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Table of Contents
12 Expenses ............................................................................................................................................................................................... 3
12.1 Budget ............................................................................................................................................................................................... 3
12.1.1 Budget ...................................................................................................................................................................................... 3
12.1.2 Budget Period ....................................................................................................................................................................... 4
12.2 Work Order ..................................................................................................................................................................................... 6
12.2.1 Create Work Order .............................................................................................................................................................. 6
12.3 Payments .......................................................................................................................................................................................... 6
12.3.1 Advance ................................................................................................................................................................................... 6
12.3.2 Payment................................................................................................................................................................................. 10
12.3.3 Debit Note ............................................................................................................................................................................ 14
12.3.4 Debit Note Receipt ............................................................................................................................................................ 16
12.3.5 Expense Request Upload ................................................................................................................................................ 18
12.4 Approvals ....................................................................................................................................................................................... 19
12.4.1 Advance ................................................................................................................................................................................. 19
12.4.1.1 Advance Certificates ................................................................................................................................................ 19
12.4.1.2 Advance Details ......................................................................................................................................................... 21
12.4.2 Payment................................................................................................................................................................................. 22
12.4.2.1 Payment Certificates ................................................................................................................................................ 22
12.4.2.2 Payment Details ........................................................................................................................................................ 24
12.4.3 Work Order .......................................................................................................................................................................... 26
12.4.3.1 Work Order Approvals list ..................................................................................................................................... 26
12.4.3.2 View Work Order ...................................................................................................................................................... 26
12.4.4 Budget .................................................................................................................................................................................... 29
12.4.4.1 Budget Approvals ..................................................................................................................................................... 29
12.4.4.2 View Budget ............................................................................................................................................................... 29
12.4.5 Budget Period ..................................................................................................................................................................... 31
12.4.5.1 View Budget Period ................................................................................................................................................. 31
12.4.6 Debit Note ............................................................................................................................................................................ 32
12.4.6.1 Debit Note List ........................................................................................................................................................... 32
12.4.6.2 View Debit Note ........................................................................................................................................................ 33
12.4.7 Debit Note Receipt ............................................................................................................................................................ 34
12.4.7.1 Debit Note Receipt List .......................................................................................................................................... 34
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12.4.7.2 View Debit Note Receipt ....................................................................................................................................... 35
12.5 Reports ............................................................................................................................................................................................ 36
12.5.1 Advance ................................................................................................................................................................................. 36
12.5.1.1 Expense Advance Details Report ........................................................................................................................ 37
12.5.1.1.1 Company ................................................................................................................................................................. 37
12.5.1.1.2 Department ............................................................................................................................................................ 37
12.5.1.1.3 Project ...................................................................................................................................................................... 37
12.5.2 Budget .................................................................................................................................................................................... 38
12.5.2.1 Expense Budget Details Report ........................................................................................................................... 38
12.5.2.1.1 Company ................................................................................................................................................................. 38
12.5.2.1.2 Department ............................................................................................................................................................ 38
12.5.2.1.3 Project ...................................................................................................................................................................... 38
12.5.3 Requisition ............................................................................................................................................................................ 38
12.5.3.1 Expense Requisition Details Report ................................................................................................................... 39
12.5.3.1.1 Company ................................................................................................................................................................. 39
12.5.3.1.2 Department ............................................................................................................................................................ 39
12.5.3.1.3 Project ...................................................................................................................................................................... 40
12.5.4 Vendor List ........................................................................................................................................................................... 40
12.5.4.1 Expense Vendor List Report ................................................................................................................................. 40
12.5.5 Work Order .......................................................................................................................................................................... 40
12.5.5.1 Expense Work Order Details Report .................................................................................................................. 41
12.5.5.1.1 Company ................................................................................................................................................................. 41
12.5.5.1.2 Department ............................................................................................................................................................ 41
12.5.5.1.3 Project ...................................................................................................................................................................... 42
............... 42
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12 Expenses
Expenses module provides tools for accurate tracking and control of common company expenses. It
handles, for example, salaries and wages for staff, administrative expenses for operations, marketing
and advertising costs for promoting developments, payment to vendors for delivering services to your
company, etc.
