In addition to being a representative for reimbursement submissions, you can also serve as a representative holding the role of Admin/Super Admin to submit employee cash advance requests within your company. There are 2 actions you can take to submit a cash advance: uploading the submission report and submitting the settlement report. To do this, follow the steps below.
A. How to Upload a Cash Advance Submission Report
- Go to the Transactions menu.
Then select the Claims tab.
Next, click “Submit claims”.
Then click “Cash advance”.
You will be directed to the following page. Click “Download template” to download the provided template.
- Once you have finished downloading the template, the following view will appear.
- You are required to fill in the Requestor Employee Code, Transaction Date, Amount, and Description fields.After filling out the data, you can upload it in CSV format with a maximum file size of 5 MB.
Next, click “Submit”.
If the data upload is successful, a notification will appear in the Update log.
After you click “Upload log”, you will be directed to the following page. Then your transaction status will change to “Processing”.
- If your transaction status is Failed, then the Cash advance submission you previously uploaded has failed. You can click “View details” to see the transaction details.
- Next, repeat the process of filling out the document data and make sure the data you entered is correct. Then, upload the data again.Once the data is successfully uploaded, the status of the cash advance submission will change to Awaiting review. Then, click “View details” to further review the transaction details.
Next, the data consisting of Employee ID, Transaction date, Vendor, and Amount will be displayed again. As an Admin, you are required to fill in the Claim category, Attachment, and Note columns that were previously assigned to the employee.
- If you click “Add attachment”, a view will appear directing you to upload files related to the claim category. You can upload up to 5 files with a maximum size of 5 MB. Then, click “Submit”.
- If the amount of money submitted exceeds the remaining limit, you need to delete the data by clicking the minus icon and adjust the amount by editing the data in the CSV file. Repeat the process of filling out and uploading the data and ensure all data is correct.Make sure all data is correct. Then, click “Submit”.
The status of your cash advance submission will change to Completed, indicating that the submission has been successfully made.
- You can view details of the successfully completed cash advance submission by clicking “View details”. The following view will appear.
- Data with a Completed status cannot be edited anymore.
- After submission to the respective employee, the employee will receive information related to this submission on the Mekari Expense mobile app.
B. How to Submit a Settlement Report for Cash Advance
- As an Admin/Super Admin, you can also submit a settlement report after submitting an employee’s cash advance. If the cash advance submission data has been successfully uploaded, it will appear on the following page with the status changed to Awaiting settlement. Click “Action” to proceed.
- Then click “Submit settlement report”.
Next, fill in the data consisting of Receipt amount, Vendor, Receipt, and Description.
- All data fields are required.
- You can upload up to 5 receipts.Then click “Submit”.
After submission to the respective employee, the employee will receive information related to this submission on the Mekari Expense mobile app.