Expense Tracker

Expense Tracker is a flex based intranet application which tracks the business expenses of all the employees in an organization

The main business features at a glance:

Raise and track Business Expense Vouchers
Generate diverse reports –

1. Employee Report
2. Expense Report
3. Bank Statement
4. SAP complaint expense voucher report in excel format. This excel file can be directly uploaded to your SAP system.

Extensive control panel to accommodate cost centres, employee details, Currency, Banks, expense types and companies.
Fully customizable to suite your needs.

Technical Features:

Rich Graphical user interface using Flex and Java.
Supports Windows 2000, 2003, XP, Vista and almost all Flavours of Unix.
Integrate with existing Windows Active Directory systems for authorization and authentication
Supports Oracle, MySQL and MS SQL Server
Can be deployed on all Java based Web Application Servers. The default application server supported is Tomcat 5.5
Integrate with your existing email system for related email services. The default support is for Microsoft Exchange Server 2003.
Fully Customizable to suite your specific needs.

Features Exploded:

Expense Tracker caters to the following types of users:

User Type	Functionalities Granted in the application
Employee	Create a new voucher and submit it to their line manager. Modify/Update/Delete their voucher/s. View their voucher/s.
Line Manager	Apart from the above-> Approve/reject/put on hold their subordinates/team members voucher
Finance Approver	Approve/reject/put on hold the LM approved vouchers View employee report. View Paid vouchers View Line manager approval. Generate and upload the SAP complaint excel document to the SAP system Generates the bank statement
Administrator	Is the super user. Maintains all the master data like bank, employee, project, expense, control panel etc

Support for Windows Active Directory :

Expense Tracker can communicate with directory services like Windows AD, thus enabling easier adoption of the product in existing enterprise deployments and allowing the existing authentication and authorization framework to be respected. The product can integrate with other LDAP based systems too. A standalone version without the need to integrate with third party authentication software also exists.

Voucher:

Create, Update, Delete, View and Print a Voucher. The details which are captured for a voucher are as follows:

Employee Name
Cost Centre
Company code
Company name
Date
Currency (All currencies are supported)
If a company has customized expense packages related to specific projects, a provision has been provided to select only expense types related to a particular project. This simplifies the entire expense claim process as the employee is limited to claim only the expenses pertaining to his project team.
Expense Type. Validation can be provided for specific expense types. For e.g. Validation is provided for mobile expenses in terms of the mobile number and the maximum amount that the employee can claim. It can also validate whether a claim ahs already been done for a particular time period. Employees can also upload the actual supporting expense artefacts in the form of Excel/word or scanned copies.
Amount
Billing Period
Total Amount
Remarks

An email will be sent to the respective manager/all concerned entities once a voucher has been created/modified/approved/rejected/put on hold.

Approval by Management:

Senior Mangers/Line Managers can approve/reject/put on hold their subordinate’s vouchers through an interface specifically designed for these entities

Approval by Finance Department:

The finance department can finally address their judgement on the vouchers which have been approved by managers to approved/rejected/put on hold/paid. Once the vouchers have been approved by the finance department and the payment made to the respective employee, they could generate the bank statement, SAP complaint expense excel file and expense reports. The SAP complaint expense excel file can later be uploaded to the SAP system.

Reports:

Employee Report: A report covering all details about the employees in your company
Employee Report:

A Date Wise expense report containing the following fields:
-Voucher Number, Voucher Date, Expense, Amount, Status

Bank Statement:

A bank wise report in excel format containing the following fields:
-Employee Code, Name, Company Code, Employee Email, Voucher Number, Bank Account Number, Currency

SAP Complaint Excel file:
A SAP system complaint excel file generated from the Expense Tracker data store which can be uploaded manually to the SAP Finance system. This is generated based on the SAP Document upload/SAP Journal upload version 4. This software has to be purchased by the customer. The SAP Complaint Excel file contains the following SAP based fields:

Document Date, Document Type, Company Code, Posting Date, Period, Currency, Reference, Header Text, Tax Amount, Tax Code, Company Code, Posting Key, Account, Amount, Cost Centre, WBS Element, Product, Product Type, Product RPG Cat, Product Prog, Product Group, Translation Date, COS Code, MDNS Computer, Customer Segment, Prime Product, Customer, Order, Text