Aerchain.io

TABLE OF CONTENTS

• Expense Explained
• How to Raise an Expense Request
• Fields Explained

Expense Explained

Expenses modules in Aerchain allow users to request reimbursements for the expenses incurred while on duty for the company. This article explains some of the essentials of the expense module and guides you on how to raise an expense request in Aerchain.

Please note that, when you raise an expense request, make sure that the requested value is within the limits that you are allowed to claim for the claiming month. The admins set the expense limits on a per-month basis. You can find your limits displayed on the expense request page while you create an expense claim.

How to Raise an Expense Request

Follow the below steps to raise an expense request on the Aerchain customer portal.

1. Login to the Aerchain customer portal.
2. Click the Modules icon.
   
3. Click Expenses under the Expenses module.
   ✔️ The Expenses listing page opens.
4. Click the + New button.
   ✔️ The Expense creation overlay opens.
5. Fill in the values.
6. Click the Submit button.
   
7. OPTIONAL: Click the Save button to save a draft, and Cancel to cancel the expense request.
8. Type and select the approvers.
9. Click the Submit button.
   ✔️ The Expense request is submitted for approval.
   

You have successfully submitted your expense requests. It is sent to the approvers and proceeds further based on their decision. When approved, it moves to the accounting team. When rejected it is closed rejected. When put on hold, you'll get a notification to act upon it.

Fields Explained

The fields on the creation page are explained in the table below.

Fields	Explanation
SUBJECT	The subject of the expense report.
COMPANY	The company the user is allowed to raise a claim to.
LOCATIONS	The location this request is being raised from.
DEPARTMENT	The department this request is being raised to.
MONTH	The month for which the expense request is raised.
EMPLOYEE REFERENCE	The unique reference ID of the employee who is raising this request.
DESIGNATION	Designation of this requester.
EXPENSE PERIOD	The start and end dates of this expense request.
ITEMS
S.NO	The serial number of the item in the list.
NARRATION	The narration about the item.
CLAIMED AMOUNT	Your claim amount.
BILL NUMBER	The bill number of the expense.
DATE	The date of the expense incurred.
TYPE	The type of the expense.
ACTIONS	The following are the icons available in the Actions column. Upload icon - To upload corresponding files. Attachments icon - To view the attachments. Remove Item icon - to remove the item from the list.
NOTES	To add notes along the expense claim.
	Displays your monthly claim limit balance.
	Cancel - To cancel the expense request. Save - To save the expense request claim as a draft. Submit - To Submit the expense request claim.

Please feel free to reach out to support@aerchain.io should you have any questions or feedback.