Managing Expenses

This feature is available after applying for WORKS Approval.

You can view the expense plan documents for which you have been set as an attendee, as well as view the settlement status or budget status of expenses you requested. Also, when managing corporate cards by linking to credit card companies, you can search the usage history of corporate cards you have.

The Expense Management menu is available when a company has applied for Works Finance and has set up cost services.

Expense Plan Status

You can view approved documents among the expense plan documents you've created or documents for which you're set as an attendee.

The Expense Plan Status menu is displayed only if the ‘Expense Plan’ is set to use from ‘Expense > Settings > Expense Settings’.(Refer to Expense Settings)

The Expense Plan Status screen is laid out as follows.

 

Area Description
① Search You can search expense plan documents according to the affiliated department, period, expense item, project code, or document title.

  • When using as a corporate group, select the company from the search area to search.
② Type tab Creator: Searches expense plan documents you've created.

Attendee: Searches expense plan documents for which you're set as an attendee.

③ Expense Plan Document List You can check the information of expense plan documents, and when you tap the plan document number, you can view the details for the document.
  • If the expense plan requester is affiliated with 2 or more departments, then select the appropriate department for the search in the ‘Affiliated Department’ field in the search area.

  • If using as a corporate group, then expense plans in the concurrent group company will be searched, even if there’s no expense plan details in the primary company.

Expense Settlement Status

You can view approved documents among the expense settlement documents you've created or documents for which you're set as an attendee.

The Expense Settlement Status screen is laid out as follows.

Area Description
① Search You can search expense settlement documents according to the affiliated department, period, expense item, project code, evidence type, place of use, or document title.

  • When using as a corporate group, select the company from the search area to search.
② Type tab Creator: searches expense settlement documents you've created

Attendee: searches expense settlement documents for which you're set as an attendee

③ Expense Settlement Document List You can check the information of expense settlement documents, and when you tap the settlement document number, you can view the details for the document.
  • If the expense settlement requester is affiliated with 2 or more departments, then select the appropriate department for the search in the ‘Affiliated Department’ field in the search area.

  • If the affiliated department for the expense requested by the expense settlement requester is clear, then select the subject department (one affiliated department) and perform the search.

  • If using as a corporate group, then expense plans in the concurrent group company will be searched, even if there’s no expense settlement history in the primary company.

Corporate Card Usage History

The Corporate Card Usage History menu is only displayed if link with credit card company is enabled in ‘Expense > Settings > Expense Settings’ and corporate card was registered in ‘Expense > Settings > Manage Cards’. It is also displayed to employees who don't have corporate cards, but have been delegated with settlement. (Refer to Expense Settings and Manage Cards)

The Corporate Card Usage History screen is laid out as follows.

Area Description
① Search Window You can search according to the card number, approval date, place of use, settlement status, approval status, transaction type, and sales type.
② Corporate Card Usage List It displays the usage list of corporate cards.

  • You can tap ‘View More’ at the bottom of the list to view the previous history.
③ Settlement Status Not Settled: Corporate card usage was approved and can be settled. (However, it is displayed as Not Settled, even while settlement is ongoing, and it can't be settled if settlement is in progress.)

Settled: The settlement has been completed.

Exclude from Settlement: It was excluded from settlement and must be canceled before settling.

Settlement Delegated: Settlement was delegated to another employee, and it must be canceled before settling.

Unable to Settle: Unable to settle because the settlement period set by the company has passed. (Includes those excluded from settlement or settlements delegated.) Contact the Expense admin.

View Check the details for settlement delegation or exclusion.
Cancel Tap to cancel settlement delegation or exclusion.
Expense Settlement Request Request a single or multiple expense settlements.(Refer to Expense Settlement Request)
Exclude from Settlement exclude the corporate card usage history from the settlement.(Refer to Exclude from Settlement)
Delegate Settlement Delegate the settlement for the selected corporate card usage history to the employee who actually used it.(Refer to Delegate Settlement)

Expense Settlement Request

The following describes how to request expense settlement.

  1. On the Mobile Home's 'Service Menu', tap 'My Work'.
  2. Tap 'Manage Expenses > Approval Corporate Card Usage History' from the menu.

  3. If necessary, enter the corporate card usage history conditions to be viewed in the search window, and then tap ‘OK’.

  4. From unsettled items, select the item you want to request the expense settlement.

  5. Tap 'Expense Settlement Request'.

  6. Check the number of selected items and the total amount, and then tap ‘OK’.

    • It directs you to the Expense Settlement Request screen.

  7. Fill out the form by referring to Create Expense Settlement Request Form, and then tap ‘Report’.

If you select items with the same approval number, card number, and approval date, and if their total amount is 0, then the settlement amount is offset when they’re requested for settlement. Even if you tap ‘OK’ in the Check Expense Settlement Request History pop-up window, settlement status will be displayed as ‘Exclude from Settlement’ and you will not be taken to the Expense Settlement Request screen.

Exclude from Settlement

The following describes how to exclude an item from expense settlement.

  1. On the Mobile Home's 'Service Menu', tap 'My Work'.
  2. Tap 'Manage Expenses > Corporate Card Usage History' from the menu.
  3. If necessary, enter the corporate card usage history conditions to be viewed in the search window, and then tap ‘Search’.
  4. From unsettled items, select the approved item that is not applicable for the expense settlement request.
  5. Tap 'Exclude from Settlement’.
  6. In the Exclude from Settlement page, enter the reason for excluding, and then tap ‘OK’.
  7. In the notification pop-up window, tap ‘OK’.

    • The excluded items are not displayed in the corporate card linkage history selection page when requesting expense settlement.

    • You can tap ‘Cancel’ to cancel the exclusion or process the settlement again.

Delegate Settlement

You can select a history record that was used by another employee and delegate settlement to the employee who actually used it. A delegation notification email is sent to the delegated employee, and it is indicated in the corporate card linkage history selection page when requesting expense settlement.

The following describes how to delegate the settlement.

  1. On the Mobile Home's 'Service Menu', tap 'My Work'.
  2. Tap 'Manage Expenses > Corporate Card Usage History' from the menu.

  3. If necessary, enter the corporate card usage history conditions to be viewed in the search window, and then tap ‘Search’.

  4. Select the item to be delegated, and then tap ‘Delegate Settlement’.

  5. In the Delegate Settlement page, enter the department name or the name of the employee to delegate it to, and then select them.

  6. Enter the reason for delegation, and then tap ‘OK’.

  7. In the notification pop-up window, tap ‘OK’.

    • The delegated items are not displayed in the corporate card linkage history selection page when requesting expense settlement.

  • If you've been delegated with a settlement, but the delegated item is not an item you're responsible for, then request the cancellation of delegation to the employee who delegated it to you.

  • To cancel a settlement delegation, tap the icon displayed on the delegated item.

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