Its own approval chain
Utility bills follow their own approval chain. You set it up for utility bills, apart from the chains for trips and expense claims.
Utility bills for stores
A retail company with many stores gets many utility bills. In Xpense each bill is filed against its store, approved, completed by accounts and posted to SAP as a vendor invoice.
Watch: utility bills for stores
The flow
Utility bill management, from the store to the books
Store files
The bill is filed against the store and the vendor.
Approval
The bill follows the utility approval chain.
Accounts
Accounts add the tax code, HSN and TDS details.
SAP
The approved bill posts to SAP as a vendor invoice.
Paid
The bill shows as paid when the payment is recorded.
Stores
Stores set up the way you run them
Each store is set up in Xpense with its company, its city, its cost centre and a category.
You name the categories yourself, so they can match how you run your stores, for example FOCO and COCO. A category is only a label. Bills are filed in the same way for every store.
Filing
Filing a bill, step by step
The person at the store, or whoever handles its bills, opens a utility expense and fills in four things.
- Pick the store and the vendor.
- Enter the bill number.
- Enter the invoice amount.
- Attach the bill.
What happens after filing
The accounts step
Before posting, accounts add the tax code, the HSN and the TDS details to the bill.
Posted to SAP as a vendor invoice
An approved utility bill posts to SAP as a vendor invoice.
Paid status
When the payment is recorded, the bill shows as paid in Xpense.
Where bills are filed and how they are reported
From the mobile app
Utility bills can be filed from the Xpense mobile app.
Through the WhatsApp assistant
Utility bills can be filed through the WhatsApp assistant.
Filter and export
Utility reports can be filtered and exported with the store, the vendor and the bill number.
Questions about utility bills
What does Xpense do for store utility bills?
Stores file their utility bills in Xpense. A bill is filed against a store and a vendor, with the bill number, the invoice amount and a copy of the bill.
How are stores set up?
Each store is set up with its company, city, cost centre and category. You name the categories yourself, for example FOCO and COCO.
Is a bill handled differently for one category of store?
No. A category is only a label. Bills are filed in the same way for every store.
Who approves a utility bill?
Utility bills follow their own approval chain, which you set up for them.
What happens after a utility bill is approved?
Accounts add the tax code, HSN and TDS details. The bill then posts to SAP as a vendor invoice, and it shows as paid in Xpense when the payment is recorded.
Can a store file a bill from a phone?
Yes. Utility bills can be filed from the mobile app and through the WhatsApp assistant.