You may only file a handful of expenses a year, and Flex HRM isn't a system you use every day. When you have a receipt in your hand, you want to register the expense, submit it and be done, without having to learn about travel expense claims and settings.
With our new app, you can submit your expense for review as soon as you've registered it. But if your organisation requires a purpose on the travel expense claim, or if an account code that should be taken from the travel expense claim was missing, you were never asked whether to submit the expense. It was left unsubmitted. Now you get the question in those cases too, and the app helps you fill in what's missing so you can finish in one go.
The app asks for what's missing
The travel expense claim is created and handled automatically in the background when you register an expense in the app. That keeps registration quick, but it also means you don't see the header details of the travel expense claim. Two details can be required there:
- Purpose, if your organisation requires a purpose on the travel expense claim.
- Account code, if an account code field is mandatory but is only shown in the header details of the travel expense claim and not on the expense itself.
If either of these is empty when you answer yes to "Do you want to submit your expense for review?", the app asks for the value before the expense is submitted. You fill in what's missing and you're done. You don't need to know where the detail lives or find the travel expense claim.
Your comment becomes a suggested purpose
If you've already entered a comment or a purpose on the expense (depending on the expense type), the app suggests that text as the purpose of the travel expense claim. You can accept the suggestion right away or edit it before you continue. If you haven't entered a comment or purpose, the purpose field is empty and you type it in yourself.
This way you rarely have to write the same thing twice.
No unnecessary questions
The app only asks when it's actually needed. If the account code field is already shown on the expense, under "Connected to", you enter the account code there as usual and no extra question appears. If the purpose and account code already have values, the expense is submitted as soon as you answer yes.
The expense is submitted once everything is in place
An expense isn't submitted for review until all mandatory details have a value. If you choose not to fill in the purpose or account code when the app asks, the expense isn't submitted. It stays unsubmitted, just like an expense with other validation errors, and you can submit it later.
For administrators
There are no new settings to configure. The app follows the settings you already have in Flex HRM:
- Whether a purpose is required is controlled by the "Require purpose" setting under Settings > Travel > Travel expense claims > General.
- Whether and where an account code dimension is shown, and whether it's mandatory, is controlled under Settings > General > Account code dimensions, on the "Travel" tab.
Done with your expense – right away
This improvement is made for people who register an expense now and then and don't want to spend time learning how travel expense claims work. The app guides you through what's needed, at the right moment and often with a ready-made suggestion. You finish your expense in one go instead of leaving it unsubmitted. For the finance department, it means more complete travel expense claims and less follow-up afterwards.
The feature will be released in our new app in the coming days.
