Currently, users create Expense Receipts, then manually transfer them to Expense Claims, which are submitted for approval. This separation causes confusion and is time consuming.
We’re considering a new approach:
Add approval to the Receipt.
Once approved, use a Business Event to automatically create and submit the Claim.
Remove the approval step from the Claim.
Has anyone implemented this kind of flow? Is it practical or problematic? We're aiming for a smoother and more user-friendly experience.
How do you use the both form with the employees?
Thanks
Best answer by meganfriesen37
I have set this up for a customer in the past. I had to do it as 2 events - one to create the claim and one to submit (They manually release the claims, but you could add a schedule for that too). Just make sure to schedule the 2 events 5-10 minutes apart.
Depending on the timing of approvals and events, this can result in one employee getting multiple claims/payments rather than one large one, so possibly more work for AP?
Also how are approval limits set - i.e. if expense claims over $1000 require additional approval, but now because it was split into 3 receipts it doesn’t meet that threshold. Do you need to have exceptions for certain items
The advantage for this client was that it was clearer who the approver of each receipt was because different items/departments/projects had different approvers, but some employees previously would cross between multiple approvers on a single claim and things were confusing for approvers and required multiple approvers to process.
It’s a bit of a change in process that the users had to remember to remove the receipt from hold. They expected everything to be automated :)
I have set this up for a customer in the past. I had to do it as 2 events - one to create the claim and one to submit (They manually release the claims, but you could add a schedule for that too). Just make sure to schedule the 2 events 5-10 minutes apart.
Depending on the timing of approvals and events, this can result in one employee getting multiple claims/payments rather than one large one, so possibly more work for AP?
Also how are approval limits set - i.e. if expense claims over $1000 require additional approval, but now because it was split into 3 receipts it doesn’t meet that threshold. Do you need to have exceptions for certain items
The advantage for this client was that it was clearer who the approver of each receipt was because different items/departments/projects had different approvers, but some employees previously would cross between multiple approvers on a single claim and things were confusing for approvers and required multiple approvers to process.
It’s a bit of a change in process that the users had to remember to remove the receipt from hold. They expected everything to be automated :)
@meganfriesen37 I can trigger import scenarios manually to create claims, add approved receipts to claims, and release the claims but when I try to do this via automation schedule/business event, it fails due to security restriction. Do you have any tips for this?
Typically the business events are using the “admin” user ID. So you may need to create a “fake” administrator employee and put them at the top of the company tree to facilitate this process.
Typically the business events are using the “admin” user ID. So you may need to create a “fake” administrator employee and put them at the top of the company tree to facilitate this process.
Thank you, that is what I suspected but was trying to avoid setting up a fake employee if possible.
