In the Workflow menu under Mekari Expense Settings, the Admin/superadmin role can set a series of workflows for the Reimbursement and Cash Advance processes based on the amount. In this menu, you can set, edit, and delete the approval flow for Reimbursement or Cash Advance.
Important
Make sure you have read and understood the Overview of the Workflow Menu before starting to learn this guide.
Beforehand, you can learn about:
[Blog] Understanding the Basics of Workflow from Flowcharts and Their Uses for Business
Here is a guide on how to create reimbursement and cash advance workflows.
A. Reimbursement Workflow
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Go to the Workflow menu and click the "Claims" tab.
- Then select the "Reimbursement" tab. Next, click “Create workflow”.
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Fill in the maximum reimbursement amount limit as desired in the If amount is up to. You can also set the maximum limit according to policy by checking the Maximum limit checkbox.
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You can choose Need approval or No need approval.
A. Need approval: You can select Need approval to assign approval or approval levels in the reimbursement workflow. The following dropdown will appear when you select Need approval.
Description:No.
Button Name Description 1
Delete Step Button to delete a created step. This button can be used when the steps are already two levels or more. 2
Approval Type Button to select approval (the role that will approve the workflow) consisting of Approval line and Employee. 3
Select Approver Dropdown button to select an approver. 4
Delete Approver Button to remove a selected approver. 5
+Add backup approver Button to add a backup approver. 6
+Add step Button to add a step, making the approval process layered. B. No need approval: Select No need approval if the reimbursement submission does not require any approval.
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Then, select “Save”.
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Then, you can see the Reimbursement Workflow in the Reimbursement Workflow home page list ordered by amount.
You can perform Edit and Delete on the workflow by clicking the dropdown “Actions” on the item you want to change or delete.
- Workflow cannot be deleted if there are ongoing requests that have not been approved.
- Edited workflows will apply to new requests after the workflow is changed, and will not apply to workflows currently in the request process.
B. Cash Advance Workflow
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Go to the Workflow menu and click the "Claims" tab.
- Then select the "Cash advance" tab. Next, click “Create workflow”.
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Fill in the maximum cash advance amount limit as desired in the If amount is up to. You can also set the maximum limit according to policy by checking the Maximum limit checkbox.
-
You can choose Need approval or No need approval.
A. Need approval: You can select Need approval to assign approval or approval levels in the cash advance workflow. The following dropdown will appear when you select Need approval.
Description:
No.
Button Name Description 1
Delete Step Button to delete a created step. This button can be used when the steps are already two levels or more. 2
Approval Type Button to select approval (the role that will approve the workflow) consisting of Approval line and Employee. 3
Select Approver Dropdown button to select an approver. 4
Delete Approver Button to remove a selected approver. 5
+Add backup approver Button to add a backup approver. B. No need approval: Select No need approval if the cash advance submission does not require any approval.
- Then, select “Save”.
-
Then, you can see the Cash Advance Workflow in the Cash Advance Workflow home page list ordered by amount.
You can perform Edit and Delete on the workflow by clicking the dropdown “Actions” on the item you want to change or delete.
- Workflow cannot be deleted if there are ongoing requests that have not been approved.
- Edited workflows will apply to new requests after the workflow is changed, and will not apply to workflows currently in the request process.
That is the guide on how to create workflows in Mekari Expense.