Understanding GPS Expense Voucher
A GPS expense voucher is the voucher prepared by the employee to track the expenses made by them by tracking the locations traveled by them. The employee have to simple put the start and end location to create the GPS Expense Voucher
Settings and Preferences
There are three things that should be checked for making full utilization of the Expense Voucher.
Enabling Mileage Expense Voucher
Setting the Approval System for Expense Voucher
User Permission
Enabling Mileage Expense Voucher
Navigate to Left Menu > Settings
New Page will appear and now navigate to Masters > Finance
Click on the Mileage Expense Voucher option from the options present in the top bar.
Check the Enable/ Disable checkbox.
This will show the mileage (distance in miles or kms).
You can also change the Cost Per Unit here depending on various factors like mode of transport etc.
Setting the Approval System for Expense Voucher
Navigate to Left Menu > Settings
New Page will appear and now navigate to Masters > Task
Under the Task Settings, you can add the 2nd Approver as desired. You can make multiple entries also.
Save the changes.
Note: The 1st Approver will always be according to the hierarchy i.e. the employee’s Reporting Manager.
Once the approval is done as per the approval setting, this expense is added in the account ledger of the employee and once the accounts make the payment to them, it is reconciled.
User Permission
Navigate to Left Menu > Settings
New Page will appear and now navigate to Users and Roles
Select the employee for which you need to grant the permissions.
Scroll to the Action dropdown menu and select the Edit option.
Click on the Permission option.
Under the Expense Voucher option, enable radio buttons Expense Voucher and Manage auto GPS Voucher.
Click on Save.
Google Map Integration
To make Auto GPS Expense Voucher for Service Tickets functional, Google Key should be configured to the ERP. Google Key can be generated by integrating Google Map with the ERP
Creating GPS Expense Voucher from the Creation Page
Adding a GPS expense voucher in AntMyERP is easy! You just need to put the important info into one place. You can add any number of gps expense vouchers in AntMyERP. Here’s what you do.
Navigate to Left Menu > Finance > Expense Voucher
You will lands in Voucher Listing Page
Click the + Icon button on the top right corner of the page.
Select the option GPS Expense Voucher from the dropdown menu.
Enter all mandatory fields along with all the details of your expenses.
You can also upload the desired image of receipt in the document field.
After entering all the details, click Save.
Note: The Start and End Location should be filled manually by the employee.
Cost Center : If you mark Yes in the Cost Center, then you have to enter the Ticket no. against which this expense needs to be booked. This will help you to map the expenses to a particular customer.
Billable : If you mark Yes in the Billable , you need to add the billable amount. Once you save this expense voucher, an automatic Task is created for the accounts department to bill this expense to a customer.
Account Head: You can select the account head under whom you want this expense voucher to be added.
Productivity Tool: You can add Expense Voucher from the Quick Add directly
Download Expense Voucher
Navigate to Left Menu > Finance > Expense Voucher.
Locate the Expense Voucher in the expense voucher list.
Click on the Download option from the Action dropdown menu.
Make the necessary changes to the expense voucher details.
Save the updated information.
View/ Print Expense Voucher
Navigate to Left Menu > Finance > Expense Voucher.
Locate the Expense Voucher in the expense voucher list.
Select the View/ Print option from the Action dropdown menu.
It will show up the expense voucher which you can:
- Download
Note: The employee can add an Expense Voucher Via Technician Mobile Apps also.
Approval of Expense Voucher
In Expense Voucher, there are two users who need to give the approval of the expense voucher before the accounts department makes the expense voucher payment.
These users will be configured by following the Approval System Rules.
Approver can see all the voucher they have to approve in their login on the Expense Voucher Listing Page
Once both approval is done, the voucher goes to the account department for making the payment.
Payment of Expense Voucher
Account department can make the payment only once the approval is done as per the Expense Voucher Approval Rules.
They can see all the Approved Expense Voucher at Left Menu > Finance > Payment > Pending Payment
Field & Description:
This section provides a comprehensive overview of the various fields and their descriptions when adding an expense voucher details within AntMyERP.
Auto Expense Vouchers
Distance Expense Voucher