12.1 Budget
12.1.1 Budget
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Once the budget period is established, the next step is to formulate a budget, outlining how much your
company plans to spend on various expenses within the defined period. This structured approach ensures that
all financial activities are aligned with the company's financial goals and resources, allowing for effective cost
management and financial planning.
To formulate a budget, follow the below steps:
1. Navigate to Expenses > Budget > Budget > Budget List
2. Click Create Budget in the top right corner
3. On the filter panel, choose a company and budget period. Then, click Go.
4. Once you click Go, you are ready to add items to the budget.
5. Add New to add a new item.
6. Click Update once you have formulated the budget.
12.1.2 Budget Period
To begin using the Expenses module, the first step is to define a budget period. This period sets the timeframe
for which the company will plan and track its expenses. Depending on your organization's needs, the budget
period can be configured as quarterly, half-yearly, yearly or however it wishes to.
To set a budget period, follow the below steps:
7. Navigate to Expenses > Budget > Budget Period > Budget Period List
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8. Click Create Budget Period in the top right corner
9. Enter or select the required details for the budget period.
Fields
Explanation
Budget Period For
This field specifies the entity or division for
which the budget period is being defined. It
could be a particular department, project, or
the entire company, depending on how
detailed your budgeting needs to be.
Company
Here, you select the company or subsidiary
for which the budget is applicable. In
organizations with multiple entities, this
ensures that the budget is aligned with the
correct company’s financial planning.
From Date
This field denotes the start date of the
budget period.
To Date
This field indicates the end date of the
budget period.
Remarks
This field allows you to add any additional
notes or comments regarding the budget
period.
Is Active?
This field determines whether the budget
period is currently active. If selected as
‘Active’, the budget period is considered
active and will be used for financial tracking.
Status
This field shows the current status of the
budget period, such as "Draft," "Submitted,"
etc.
10. Once you have filled in the necessary information, click Create to finalize the budget period.
Modifying Existing Budget Details
The budget functionality allows you to modify the budget once it has been created. To modify the existing
budget details, follow the below steps:
• Navigate to Expenses > Budget > Budget > Budget List
• Move the cursor to the company and click on the corresponding period.
• Click on Modify to make the changes
• Click Update.
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12.2 Work Order
Work Order is a business document which is created to award a job for the Vendor or the supplier. Job can
be providing a service or supplying a material.
Work Order details the parties involved in the work and also details the specifics of the job, time period
and to whom it is awarded.
12.2.1 Create Work Order
Follow the steps below to access this feature to create a work Order:
1. Navigate to Expenses>>Work Order.
2. Work Order list page is displayed.
3. To create a new Work Order Click on Create Work Order on top right of the screen.
4. Create Work Order page is displayed.
5. Fill-in the details as shown in the table below , * denotes mandatory fields.
6. Click on Create to complete the step.
7. To Modify any information in the work Order, click on Modify, make necessary changes and click on
Update to Complete the work Order Creation process.
8. After the creation of Work Order it is subject to approval process.
12.3 Payments
12.3.1 Advance
Advance allows companies to manage advance payments made to employees or vendors before the actual
expenses are incurred. For example, an employee might receive an advance for a business trip, which will later
be reconciled with the actual expenses incurred during the trip. This feature tracks all advances issued and
ensures they are properly accounted for when the final expense claims are submitted.
To create an advance, follow the below steps:
1. Navigate to Expenses > Payments > Advances > Expense Requisition List – Advance
2. Once you are on the Expense Requisition List – Advance, click Create Advance in the top right corner.
3. You will be directed to the Advance Details page, where you need to input the required information to
proceed with the advance request. Begin by selecting the level at which the requisition will be created—
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whether at the Company, Department, or Project level—by using the radio buttons available on the filter
panel.
4. Next, within the same filter panel, specify additional details to refine your requisition. Choose the
appropriate Company, Department or Project (optional), Type, and Sub Type from the dropdown menus,
depending on the level of requisition you selected earlier.
5. Once all the necessary filters and details have been set, click the Go button to proceed. This action will
apply your selections and display the relevant fields and options for completing the advance request.
