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How to Create an International Workflow [Claims]

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Learning Center Mekari
  • Updated

Through the Workflow menu in Mekari Expense, Admin or Super Admin can set up a workflow tailored based on the transaction amount. This menu also provides settings to create a special workflow for international currency reimbursement claims.

Important
Make sure you have read and understood the Overview of the Workflow Menu before starting to study this guide.

You can first learn about:
[Blog] Understanding the Basics of Workflow from Flowchart and Its Uses for Business

Here is the guide on how to create an International Workflow for Claims.

  1. Select the Workflow menu and click the "Claims" tab.

  2. On the “International” tab, click “Create workflow” then select International.

  3. You will be directed to the Create workflow page. Complete the workflow creation form as explained below.

No. Button/Column Name Description
1. Workflow name Fill in the name of this claims workflow.
2. Type Choose the claim type for this workflow setting. You can select one or both options.
3. Currencies

Select the currencies for this claims workflow. The system only allows you to select up to 5 currencies in one workflow. Available currency options include (GBP) Pound Sterling, (HKD) Hong Kong dollar, (INR) Indian rupee, (JPY) Japanese yen, (MYR) Malaysian ringgit, (NZD) New Zealand dollar, (PHP) Philippine peso, (RUB) Russian Ruble, (SAR) Saudi riyal, (THB) Thai baht, (TWD) Taiwan Dollar, (USD) United States Dollar, and (VND) Vietnam Dong.

 

For example, if you select MYR, employees can submit claims in Malaysian Ringgit.

  1. Then, in the Claim approval rule section, you can set the employee claim approval workflow. Here is the explanation.

No. Button/Column Name Description
1. Doesn’t require approval Enable this option if employee claim submissions do not require any approval process.
2. Approval step 1

This is the first layer of approval for the claim workflow you are setting up.

If you choose Approval line as the condition for the approval layer, then this approval step is a default standard configured following your company's approval system settings. For example, the default approver is Approval line - 1 upper line, meaning 1 position above the employee submitting the claim.
3. Add more approver

Use this option if you want to assign multiple parties to approve the claim with the same authority as the first layer holder, referred to as Any of these approvers can also approve. Thus, the selected approver can substitute the first approver when approving the claim.

For example, if you select by Employee ID, you just need to choose the ID and employee name in the provided column. If there is an error when entering data, you can delete the entry by clicking the "-" icon.
4. Add approval step

Use this option if you want to add an approval layer, so there are more than one approval layers for each claim. To remove this layer, you can click “Remove”.

For example, each employee claim must go through two approval steps, namely Supervisor and Branch Manager. So, you need to create 2 (two) approval layers.

  1. If the International Claim Workflow creation form is completed, click “Save & publish”.

  2. The workflow is successfully created and you will be directed to the International Claims Workflow list page as follows.

  3. You can perform certain actions on the created workflow by clicking “Actions”.

    - View details: Click to see the workflow details page. On this page, you can also edit any information by clicking the “pencil” icon.

    - Edit workflow: Click to change the information of this workflow.
    - Delete: Click to delete this workflow. On the pop-up that appears, confirm your action by clicking the “Delete” button.

That concludes the explanation on how to create a claim submission workflow with international currency in Mekari Expense through the International Claim Workflow Settings feature.