Expense Usage Guide | Chandra Works

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.

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

View Claim Details by selecting a specific claim.

Detailed View Includes:

Current Approval Status.

Search for Claim Number or Reimbursement Type.

Sort 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

4. Approvals

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

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.

5. Pending Payments

Accessible only to Finance team members or Payment Processors.

Functionality:

View all claims that are approved and awaiting payment.

Filter claims by:

Claim Number

Associate ID

Reimbursement Type

Generate Reports in Excel format.

Mark Claims as Paid after processing the payment.

6. Administration / Settings

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

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.

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.

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.

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.