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Expense

Using Expense Web Part

The Expense web part provides several functionalities:
1. Home Screen 

The landing page of the Expense Works provides quick access to: 

  • New Claim: Start a new reimbursement request. 

  • My Requests: View all claims submitted by the current user. 

  • Approvals: If the user is an approver, this button navigates to the approval screen. ​

2. New Claim Request 

Users can create a new claim by following these steps: 

  • Select the Claim Period. 

  • Choose the Reimbursement Type (e.g., General, Travel or Conveyance Expenses). 

  • Enter a Description of the claim. 

  • Add multiple Expense Details including: 

  • Expense Date 

  • Amount 

  • Bill Number 

  • GST IN 

  • Upload a PDF copy of the bill. 

  • Option to Save as Draft or Submit for Approval 

3. My Requests  

Displays claims submitted by the user. Claims are categorized based on their status: 

  • In Draft 

  • Pending Approval 

  • Clarification Requested 

  • Rejected 

  • Processed 

  • All 

 

Features: 

  • Search for Claim Number or Reimbursement Type. 

  • Column View Settings to customize visible columns and their order. 

  • Column Filters and Sorting similar to SharePoint list behavior. 

  • Excel Export (Current View / Default View). 

 

Detailed View Includes: 

  • Current Approval Status. 

  • Search for Claim Number or Reimbursement Type. 

  • Sort and Filter by Claim Number, Period, Type, Current Status, Description or Amount. 

  • Approver’s comments and decision history. 

  • Full Expense Details. 

  • If clarification is requested, users can: 

  • View the Comment. 

  • Respond via the Clarification Screen. 

  • Resubmit the request. 

  • If Rejected, users can edit and resubmit the request. 

  • Claims are Saved in Draft can be edited and Submitted for approvals ​

My Requests.png
4. Approvals  

Accessible only for designated Approvers (Manager / HR / Finance / Admin). 

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Functionality: 

  • View claims awaiting their approval. 

  • Select a claim to open the Claim Request Details view. 

  • Review claims and associated expense items. 

  • Choose to: 

  • Approve 

  • Request Clarification 

  • Reject 

  • Decisions should follow company reimbursement policies. 

  • Column View Settings to customize visible columns and their order. 

  • Column Filters and Sorting similar to SharePoint list behavior. 

  • Excel Export (Current View / Default View). 

Approvals-Finance.png
5. Pending Payments 

Accessible only to Finance team members or Payment Processors. 

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Functionality: 

  • View all claims that are approved and awaiting payment. 

  • Search claims by: 

  • Claim Number 

  • Associate ID 

  • Reimbursement Type 

  • Generate Reports in Excel format. 

  • Mark Claims as Paid after processing the payment. ​

  • Column View Settings to customize visible columns and their order. 

  • Column Filters and Sorting similar to SharePoint list behavior. 

PendingPayments.png
6. Administration / Settings 

The Administration / Settings module enables system administrators to manage configurations, user roles, and organizational data directly from the app interface. 

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Settings 

The Settings section includes three pivot tabs: 

​

A. General 

  • Locale Settings: Define Claim Period and Financial Year Start. 

  • Data Settings: Set Default Currency, Claim Tracking ID Prefix, and allowed attachment file types. 

  • Admin can Save changes made in both Locale and Data sections or Reset them to previously saved configurations. ​

B. Roles & Permissions 

  • Admin can assign specific roles to users such as HR, Admin, or Finance. 

  • Roles determine access to modules and functionalities across the app. â€‹

Setting-RolesPermission.png

C. Page 

  • This allows the administrator to configure SharePoint UI settings. Administrators can choose to show or hide specific SharePoint interface elements such as the O365 navigation bar, Hub navigation bar, Comments section and Page title. ​

Setting-Page.png

Administration Components 

The Administration area provides management tools for organizational data. 


Each component allows Admins to view, add, or edit entries through an integrated panel interface. 

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Available Components: 

  • Locations 

  • Departments 

  • Teams 

  • Cost Centers 

  • Associates 

  • Projects 

  • Approval Flows 

  • Email Templates (editable only; new templates cannot be added) 

  • Categories 

  • Merchants 

  • Expense Types 

 

Each list displays existing items with options to add new records or modify selected ones using the side panel editor. This modular structure simplifies master data maintenance without leaving the app. â€‹â€‹

7. Role-Based Access 

Access within Expense Works is strictly role-based, ensuring that each user sees only the components relevant to their responsibilities. 


Below are the navigation options and privileges for each role type. 

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7.1 Associates (Regular Users) 

Navigation Bar Items: 

  • Home 

  • New Claim 

  • My Requests 

  • Help 

Access Privilege: 

  • Submit and track personal reimbursement claims. 

  • Edit or resubmit claims after clarification or rejection. ​

7.2 Administrator Role 

​

Navigation Bar Items: 

  • All User components (Home, New Claim, My Requests, Help) 

  • Settings module (General, Roles & Permissions, Page) 

  • Administration module (Locations, Departments, Teams, Projects, etc.) 

 

Access Privilege: 

  • Configure system and page settings. 

  • Manage master data components (Departments, Cost Centers, Projects, Approval Flows). 

  • Edit email templates and other administrative lists. 

​​

7.3 Manager Role 

​

Navigation Bar Items: 

  • All User components 

  • Approvals module (for manager-level requests) 

​

Access Privilege: 

  • Review and approve Associates' reimbursement claims. 

  • Request clarification or reject claims as needed. ​

Admin panel.png
User Nav.png

7.4 HR Role 

​

Navigation Bar Items: 

  • All User components 

  • Approvals module (for HR-level approvals) 

​

Access Privilege: 

  • Validate policy compliance with submitted claims. 

  • Approve, reject, or request clarifications. ​

7.5 Finance Role 

​

Navigation Bar Items: 

  • All User components 

  • Approvals module (for Finance review) 

  • Pending Payments screen 

 

Access Privilege: 

  • Perform final financial validation. 

  • Generate reports and mark payments as processed. â€‹â€‹

Finance NAv.png

7.6 Admin Role (for Approval Component) 

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Navigation Bar Items: 

  • All User components Approvals module (for Admin-level review) 

  • Settings and Administration modules 

 

Access Privilege: 

  • Perform top-level approvals and overrides. 

  • Manage approval flows, templates, and configuration. 

Approval Admin Nav.png
8. Common List Features (My Requests & Approvals)
 

The following features are available consistently across My Requests and Approvals screens: 

A. Excel Export 

  • Export claim data to Excel. 

  • Two export modes: 

  • Current View – Exports data based on applied filters, sorting, and column selection. 

  • Default View – Exports system-defined default columns and order. 

Approvals-Finance2.png

B. Column View Settings

  • Select which columns are visible in the details list view.

  • Drag and drop columns to reorder them.

  • Save preferences for personalized list views.

My Requests1.png

C. Column Filters and Sorting

  • Apply sorting and filtering per column.

  • Clear individual or all applied filters and sorting.

  • Behavior aligns with standard SharePoint list experience.

My Requests2.png

D. Custom Navigation Bar

The Custom Navigation Bar allows users to personalize in-app navigation.

Features:

  • Add custom Labels or Links.

  • Edit existing navigation items.

  • Reorder navigation items (move up/down).

  • Convert navigation items into sub-links.

  • Promote sub-links back to main navigation items.

This enables role-specific or user-preferred navigation without leaving the app.

CustomNav.png
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