Bills from every store
A utility bill is filed against its store and its vendor, with the bill number, the invoice amount and a copy of the bill.
Expense management for multi-store retail
Store utility bills are filed per store, approved and posted to SAP as vendor invoices. Petty cash and advances are tracked through to settlement.
Multi-store retail
What is hard with many stores, and what Xpense does
Many stores to keep track of
Every store is in Xpense with its own cost centre.
Cash at the store
Petty cash and advances are requested in Xpense.
Getting bills into the books
An approved bill goes to SAP as a vendor invoice, and is marked paid once the payment is recorded.
How it runs
A utility bill, from the store to the books
Utility bills follow their own approval chain.
Store files
The store enters the bill and attaches a copy.
Approval
The approvers in the chain act on it.
Accounts
Accounts complete the tax code, HSN and TDS.
SAP
The bill posts to SAP as a vendor invoice.
Paid
It shows as paid when the payment is recorded.
Stores
Stores set up the way you run them
A store carries its company, its city, its cost centre and a category.
The categories are yours to name, FOCO and COCO for example, and a category is only a label.
Filing
Filing a bill, step by step
Whoever handles the bills for a store opens a utility expense and fills in four things.
- The store and the vendor.
- The bill number.
- The invoice amount.
- A copy of the bill.
Petty cash, advances and approvals in the portal
The advances list, the history of one advance request and the approvals list, shown with demo data.
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The advances list in the portal, with demo data. -
The history of an advance request, with demo data. -
The approvals list in the portal, with demo data.
The parts of Xpense that matter here
An approval chain for utility bills
You set the chain up for utility bills, apart from the chains for trips and expense claims.
Approvals for everything else
Approval workflows are multi-level and set per module and per company.
The accounts step
Before a bill posts, accounts fill in its tax code, HSN and TDS details.
Expense reports to SAP
Expense reports post to SAP once approved, with GL mapping.
Reports by store
Utility reports are filtered and exported with the store, the vendor and the bill number.
Settlement in more than one currency
Advance settlement is tracked end to end, in more than one currency.
Policy check on claims
An expense claim is checked against your policy when it is submitted, by rule.
Dashboards
There are dashboards for finance, for managers and for travel.
Petty cash
Petty cash and advances, through to settlement
An advance or a petty cash request is followed from the request to its settlement.
Each advance has a timeline of its approvals and actions.
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An advance, settled. Shown with demo data.
On a phone
Filed from the store, on a phone
A store can file its bills from the Xpense mobile app, or through the WhatsApp assistant.
- The app is on Android and iOS.
- The bill number and amount are entered and the bill attached.
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The app menu.
Who uses what
What each team gets
CFO
Finance, manager and travel dashboards, and approval and action logs.
CFO pageFinance controller
Duplicate receipts flagged on expense claims, and GST details validated at submission.
Finance controller pageHR shared services
Access is role-based, so store staff see what their role allows.
HR shared services pageQuestions
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.