Raise a vendor expense from the employee portal

How can an employee raise an expense on behalf of a Vendor using the Employee Portal in Finnoto?

Raising an expense through an employee portal is a restricted activity, and it's role-based.

Step 1: Click on "Expense" menu card from the left navigation menu.

Click on the "+Raise Expense" button given on the top of the portal.

The "Upload Documents" page will open.

Here, you can select a file or drag and drop the file (e.g., receipts). Click on the "Next" button.

.Uploaded Document.

On the left side of the page, you can see the uploaded receipt or document. Above the document, there are buttons for uploading more documents, table view,zooming in/out of the document, and downloading the document.

Vendor Expense.

On the top right corner of the page, you will find a toggle button for "Reimbursement" and "Vendor Expense".Select "Vendor Expense".Note: Raising an expense through an employee portal is a restricted, role-based activity. If you cannot find this option on your portal, please contact your FinOps administrator. In the "To" field, click on the "+Add Client" button. A list of all your added businesses will appear. Select the appropriate one. In the "From" field, click on the "+Select Vendor" button. A list of vendors attached to the selected business will appear.

Fill in the details of the expense.

Enter the Invoice Number. Select the invoice date from the calendar by clicking on the corresponding field. Enter the Invoice amount of the expense. Enter the taxable amount. Select "Department," "Expense Head," and "POC Email" from their respective dropdown menus.

Selection of Payee:

In the Payment card, select "Pay To" as Vendor.

In the Taxes card.

Click on the "+ Add Taxes" button. In the Taxes card, you will find four active tabs. Click on each tab to add the corresponding details.a) GST: The system will automatically display whether GST is IGST or SGST/CGST based on your bill address. Select the GST percentage, and the amount will be automatically calculated. If you want to add more GST fields, click on the "+ Add GST Field". To delete a GST field, click on the delete icon. b) Cess: If cess is applicable to your expense, enter the amount in the field provided. c) TDS: If TDS is applicable, select the category from the dropdown menu. The percentage and amount will be automatically calculated. d) TCS: If TCS is applicable, select the TCS tab and enter the TCS percentage. The amount will be automatically calculated. Click on the save button to save the tax. All the details of the saved tax will be displayed in the taxes card. If you want to edit the tax, click on the "Edit Taxes" button in the Taxes card.

Description and Save.

In the Description card, write the description of the expense. This field is mandatory and has a character limit of 255. After filling in all the details, click the save button to save the expense. Once saved, the expense details page will open.Here you can check the details that you have entered like the creation details, the documents that you have uploaded, the approval workflow that this invoice will follow and the added notes to this invoice.

Actions on raised expense.

You can perform several actions on your invoice, including adding documents, adding notes, duplicating, checking the audit log to review actions taken on your invoice, adding tax, recalling the expense if it's obsolete, and putting the expense on hold.Note: The option to put the expense on hold will only appear if you have the authority to do so. If you don't have this authority, you won't see this option.