Expense Requests

EXPENSE REQUESTS APP

Home > Microsoft Power Apps Projects > EXPENSE REQUEST

Domain:

Finance

Technologies:

Microsoft Power Apps, SharePoint

Project Description:

This is a Power Apps canvas app which is created to manage the Expense submission requests. The SharePoint lists are used to store the requests.

This app provides the following functions:

There are 3 user roles:

1.  Submitter
2. Approver (Primary and Secondary Approver)
3. Finance Admin

1. Log in as a Submitter:

• When logged in as a submitter, the user can add a new Expense submission request.
•  The submitter can see all self-created expense submission requests.
•  Submitters can filter their expense submission requests by the record status and remittance type.
•  After a submitter submits a request, the Primary and Backup approver receive an email notification for approval.
•  Submitter can also add/edit templates that can be used to easily create new submission requests with pre-populated data to save time.

Login as an Approver:​

• Manager of the submitter is the primary approver of a request and manager of manager is assigned as a backup to primary approver. Apart from primary approvers, a request is required to be approved by one or two secondary approvers depending on the remittance amount and few other conditions. Secondary approvers can be Board or Staff DOAs. When such users open the app, they can view the requests pending for primary approvals.
•  Since this screen is common for primary and secondary approvers, when the “Show my approvals” checkbox is checked, approvers can see the expense submissions which only they can approve.

Primary/Backup Approver: 

• Approver can open the request, review it and either approve or reject it or they send it back for resubmission by providing comments.
•  If approved, the request will go to one or two secondary approvers for further approval depending on conditions.
•  If returned for resubmission, the submitter will receive an email notification and will be able to edit and resubmit the request which will go to primary approval.
•  If rejected, the submitter will get an email notification about the rejection.

Secondary Approver:

• Just like Primary approver, the Secondary approver can either approve or reject or return for resubmission.
•  Secondary approver can edit only DOA Approval fields.
•  If the secondary approver approves the request and it needs another secondary approval, the same process will occur for second secondary approval.
•  If the secondary approver approves and it does not need another secondary approval, the Finance Admin will receive an email notification for final approval.
•  When Secondary approver returns or rejects the submission then submitter gets an email notification just like it does when primary approver rejects or returns for resubmission.

3. Log in as a Finance Admin:

• Finance admin can see submissions that are pending approval by Finance admins.
•  Finance admin can filter submissions by Record status, Remittance type, and Submission dates. Also, they can see the summary of all expense submissions. 
•  Finance admin can edit only finance approval fields for a submission request.
•  A finance admin can Approve or Reject or Return for resubmission just like primary and secondary approvers, but they have more flexibility to edit their fields multiple times.
•  The submitter gets an email notification when the finance admin approves or rejects or returns the request.

Summary:

Finance admins can see submission requests summary details and can filter submissions using Record status.