Item Grid
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Choose an item and enter the value of expense being incurred against that item. There are two ways to do it:
1. Click Add New if the items are to be added individually
2. If you have multiple expense items stored on an Excel Sheet, you may click the Upload option, download
an Excel File, arrange the data in the prescribed format and then upload the Excel File to the system.
Fields
Explanation
Certificate Type
Select the type of certificate relevant to the
advance payment, which categorizes the nature
of the transaction (e.g., Domestic or Import).
Vendor*
Choose the vendor to whom the advance
payment will be made. This field is mandatory
and links the payment to the specific vendor in
the system.
Place of Supply*
Indicate the place where the goods or services
are supplied.
Invoice Number
Enter the invoice number provided by the
vendor, which will be used to reference the
payment against the corresponding invoice in
the financial records.
Is E-Invoice
Specify whether the invoice is an electronic
invoice (e-invoice) as per regulatory
requirements. This is often necessary for tax
and compliance purposes.
Advance Date*
Enter the date when the advance payment is
requested or issued.
Certified Amount
Input the certified amount that has been
approved for payment. This is the sum
authorized by the certifying authority based on
the work or service completed.
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Tax Additions
Include any applicable taxes (e.g., GST) that
need to be added to the certified amount.
Total Tax Amount
This field, automatically calculated, represents
the total tax amount to be added to the
certified amount.
Gross Amount
The sum of the certified amount and the total
tax amount. This represents the total value of
the transaction before any deductions.
Net Gross Amount
The gross amount after deducting any
allowable discounts or adjustments. This figure
is important for determining the final
transaction amount.
Tax Deductions
List any applicable tax deductions (e.g., TDS)
that need to be subtracted from the gross
amount.
Total Tax Deductions
The total of all tax deductions applied, which is
subtracted from the gross amount to arrive at
the amount payable.
Amount Payable
The final amount that is payable to the vendor
after accounting for all additions and
deductions. This is the amount that will be
disbursed.
Round Off Difference Amount
This field accounts for any minor discrepancies
that result from rounding off the final payable
amount, ensuring that the financial records
remain accurate.
Mode Of Payment*
Select the method of payment, such as bank
transfer, cheque, or electronic transfer. This is a
mandatory field and dictates how the funds will
be disbursed.
Payment Due Date*
Select the date from the calendar by which the
payment is due.
Paying Favouring*
Specify the name of the person or entity in
whose favour the payment is being made.
Status*
Choose the current status of the payment
request (e.g., Draft, Submitted). This field is
mandatory and tracks the progress of the
requisition.
SAC/HSN Codes
Enter the SAC (Services Accounting Code) or
HSN (Harmonized System of Nomenclature)
codes, which classify the services or goods for
tax purposes.
Remarks
Add any additional notes or comments related
to the advance payment. This field can be used
to provide context or explanations for the
transaction.
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Documents Grid
Add any documents related to the advance under the Documents grid. To add a document, click Add New,
upload the document and then click Upload.
6. Click Submit
12.3.2 Payment
Payment handles the processing of payments for various expenses incurred by the company. This could include
payments for utilities, rent, salaries, vendor invoices, and more. The feature ensures that all payments are
recorded, categorized, and linked to the corresponding expenses, enabling a streamlined and transparent
payment process.
To create a payment, follow the below steps:
1. Navigate to Expenses > Payments > Payment > Expense Requisition List – Payment
2. Once you are on the Expense Requisition List – Payment, click Create Payment in the top right corner.
3. You will be directed to the Payment Details page, where you need to input the required information to
proceed with the payment request. Begin by selecting the level at which the requisition will be created—
whether at the Company, Department, or Project level—by using the radio buttons available on the filter
panel.
4. Next, within the same filter panel, specify additional details to refine your requisition. Choose the
appropriate Company, Department or Project (optional), Type, and Sub Type from the dropdown menus,
depending on the level of requisition you selected earlier.
5. Once all the necessary filters and details have been set, click the Go button to proceed. This action will
apply your selections and display the relevant fields and options for completing the payment request.
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Choose a SubType and enter the value of expense being incurred against that SubType category. There are two
ways to do it:
1. Click Add New if the items are to be added individually
2. If you have multiple SubType items stored on an Excel Sheet, you may click the Upload option, download
an Excel File, arrange the data in the prescribed format and then upload the Excel File to the system.
