Expense End-User Guide

May 11, 2020 01:54

Introduction

This guide will show how to use JustExpense on the mobile app as well as the Web version.

Steps (Mobile)

Download

Step 1: Download the JustExpense Mobile Application. Please refer to the images below:

IOS JustExpense App

Android JustExpense App

Step 2: Login to the app by keying in your Company ID, Username and Password.

The Homepage: It will show a summary of reports and expenses that are either Unreported or Unsubmitted. Also, the Recent Expenses and Reports.

Step 3: Click on one of the items on Recent expenses, for example:

Step 4: You will see the history and details for this particular submission:

Step 5: If you will go to Expense menu, you can click on to filter the information you want to view.

To Prepare Expenses Record

Step 1: Go to .

Step 2: Click on the icon and you will be brought to a page where you can input the expense details that you would like to submit.

Step 3: Click on to show the list of available categories.

Step 4: Click on and a calendar will show up for you to choose the date the expense was incurred.

Step 5: Input the amount in . field (negative value is not allowed)

Step 6: (Optional) Tap on to view the different tax rates that you can choose from.

Step 7: Type in a brief description on the field.

Step 8: Tap on to add the expense to an existing report or to create a new report. You can also leave this blank at this point and add the expense to a specific report at a later time.

Step 9: Tap on to choose from your device’s photo gallery, or to take a photo of receipts or documents that you would like to attach to this submission.

NOTE: The mobile app can auto-scan the receipt and populate the amount into Expenses detail when the user takes a photo of a receipt

Step 10: Click in the upper right corner of your screen.

Step 11: You should see the screen like the one below:

NOTE: If you have multiple Expense records, continue to create, and prepare expenses here.

The status of the expense you created is still “unreported”. This means that this hasn’t been added to a report and cannot be submitted for approval yet.

To Submit for Approval

Step 1: Go to .

Step 2: Click on the icon.

Step 3: You will see this screen below:

Step 4: Type in the title of the report (e.g., local expense) in the field.

Step 5: Indicate the coverage period of the expense items to be included in this report in the fields.

Step 6: This field will appear depending on how your account is set up. You can input the purpose for this report into this field.

Step 7: Once done, click on .

Step 8: Click on the report that was just created.

Step 9: Click on the name of the report.

Step 10: Click on “Include Expense”

Step 11: The screen will show all the expenses created. You can choose the expenses you want to include in the report and click on “Include” in the upper right corner.

Step 12: This time, you will see the total amount of the expenses included in the report on this screen.

NOTE that the status is still “Unsubmitted.”

Step 13: Click on the "Submit"

and the status will be updated to "Submitted"

NOTE: If in case after submission, you would like to modify any of the information you have submitted, you can click on the button at the bottom of the screen.

To Recall A Submitted Report

If in case there’s a need to edit the report you have submitted, you will need to recall the submission

Step 1: From the home screen, click on Reports:

Step 2: Click on the report you want to recall:

Step 3: Click on button at the bottom of the screen.

Step 4: Once you click on the Recall button, the status of the submission will change to “Unsubmitted”

Step 5: Once the status changes to “Unsubmitted”, you can then edit the details of the Report by clicking on the report you need to edit.

Step 6: Click on the icon at the top. You will then be able to edit the Title, Duration Dates, as well as the Business Purpose of the report as necessary.

Step 7: Once done, click on You can then follow the submission process to submit the report.

NOTE: If you need to edit the Expenses included in the report, follow steps 1-4 in “To Recall a Submitted Report” and then continue here:

Step 5: Click on Expenses:

Step 6: You will see the list of Expenses that you have created. Click on the expense you

need to modify and click on .

Step 7: After clicking on Edit, you will then be able to modify the details of the Expense like the Category, Date, Amount, Tax (Optional) and the Description.

Step 8: Once done modifying, click on . You can then follow the steps on including the expense to a report for submission.

To Approve Submitted Reports

Step 1: Login to JustExpense Mobile App.

Step 2: Click on the Pending Approvals section from the home screen.

Step 3: You will see the page below. Click on the item that you need to approve.

Step 4: You will then be brought to a screen wherein you can either Approve or Reject the submission:

Steps (Web)

To Prepare Expenses Record

Step 1: Login to your account on the computer.

Step 2: Click on .

Step 3: Click on .

Step 4: You will see the screen below.

**To add one/single expense record, you can complete the page as above image. Type in the necessary information for the expense and then click on .

** To add multiple expenses records, toggle to , you will then see the page below:

Type in the necessary information for each field. If you need to add more lines, click on .

If you want to save the information, click on .

To Submit for Approval

Step 1: Go to .

Step 2: Go to .

Step 3: Click on .

Step 4: Click on .

Step 5: You will see the pop-up window below.

Step 6: Input the .

Step 7: Indicate the date of coverage for the report on .

Step 8: This field will appear depending on how your account is set up. You can input the purpose for this report into this field.

Step 9: Next, put a tick on the expense/expenses you would like to include in the report:

Step 10: Click on and you will see the notification that the report has been created successfully.

Step 11: The screen you will see next is similar to below. Notice that the status is still unsubmitted.

Step 12: Click on the icon adjacent to the report you just created.

Step 13: You will be brought to the next page where you can submit the report:

Step 14: When you click on “Submit”, you will be asked to choose the approving officer, put a tick beside the name of the approving officer, click on submit.

Step 15: This time, you will receive a notification for a successful submission:

To Recall A Submitted Report

If in case there’s a need to edit the report you have submitted, you will need to recall the submission.

Step 1: Go to .

Step 2: Click on You will see the list of reports you have created.

Step 3: Click on the icon adjacent to the report you want to modify.

Step 4: You will see the button near the bottom of the page. Please click on it.

Step 5: Once you click on the recall button, you will notice that the submission status has changed to “Unsubmitted”.

**To modify the report details, go back to Reports Tab>Look for the report you wish to modify and then click on the . You will then be able to modify the details of the report, like the Report Name, Business Purpose, Start Date and End Date.

After making the necessary changes, click on . You can now submit as per steps given in submitting an Expense Report.

**To modify the expense details, follow steps 1-5 on “To Recall a Submitted Report” and go back to Expenses Tab.

Click on .

Look for the expense you wish to modify and click on the icon. You will then be able to modify the details of the expense, like Category, Date, Reference Number, Description, Amount, Exchange Rate, Tax, etc.

After making the necessary changes, click on You can then add the expense to a report for submission.