Expense Request Status

This feature is available after applying for WORKS Finance.

In the Expense Request Status, you can check the status of plans requested through forms and the settlement status. You can also search and view the expense history by condition and download the history as an Excel file.

For more information on expense plan and settlement request forms, refer to Create Approval Documents.

Plan Request Status

You can check the expense plan request status. You can also search and view the plan request status by condition and download the list of plan request status as an Excel file.

The Plan Request Status menu is displayed if expense plan use status is set to ‘Y’ in the ‘Expense > Settings > Expense Settings’.

The Plan Request Status screen is laid out as follows.

Area Description
① Search Window Searches the plan request history by status, affiliated department, period, creator, participant, plan document number, document title, and project code (only provided if the admin has set to use project code).
② Download Downloads the plan request history as an Excel file. (Refer to Download List of Plan Request Status)
③ List of Plan Request Status Views the list of plan request status.

  • Click Plan Document Number in each row to check the document.
  • Click Affiliated Department in each row to check the organization chart of the department.
  • Click Creator in each row to check the creator information.
  • Click Participant in each row to check the participant list.
  • If the expense plan requester applied by entering a project code, click Project Code in each row to check related information.

Download List of Plan Request Status

The following shows how to download the list of plan request status as an Excel file.

  1. Click ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Expense’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Expense Request Status > Plan Request Status' from the menu.
  4. If necessary, enter the expense plan condition to be viewed in the search window, and then click ‘Search’.
    • You can view the list of expense plans that corresponds to the entered condition.
  5. Click 'Download'.
    • The list of expense plans is downloaded as an Excel file.
The downloaded file is saved as StatusUseApply.xlsx in the Downloads folder.

Settlement Request Status

You can check the expense settlement request status and request proxy settlement. You can also search and view the settlement request status by condition and download the list of settlement request status as an Excel file.

The Settlement Request Status screen is laid out as follows.

Area Description
① Search Window Searches the settlement request history by settlement status, affiliated department, period, creator, expense item, evidence type, place of use, participant, settlement document number, document title, currency code, and project code (only provided if the admin has set to use project code).
② Proxy Settlement Request Requests expense settlement on behalf of a user who can't request settlement because of an unavoidable cause. (Refer to Requesting Proxy Settlement)
③ Download Downloads the settlement request history as an Excel file. (Refer to Download List of Plan Request Status)
④ List of Settlement Request Status Views settlement requests as a list.

  • Click Settlement Document Number in each row to access the document.
  • Click Affiliated Department in each row to check the organization chart of the department.
  • Click Creator in each row to check the creator information.
  • Click Participant in each row to check the participant list.
  • If the expense plan requester applied by entering a project code, click Project Code in each row to check related information.

Requesting Proxy Settlement

If the user who wishes to request expense settlement can't request settlement, another use can request proxy settlement.

The following shows how to request proxy settlement.

  1. Click ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Expense’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Expense Request Status > Settlement Request Status' from the menu.
  4. Click ‘Request Proxy Settlement’.
  5. Enter the employee name or click the employee name from the dropdown menu.
    • The selected employee is displayed as the creator in the settlement request list. The proxy settlement requester is displayed as the agent.
  6. Enter the title, and then select the affiliated department.
  7. Create the proxy settlement request history. For more information on filling out the form, refer to Creating Expense Settlement Request Form.
  8. Click ‘Related Documents’ to attach documents related to the expense settlement request.
  9. Click ‘Settings’ for the approval line on the right side of the screen to set the approval line.
  10. Click ‘Share to All’ or ‘Share to Selected’ on the right side of the screen to set the sharing range.
  11. Click ‘Report’.

The admin can retrieve proxy request documents.

  • If document approval is not in progress (including automatic consent), ‘Retrieve’ is displayed at the bottom of the View Settlement Document screen.
  • Retrieving the document will immediately take you to the page where you can compose it again, and the existing document no longer appears in the list of settlement request status.

Download List of Settlement Request Status

The following shows how to download the list of settlement request status as an Excel file.

  1. Click ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Expense’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Expense Request Status > Settlement Request Status' from the menu.
  4. If necessary, enter the settlement request condition to be viewed in the search window, and then click ‘Search’.
    • You can view the list of settlement requests that corresponds to the entered condition.
  5. Click 'Download'.
    • The list of settlement requests is downloaded as an Excel file.
The downloaded file is saved as StatusSettleApply in the Download folder.
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