Fields
Explanation
Certificate Type
Select the type of certificate relevant to the
payment, which categorizes the nature of the
transaction (e.g., Domestic or Import).
Vendor*
Choose the vendor to whom the payment will
be made. This field is mandatory and links the
payment to the specific vendor in the system.
Invoice Amount
Enter the amount payable to the vendor /
contractor / consultant
Place of Supply*
Indicate the place where the goods or services
are supplied.
Invoice Number
Enter the invoice number provided by the
vendor, which will be used to reference the
payment against the corresponding invoice in
the financial records.
Is E-Invoice
Specify whether the invoice is an electronic
invoice (e-invoice) as per regulatory
requirements. This is often necessary for tax
and compliance purposes.
Invoice Date*
Enter the date when the payment is requested
or issued.
Certified Amount
Input the certified amount that has been
approved for payment. This is the sum
authorized by the certifying authority based on
the work or service completed.
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Tax Additions
Include any applicable taxes (e.g., GST) that
need to be added to the certified amount.
Total Tax Amount
This field, automatically calculated, represents
the total tax amount to be added to the
certified amount.
Gross Amount
The sum of the certified amount and the total
tax amount. This represents the total value of
the transaction before any deductions.
Net Gross Amount
The gross amount after deducting any
allowable discounts or adjustments. This figure
is important for determining the final
transaction amount.
Tax Deductions
List any applicable tax deductions (e.g., TDS)
that need to be subtracted from the gross
amount.
Total Tax Deductions
The total of all tax deductions applied, which is
subtracted from the gross amount to arrive at
the amount payable.
Amount Payable
The final amount that is payable to the vendor
after accounting for all additions and
deductions. This is the amount that will be
disbursed.
Round Off Difference Amount
This field accounts for any minor discrepancies
that result from rounding off the final payable
amount, ensuring that the financial records
remain accurate.
Mode Of Payment*
Select the method of payment, such as bank
transfer, cheque, or electronic transfer. This is a
mandatory field and dictates how the funds will
be disbursed.
Payment Due Date*
Select the date from the calendar by which the
payment is due.
Paying Favouring*
Specify the name of the person or entity in
whose favour the payment is being made.
Status*
Choose the current status of the payment
request (e.g., Draft, Submitted). This field is
mandatory and tracks the progress of the
requisition.
SAC/HSN Codes
Enter the SAC (Services Accounting Code) or
HSN (Harmonized System of Nomenclature)
codes, which classify the services or goods for
tax purposes.
Remarks
Add any additional notes or comments related
to the advance payment. This field can be used
to provide context or explanations for the
transaction.
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Documents Grid
Add any documents such as an invoice related to the payment under the Documents grid. To add a document,
click Add New, upload the document and then click Upload.
6. Click Submit.
12.3.3 Debit Note
The Debit Note menu item is used to issue debit notes to vendors or customers. A debit note is a document sent
by a buyer to a seller indicating a return of goods received on credit or a request for a price reduction. This
feature allows the finance team to document and manage such transactions, ensuring that the company's
accounts are accurately adjusted.
To create a debit note, follow the below steps:
1. Navigate to Expenses > Payments > Debit Note > Debit Note List
2. Once you are on the Debit Note List page, click Create Debit Note in the top right corner of your screen.
3. Add the following details
Fields
Explanation
Company*
Select the company for which the debit note is being
created. This is a mandatory field that ensures the
transaction is associated with the correct legal entity.
Certificate Type
Choose the type of certificate related to the debit
note, which categorizes the nature of the transaction
(e.g., service, supply, or work completion certificate).
Department
Specify the department within the company that is
initiating the debit note. This helps in tracking
departmental expenses and budget allocations.
Project
Select the project to which the debit note is
associated. This field links the debit note to a specific
project, ensuring accurate cost tracking and
reporting.
Vendor*
Choose the vendor to whom the debit note will be
issued. This mandatory field identifies the party
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responsible for the original transaction being
adjusted or corrected.
Type*
Select the type of debit note, such as a product
return, overcharge correction, or service adjustment.
