Expense approvals

Set the steps claims go through

1. Leave Settings for, at the top of the page, on The whole organization, or choose a unit to give it a chain of its own.
2. Type the chain's Name.
3. For each step, type what it is called, such as Finance manager, and choose Who decides: a unit lead (or coordinator where there is no lead), whoever approves money for the organization, or a specific person.
4. For a specific person, choose them in Person.
5. Press Add step for another, up to 6. Move a step with its arrows, or take it out with its cross.
6. Press Save changes on the bar that appears.

Then: Claims made from now on go through it, one step at a time: each step's approvers are told a claim needs a decision, and the next step's once it is agreed. Whoever approves money at the claim's unit still agrees it last, at the last step or straight after it.

Rather not? Press Discard on the bar to put the chain back as it was last saved. Where Purchase orders are switched on, press Purchase orders above the chain to set the chain orders go through, the same way and kept apart from the claims' chain; nobody decides their own order either.

Who: A unit lead step goes to any one Unit lead, or to the coordinators where there is no lead, at the claim's unit or the nearest unit above it that has either.

Daniel wants every claim to pass the unit lead and then the finance manager. Daniel keeps step 1, the unit lead, adds step 2 called Finance manager, chooses Grace as the one person who decides it, and presses Save changes. The next claim goes to its unit lead, then to Grace.

Add a step only for larger claims

1. On the step, press Add condition.
2. Type the amount in Only run if the amount is more than, in the chain's own money.
3. Read What the claimant sees: a claim over the amount and one under it, as a claim will show them.
4. Press Save changes on the bar that appears.

Then: A claim at or under the amount shows that step skipped. A claim in other money than the chain's always goes through the step, because its amount cannot be compared.

Rather not? Press Remove condition to make the step apply to every claim again.

Claims over 5,000 should also go to head office. Mary Ann adds a third step, Head office, decided by whoever approves money for the organization, only if the amount is more than 5000. In the preview, a claim of 7,420 goes through all three steps, and one of 1,280 shows the third skipped.

Give a step a deadline

1. Choose how long the step may wait in Deadline: from 1 day to 14 days.
2. Or choose No deadline.
3. Press Save changes on the bar that appears.

Then: A step still waiting when its deadline passes reminds its approvers once, the night after. The claim still waits for them: a deadline never decides it.

Give one unit its own chain, or turn one off

1. Choose the unit under Settings for, at the top of the page: the line beside it says whose claims the chain is for.
2. Set its steps and press Save changes.
3. To stop using it for a while, turn off Claims go through this chain and press Save changes.
4. To take it away, press Remove this unit's chain, then Remove it.

Then: The units beneath it take its chain too, unless they keep their own; Units with their own chain lists them. Turned off, its claims go to whoever approves money at their unit — not to the chain above it. Removed, its claims use the chain above it again.

Rather not? With the whole organization chosen, press Remove the organization's chain, then Remove it, and claims go to whoever approves money at their unit, as before chains.

If a claim waits at a step and nobody decides it

1. When nobody the step names can decide it — no unit lead or coordinator in the claim's line, the person named has left, or they made the claim — it goes to whoever approves money at the claim's unit instead.
2. If every one of them has agreed an earlier step already, it goes to them again.
3. Press Open claims to see where each claim stands.

Then: Every step agreed and still waiting? The last step was agreed by somebody who does not approve money at the claim's unit: whoever does still decides it last, as before chains.