Solutions Blog

Process
The employee completes the expense report. He sends it to the supervisor, who approves or rejects the expense. When the expense is approved, it is forwarded to the accounting department, which gets the expense reimbursed.
You can enhance the process by using an upload action to attach an invoice receipt to the expense form.
 
Workflow with WorkflowGen
1/ The employee opens his/her browser and logs on to WorkflowGen.

2/ He/she clicks “New request” and selects "Expense report”. He/she then accesses the “Action follow-up form”.

3/ He/she clicks "Initiates” and the form corresponding to the selected request is displayed. The employee completes the form and clicks “Submit form”.

4/ At this point an e-mail message is sent to the employee with the subject line reading “One new action has been allocated to you”. In fact, in this process the two fisrt actions are done by the requester. He/she clicks "View action" in the email.

5/ He accesses to the "Action follow-up form" and clicks "Upload". The second action he/she has to do is to "Upload" the invoice related to his/her request. He/she clicks "Launch action". eFormGen Doc-Upload is displayed, he/she clicks "Browse" to select the invoice file on his computer. After having chosen the right file, he/she clicks "Send the form".

6/ By clicking "Assign this action to a person" list, He/she assigns the third action to his/her Supervisor.

7/ An email message is sent to the Supervisor selected with the subjet line reading "One new action has been assigned to you".

8/ By clicking “View action”, the Supervisor accesses the “Action follow-up form”. He can consult the joined invoice by clicking "Invoice". By clicking the action assigned to him/her (here, a validation), the form opens again. The supervisor complete the appropriate areas to approve or refuse the application, before clicking “Send form”.

9/ There are now two options:
- if the Supervisor doesn't approve the expense form, the process is closed and the employee is notified by e-mail.
- if the Supervisor approves the request, it is forwarded to accounting, which gets the expense reimbursed.

10/ In the case of Supervisor approval, the accounting participant is notified by e-mail  that an action was assigned to him/her. By clicking "View action" he/she accesses "Action follow-up form". He/she consults invoice receipt then he/she clicks "Creates" and the form is displayed. When the reimbursement check will be created he/she will fill the field "Proceed" "YES" into the form and will click "Submit form".

11/ An email notifies  the employee that his/her request is closed and he/she will be refunded soon.