This categorization helps in accurate financial
reporting.
Sub Type*
Choose the sub-type that further categorizes the
debit note, providing additional detail about the
nature of the transaction adjustment.
Work Order No.
Enter the work order number associated with the
debit note, if applicable. This links the debit note to a
specific contract or work order for tracking purposes.
Debit Note Date*
Specify the date on which the debit note is being
issued. This is a mandatory field and is crucial for
maintaining accurate financial records and timelines.
Reason*
Provide a brief explanation or reason for issuing the
debit note. This field helps document the purpose of
the debit note for future reference and audit trails.
Debit To Budget
Indicate whether the debit note amount should be
debited to a specific budget, ensuring that the
corresponding budget is adjusted accordingly.
Invoice No
Enter the invoice number that corresponds to the
original transaction being adjusted by the debit note.
This helps in reconciling the debit note with the
original invoice.
Debit Note Amount*
Specify the total amount of the debit note. This is the
amount being claimed back from the vendor or
adjusted against the original transaction and is a
mandatory field.
Debit Note Base Amount
Enter the base amount of the debit note before any
taxes or additional charges. This amount is used as
the basis for calculating any applicable taxes or
adjustments.
Reference Invoice Date
Provide the date of the invoice related to the debit
note. This helps in aligning the debit note with the
correct billing cycle and transaction history.
Reference Invoice No.
Enter the reference invoice number associated with
the debit note, ensuring that the debit note is
correctly linked to the corresponding invoice.
Remarks
Add any additional notes or comments related to the
debit note. This field allows for the inclusion of any
relevant details that may not be captured by other
fields.
Tax Addition
List any taxes that need to be added to the debit note
amount. This could include VAT, GST, or any other
applicable tax, ensuring compliance with tax
regulations.
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Total Addition Tax
The total of all tax additions applied to the debit note
amount. This field calculates the overall tax that
needs to be included in the gross amount.
Gross Amount
The total amount of the debit note, including the
base amount and all applicable taxes. This figure
represents the full financial impact of the debit note
on the vendor.
Documents Grid
Add any documents related to the debit note under the Documents grid. To add a document, click Add New,
upload the document and then click Upload.
4. Click Submit.
12.3.4 Debit Note Receipt
The Debit Note Receipt menu item manages the acknowledgment and processing of debit notes received from
vendors or suppliers. This feature records the receipt of debit notes, ensuring that the company’s records reflect
the reduction in the payable amount.
To create a debit note receipt, follow the below steps:
1. Navigate to Expenses > Payments > Debit Note Receipt > Debit Note Receipt List
2. Once you are on the Debit Note Receipt List page, click Create Debit Note Receipt in the top right corner
of your screen.
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3. Add the following details
Fields
Explanation
Company*
Select the company for which the debit note receipt is
being created.
Vendor*
Choose the vendor from whom the debit note receipt
is being received. This is a mandatory field that links
the receipt to the appropriate vendor in the system.
Receipt Currency
Specify the currency in which the receipt is being
made. This is important for accurately reflecting the
transaction value, especially in multi-currency
environments.
Receipt Date*
Enter the date on which the debit note receipt is
issued. And, then click Go.
Receipt Amount*
This field automatically displays the amount credited
back to the company by the vendor.
Payment Mode*
Select the method of payment used for the receipt,
such as bank transfer, cheque, or cash. This field helps
track how the payment was received.
Remarks
Add any additional notes or comments related to the
debit note receipt.
4. Once you click Go after selecting a receipt date, the Debit Note Details grid unlocks where you need to
enter the receipt amount. For example, if you receive 3000 against a total debit note of 4500, you will
enter 3000 under the Current Receipt Amount field.
5. Now, if you select any other instrument than cash under the Payment mode, a new grid called
Instrument Details unlocks just below the Debit Note grid details. Whatever instrument you select for the
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receipt of the debit note amount, you will enter the details of the instrument under the Instrument
Details grid.
6. Once you have added the necessary details as explained above, click Create. It involves an approval
process i.e., once submitted, it will move to the authority who has been authorized to approve it based
on the design of your approval hierarchy.
