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Expense claim conversion

Introduction

Zahara has a workflow step that will convert an order to an invoice automatically. This has been designed for expense processing. An expense claim can be raised and sent for approval. At the end of the approval process, the expense claim can be converted into an invoice and exported into the finance system (Xero, MYOB, QBO etc). The step you will need to add to a workflow is “Order to Invoice”.

 

Workflow step settings

The step you will need to add to a workflow is “Purchase order to invoice”. This has the following options: 

Image depicting the convert order to invoice workflow step

Business Unit – You can select to transfer the order (expense claim) from one business unit to another. This is useful if you have created a separate business unit for expenses. The choice here would be your business unit that is connected to your finance system – Xero, QuickBooks, SmartSync or MYOB.

If you select to change business units, you will need to specify the division to assign it to and any additional workflows you need to run after creation. 

Export On Create – If the order is simply transferring from an order into an invoice, then it could be you would like to export the invoice into the finance system.

Close After – You can also opt to close the purchase order so it’s not shown in the purchase order / expense list view.  

 

History & Documents

Once the Order / Expense claim is converted, the order history will transfer into the invoice so you have a complete audit trail. 

The PDF documents created as part of the expense claim will also transfer into the invoice and will show in the document history. These should be the combined expense receipts created as part of the expense claim. The invoice PDF will be the audit trail of the claim. 

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