Searchable Dropdown	Filter by specific employee names	Search and select employee
SBU	Dropdown	Strategic Business Unit	Select business unit
State	Dropdown	Filter by employee location/state	Geographic filtering
Branch	Dropdown	Filter by office branch	Branch-wise segregation
Designation	Dropdown	Filter by job designation	Role-based filtering
Department	Dropdown	Filter by department	Departmental view
Grade	Dropdown	Filter by employee grade level	Grade classification
Employee Type	Dropdown	Filter by employment type	Full-time, Contract, etc.
Employment Type	Dropdown	Filter by employment classification	Permanent, Temporary, etc.
Filter on	Dropdown	Choose date filter type	"Requested date" or other options
From Date	Date Picker	Start date for date range filter	DD-MMM-YYYY (e.g., 21-Jul-2025)
To Date	Date Picker	End date for date range filter	DD-MMM-YYYY (e.g., 19-Oct-2025)
Status	Dropdown	Filter by request status	Pending, Approved, Rejected

Filter Actions

Filter Panel Buttons:

Button	Color	Function
Reset	Red	Clear all selected filters and return to default view
Search	Blue	Apply selected filters to the data table

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Best Practices

💡 Expense Management Tips

For Employees Submitting Requests:

• Submit expense claims within company policy timeframe (typically 30 days)
• Provide exact amounts and clear descriptions in the Expense Description field
• Always attach receipts or supporting documentation
• Select the correct expense type for faster processing
• Fill all required fields (*) to avoid rejection
• Review expense policy before submission

For Approvers (Admins/Managers):

• Check Approvals tab regularly (monitor badge count)
• Verify receipts and attachments match claimed amounts
• Apply approval criteria consistently across all requests
• Use remarks field when rejecting to provide clear feedback
• Process similar requests together using bulk selection
• Approve requests promptly to avoid employee payment delays

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Troubleshooting

Common Issues and Solutions

Cannot Submit Expense Request:

• Ensure all required fields (*) are completed
• Verify expense date is not in the future
• Check if expense amount is valid (positive number)
• Ensure expense type is selected
• Confirm file attachment meets size/format requirements

Request Not Appearing in List:

• Check if viewing correct tab (List vs Approvals)
• Verify filter settings are not excluding the request
• Refresh the page to load latest data
• Confirm submission was successful

Unable to Approve/Reject Requests:

• Verify you have appropriate approval permissions
• Ensure requests are selected (checkboxes checked)
• Check if requests are still in pending status

Attachment Upload Failing:

• Check file size limits
• Verify file format is supported
• Ensure stable internet connection
• Try different browser if issue persists

Bulk Actions Not Working:

• Confirm at least one request is selected
• Verify all selected requests are in appropriate status
• Check system permissions for bulk operations
• Ensure action buttons are enabled

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