Odometer Expense Voucher

Understanding Odometer

An odometer in an expense voucher is like a counter that keeps track of how many miles / Kms a vehicle has traveled. It helps companies to figure out how much money should be reimbursed for using the vehicle on a trip, making sure everyone is treated fairly.

 

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.

 

Creating Odometer Expense Voucher from the Creation Page

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 Odometer 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 reading 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:

1. Email
2. Download 
3. Print

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

 

Distance Expense Voucher

Understanding Distance Expense Voucher

A distance expense voucher is the voucher prepared by the employee to track the expenses made by them for tracking the distance traveled by them.

 

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.

 

Creating Distance Expense Voucher from the Creation Page

Adding a distance expense voucher in AntMyERP is easy! You just need to put the important info into one place. You can add any number of distance 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 Distance 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 distance 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:

1. Email
2. Download
3. Print

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

 

GPS Expense Voucher

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

Google Map Integration

 

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:

1. Email
2. Download
3. Print

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

 

Auto Expense Vouchers

Understanding Auto GPS Expense Voucher

An auto gps expense voucher is the voucher that is auto generated in the ERP through Google Maps integration. This captures the entire commute of the employee i.e. to and fro and not just the distance they travel for the service call.

 

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

Google Map Integration

 

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 an Auto GPS Tickets Expense Voucher 

Auto GPS Tickets Expense Vouchers are generated automatically once the field service engineer manage the service calls from their Technician Mobile Apps.

 

Download / Print 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 Top bar.

 

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:

1. Email
2. Download
3. Print

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

 

Streamline Manual Expense Voucher

Understanding Manual Expense Voucher

A manual expense voucher is the voucher prepared by the employee to track the expenses made by them during the services done.

 

Creating General Expense Voucher from the Creation Page

Adding a general expense voucher in AntMyERP is easy! You just need to put the important info into one place. You can add any number of general 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 General 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 amount 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:

1. Email
2. Download
3. Print

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