12.3.5 Expense Request Upload
Expense Request Upload facilitates the bulk upload of expense requests into the system. This feature is
particularly useful for companies dealing with a large volume of expense transactions. Instead of manually
entering each request individually, finance teams can prepare expense requests in a standardized format (such
as an Excel sheet) and upload them in bulk. This functionality significantly reduces manual data entry time,
minimizes errors, and enhances the efficiency of expense management processes.
To upload expense requests in bulk, follow the below steps:
1. Navigate to Expenses > Payments > Expense Request Upload > Payment Details
2. You will land on the Payment Details page, where you need to input the required information to proceed
with the expense request upload. Begin by selecting the level at which the requisition will be created—
whether at the Company, Department, or Project level—by using the radio buttons available on the filter
panel.
3. Next, within the same filter panel, specify additional details to refine your requisition. Choose the
appropriate Company, Department or Project (optional), Type, and Sub Type from the dropdown menus,
depending on the level of requisition you selected earlier.
4. Once all the necessary filters and details have been set, click the Go button to proceed. This action will
apply your selections and display the relevant fields and options for completing the bulk upload of the
expense request.
5. Download the Excel Template by clicking Download Excel Template. Arrange the data in the prescribed
format, upload the Excel file and click Upload.
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12.4 Approvals
Approvals for any business transactions is an essential step in monitoring the inflow and outflow of the
finances.
Approvals under Expenses modules helps achieve the same finance control, also it helps in efficiently
completing business transactions.
12.4.1 Advance
12.4.1.1 Advance Certificates
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Advance.
2. Advance Certificates page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as Exp.No/ Company /
Type / Sub Type / Dept-Project / Vendor / Payment Due Date / Amount / Status.
5. In this page user/admin can also approve records/transactions in bulk by selecting the required
From Status and To Status under the Bulk Approval option.
6. Enter the remarks, select the company and click on Update to complete the Approval task.
7. Alternatively User/Admin can click on respective Exp. No. and the said document can be
approved by changing the Status in the status field and by clicking on Update.
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12.4.1.2 Advance Details
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Advance.
2. Advance Certificates page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as Exp.No/ Company /
Type / Sub Type / Dept-Project / Vendor / Payment Due Date / Amount / Status.
5. To view a intended record click on respective Exp. No., Advance Details page is displayed.
6. In this page User/Admin are allowed to view the details related to Advance such as Company /
Amount / Tax Implications / Status
7. User / Admin are allowed to change the status of the Advance Details record and also can print
the record using the Print Template option.
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12.4.2 Payment
12.4.2.1 Payment Certificates
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Payment.
2. Payment Certificates page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
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4. Search results will display the intended record(s) along with details such as Exp.No / Company /
Type / Sub Type / Dept-Project / Vendor / Payment Due Date / Amount / Status
5. In this page user/admin can also approve records/transactions in bulk by selecting the required
From Status and To Status under the Bulk Approval option.
6. Enter the remarks, select the company and click on Update to complete the Approval task.
7. Alternatively User/Admin can click on respective Exp. No. and the said document can be
approved by changing the Status in the status field and by clicking on Update.
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12.4.2.2 Payment Details
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Payment.
2. Payment Certificates page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as Exp.No / Company /
Type / Sub Type / Dept-Project / Vendor / Payment Due Date / Amount / Status.
5. To view a intended record click on respective Exp. No., Payment Details page is displayed.
6. In this page User/Admin are allowed to view the details related to Advance such as Company /
Invoice Details / Advance Details / Debit Note Details / Tax Implications / Status
7. User / Admin are allowed to change the status of the Advance Details record and also can print
the record using the Print Template option.
Main Menu
Confidential and license use only
Copyright © 2004-2024 In4Velocity all rights reserved.
12.4.3 Work Order
12.4.3.1 Work Order Approvals list
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Work Order.
2. Work Order Approval List page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as WO ID / Work Order
No. / Company / Dept-Project / Vendor / Type / Sub Type / Amount / From Date / To Date /
Status.
12.4.3.2 View Work Order
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Work Order.
2. Work Order Approval List page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as WO ID / Work Order
No. / Company / Dept-Project / Vendor / Type / Sub Type / Amount / From Date / To Date /
Status.
