Expense Report Approval Process.

Scenario:

Staff Expense Claim Process

Employee files an expense report through Netsuite.
Supervisor gets notified through mail.
Supervisor approves the expense report by ticking the Supervisor Approval.
Finance Team will be notified.
The Finance Team will then review the claim and approves it by ticking the Accounting Approval on the expense report. Finance Team

Create a workflow for above expense Report Approval Process.

Solution:

Step 1: Define the Workflow

Navigate to SuiteFlow:

Go to Customization > Workflow > Workflows > New.

Workflow Basic Information:

Name: Expense Report Approval Process
Record Type: Expense Report
Sub Types: Standard
Release Status: Released
Execute as Admin: Yes (to ensure all actions have the necessary permissions)

Step 2: Create Workflow States

Initial State: Submitted:

This state represents the initial submission of the expense report by the employee.
No actions required in this state.

State: Supervisor Approval:

This state involves the supervisor’s approval.

State: Finance Review:

This state involves the finance team’s review and approval.

Step 3: Create Workflow Transitions

Transition from Submitted to Supervisor Approval:

Trigger: On Field Change
Field: Status
Condition: Status = Submitted

Transition from Supervisor Approval to Finance Review:

Trigger: On Field Change
Field: Supervisor Approval
Condition: Supervisor Approval = Checked

Step 4: Define Workflow Actions

Initial State Actions (Submitted):

Send Email to Supervisor:
Action: Send Email
Recipient: Supervisor (set dynamic recipient to the employee’s supervisor)
Subject: “Expense Report Submitted for Approval”
Body: “An expense report has been submitted by [Employee]. Please review and approve.”

Supervisor Approval State Actions:

Send Email to Finance Team:
Action: Send Email
Recipient: Esther, Jim, Ameila, Lam, Crystal (add these users individually)
Subject: “Expense Report Requires Review”
Body: “An expense report has been approved by the supervisor and is now pending your review.”

Finance Review State Actions:

Approve Expense Report:
Action: Field Update
Field: Status
Value: Approved
Send Confirmation Email:
Action: Send Email
Recipient: Employee (report submitter)
Subject: “Expense Report Approved”
Body: “Your expense report has been reviewed and approved by the finance team.”

Step 5: Configure State Transitions and Conditions

Configure Supervisor Approval:

In the “Supervisor Approval” state, add a condition to transition to the “Finance Review” state when the “Supervisor Approval” checkbox is ticked.
Add a condition that checks if the “Supervisor Approval” checkbox is marked.

Configure Finance Review:

In the “Finance Review” state, add a condition to transition to the final state when the “Accounting Approval” checkbox is ticked.
Add actions to update the expense report status to “Approved” and send a confirmation email to the employee.

Step 6: Testing the Workflow

Create Test Expense Report:

Submit Expense Report:

Ensure that the workflow sends an email to the supervisor.

Approve by Supervisor:

Log in as the supervisor and approve the expense report.
Verify that an email is sent to the finance team.

Approve by Finance Team:

Log in as a finance team member and approve the expense report.
Verify that the status changes to “Approved” and a confirmation email is sent to the employee.

Step 7: Deploy the Workflow

Review and Validate:

Ensure all transitions, conditions, and actions are correctly set up.
Validate the workflow by simulating the expense report approval process.

Activate Workflow:

Set the workflow to Released.
Save and deploy the workflow.

By following these steps, you will have a comprehensive workflow in place to handle the expense report approval process in NetSuite, ensuring all necessary notifications and approvals are managed efficiently.