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 of expenses you requested. Also, if corporate credit card is managed through linking with credit card company, you can search usage history of your corporate credit card.

The Expense Management menu is available when a company has requested WORKS Finance and has enabled the Expense service.

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 if expense plan use status is set to ‘Use’ in the ‘Expense > Settings > Set Expense’.

The Expense Plan Status screen is laid out as follows.

Area Description
① Content Tab
  • Creator: View expense plan documents you created.
  • Attendees: View expense settlement documents for which you are an attendee.
② Search Window Search expense settlement document by affiliated department, period, expense item, document title, and project code.

  • When using as a corporate group, employees appointed to concurrent positions can be searched by selecting ‘Company’ in the search field.
  • Project Code: Only displayed if the admin enabled use of project codes. (Refer to Common Code Settings)
③ Download Download the expense plan document list as an Excel file (Refer to Download Expense Plan Document List)
④ Expense Plan Document List Check expense plan document information. Click the plan document number to view the document details.
⑤ Number of Items Displayed Sets the number of expense plan documents to be displayed on a single page of the list.
  • 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 window.
  • 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.

Download Expense Plan Document List

The following describes how to download the expense plan document list as an Excel file.

  1. Click the icon at the top right of the PC web screen, and then click ‘My Work’ in the pop-up window.
  2. Click at the top left of the screen, and then click 'Manage Expenses > Expense Plan Status' from the menu.
  3. If necessary, enter the search condition for the expense plan document in the search field and click ‘Search’.
    • Expense plan documents that match the search conditions will be displayed.
  4. Click Download’.
    • Expense plan document list will be downloaded as an Excel file.
The downloaded file is saved as SearchUseApply.xlsx in the Downloads folder.

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 Type tab
  • Creator: View expense settlement documents you created.
  • Attendees: View expense settlement documents for which you are an attendee.
② Search Window Search expense settlement document by affiliated department, period, expense item, document title, and project code.

  • When using as a corporate group, employees appointed to concurrent positions can be searched by selecting ‘Company’ in the search field.
  • Project Code: Only displayed if the admin enabled use of project codes. (Refer to Common Code Settings)
③ Download Download expense settlement documents as an Excel file (Refer to Download Expense Settlement Document List)
④ Expense Settlement Document List Check expense settlement document information. Click the plan document number to view the document details.
⑤ Number of Items Displayed Sets the number of expense settlement documents to be displayed on a single page of the list.
  • 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 window.
  • 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

You can regularly check the history of corporate cards that you hold, as well as request settlement for usage history that hasn't been settled. Also, if the corporate card is shared with other colleagues, you can delegate settlement so that the actual user can request settlement, as well as exclude unnecessary usage history from settlement.

  • 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 always displayed to employees who have corporate 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)
  • If using as a corporate group, then company name is added to search conditions for employees who are appointed to concurrent positions. You can search all corporate cards for all the corporate groups in the ‘Card Number’ item in the search window.

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

Area Description
① Search Window Search by card number, approval date, place of use, settlement status, document number, approval status, transaction type, sales type, and currency code
② Expense Settlement Request Click to display the usage history of the corporate card selected from the list and click ‘OK’ to request expense settlement. (Refer to Compose Expense Settlement Request Form)
③ Exclude from Settlement Click to exclude the corporate card usage history selected from the list from settlement
④ Delegate Settlement Click to delegate settlement of the corporate card usage selected from the list
⑤ Corporate Card Usage List Display the corporate card usage list
⑥ 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.
Click to view details for settlement delegation or settlement exclusion
Click to cancel settlement delegation or settlement exclusion
⑨ Number of Items Displayed Sets the number of corporate card usage history to be displayed on a single page of the list.

Expense Settlement Request

The following describes how to request expense settlement.

  1. Click the icon at the top right of the PC web screen, and then click ‘My Work’ in the pop-up window.
  2. Click at the top left of the screen, and then click 'Manage Expenses > Corporate Credit Card' from the menu.
  3. If necessary, enter the search condition for the corporate card usage history in the search field, and then click ‘Search’.
  4. Select usage history that hasn't been settled, and then click ‘Expense Settlement Request’ to settle it.
  5. Review the Check Expense Settlement Request History pop-up window, and then click ‘OK’.
    • It directs you to the Expense Settlement Request screen.
  6. Fill out the request form by referring to Compose Expense Settlement Request Form, and then click ‘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 click ‘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. Click the icon at the top right of the PC web screen, and then click ‘My Work’ in the pop-up window.
  2. Click at the top left of the screen, and then click 'Manage Expenses > Corporate Credit Card' from the menu.
  3. If necessary, enter the search condition for the corporate card usage history in the search field, and then click ‘Search’.
  4. Select usage history that hasn't been settled and should not be settled, and then click ‘Exclude from Settlement’.
  5. Check the details in the Exclude from Settlement confirmation pop-up window, enter the exclusion reason, and then click 'OK'.
    • Excluded usage will not be displayed in the linked corporate card usage history when requesting expense settlement.

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 notice email is sent to the delegated employee. When requesting expense settlement, the delegation details will be displayed in the Select Linked Corporate Card Records pop-up window.

The following describes how to delegate the settlement.

  1. Click the icon at the top right of the PC web screen, and then click ‘My Work’ in the pop-up window.
  2. Click at the top left of the screen, and then click 'Manage Expenses > Corporate Credit Card' from the menu.
  3. If necessary, enter the search condition for the corporate card usage history in the search field, and then click ‘Search’.
  4. Select the history you want to delegate and click 'Delegate Settlement'.
  5. In the Delegate Settlement pop-up window, enter the department or name of the employee to delegate settlement to.
  6. Enter the reason for delegating settlement, and click ‘OK’.
  7. Check the selected details and click ‘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 delegation of settlement, click the cancel icon displayed next to the delegated usage history.
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