5. Click on respective WO ID or Work Order No., View Work Order page is displayed.
Main Menu
Confidential and license use only
Copyright © 2004-2024 In4Velocity all rights reserved.
6. In this page User/Admin are allowed to view the details relating to Work Order / Work Order
Value / Tax Implications / Terms and Conditions / Documents.
7. User/Admin are allowed to change the status by click on the Status Field drop down, selecting
the required status and by clicking on the Update button to complete the approval step.
8. Users are also allowed to print the record using the Print option which is next to the Update
option.
Main Menu
Confidential and license use only
Copyright © 2004-2024 In4Velocity all rights reserved.
12.4.4 Budget
12.4.4.1 Budget Approvals
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Budget.
2. Budget Approvals page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as Sl. No. / Company /
Department / Project /Period / Status.
12.4.4.2 View Budget
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Budget.
2. Budget Approvals page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as Sl. No. / Company /
Department / Project /Period / Status.
5. Click on respective Period, View Budget page is displayed.
6. In this page User/Admin are allowed to view the details related to Company / Project / Type –
SubType / Current Status.
7. To change the status move to select a required Status from the Change Status drop-down list,
click on Update to complete the step.
8. To view the comparison on the budget click on Compare Budget Versions, View Budget
Comparison page pops-up in a separate window.
Main Menu
Confidential and license use only
Copyright © 2004-2024 In4Velocity all rights reserved.
12.4.5 Budget Period
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Budget Period.
2. Budget Period page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters in
the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as Sl. No. / Company /
Department / Project / Start Date / End Date / Status / Remarks.
12.4.5.1 View Budget Period
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Budget Period.
2. Budget Period page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters in
the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as Sl. No. / Company /
Department / Project / Start Date / End Date / Status / Remarks.
5. Click on respective Start Date / End Date, individual budget period record is displayed.
6. In this page User/Admin are allowed to view the
7. To change the status of the Budget Period, select the required status under the Status drop-down
list and click on Update to complete the step.
Main Menu
Confidential and license use only
Copyright © 2004-2024 In4Velocity all rights reserved.
12.4.6 Debit Note
12.4.6.1 Debit Note List
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Debit Note.
2. Debit Note List page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as ID / Company /
Vendor / Amount / Date / Status.
Main Menu
Confidential and license use only
Copyright © 2004-2024 In4Velocity all rights reserved.
12.4.6.2 View Debit Note
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Debit Note.
2. Debit Note List page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as ID / Company /
Vendor / Amount / Date / Status.
5. Click on respective ID., View Debit Note page is displayed.
6. In this page User/Admin are allowed to view the details related to Debit Note / Invoice Details /
Tax implications .
7. To change the status, click on Change Status link, select the required status from the drop-down
list and click on Update Status to complete the step.
8. User/Admin are also allowed to print the record using the Print option at the bottom of the page.
Main Menu
Confidential and license use only
Copyright © 2004-2024 In4Velocity all rights reserved.
1. Navigate to Expense>>Approvals>>Debit Note Receipt List.
2. Debit Note Receipt List page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as Receipt No /
Company / Vendor / Receipt Date / Amount / Status.
12.4.7.2 View Debit Note Receipt
Follow the steps below to access this feature:
1. Navigate to Expense>>Approvals>>Debit Note Receipt List.
2. Debit Note Receipt List page is displayed.
3. In this page users/admin can search for an intended records by providing the search parameters
in the search panel and by clicking on Go.
4. Search results will display the intended record(s) along with details such as Receipt No /
Company / Vendor / Receipt Date / Amount / Status.
5. Click on respective Receipt No., View Debit Note Receipt page is displayed.
6. In this page User/Admin are allowed to view the details related to Debit Note Details / Company
/Instrument Details .
7. To approve the record, click on Change Status link, select the required status and click on update
status to Complete the step.
8. User/Admin are allowed to modify the details using the Modify button, by clicking on the same,
making the necessary changes and click on Update button to complete the step. User/Admin can
also print the record using the Print option at the bottom of the page.
9. To view the Voucher Details, click on the same the window pops-up in a separate window.
