Submit Receipt / COD Request in App

Modified on Fri, 10 Mar 2023 at 02:17 AM

TABLE OF CONTENTS

Watch a video
COD Process Overview
Ability to Submit COD Receipts: Employee Role
List of Requests
Create a COD Request
Send Request for Approval
Re-submit rejected COD

Watch a video

Watch a video about Cash-On-Delivery Purchasing Module

COD Process Overview

One kind of job expense that is difficult to capture and allocate is small purchases made on company credit cards or made by employees in the filed and submitted for reimbursement.
Particularly with CC Statements it can be a pain to figure out which purchases went to which Jobs.
In Fieldclix we refer to these as “COD”, or “Cash on Delivery” purchases.
The AP COD Module lets us capture COD Receipts from the field at the moment of purchase. The user enters them in the Mobile App, photographs the receipt and submits it.
The system generates a COD Purchase record on submittal with the entered data added to the card.
Usually, companies configure the COD to be transformed into a Vendor Invoice which can then be processed in the FCX VIM Approval Interface.
COD Purchases are validated like other Vendor Bills and can then be approved by stakeholders.
COD Expenses reflect against Budgets on Validation.
After Approval, COD Purchases push to QB where an AP manager can pay them with a CC account or cut a check for Employee Reimbursement.

Ability to Submit COD Receipts: Employee Role

Users can submit COD Receipts through the App only if this option has been enabled for them. To enable this an HR Manager must assign the “Allow COD Requests” Role on the Roles tab of the Employee's Employee Card. Once, enabled, the Employee can access COD Receipts via the “Requests” Mobile App Module.

List of Requests

Once you open the Purchases module, you will see the list of COD Requests for the last 6 months.

On the COD Purchases screen, you can:

1. Create a new COD Request.

2. Filter requests by stage:

• Draft — created, but no submitted COD. You can edit, delete and attach a picture.
• Pending — waiting validation. Just view, not available for editing.
• Audited — waiting approval. Just view, not available for editing.
• Approved. Again, you can just view an approved request, but not edit.
• Rejected — can be re-submitted. Re-submit option creates a new request and pre-fills all data from the rejected request. Change data where appropriate.

3. View, edit, delete and re-submit requests.

Create a COD Request

You can create a COD Purchase request for the last 30 days.

1. Click on the + icon to create a new request.

2. Fill in all fields.

3. Save the request: tap on the green arrow icon.

4. Add a receipt photo if a purchase category stipulates it. It means that some purchase categories requires media and description. You will be warned about this when you submit your request.

5. Submit the request.

Send Request for Approval

Re-submit rejected COD

You can re-submit rejected COD requests. To do this, open a rejected request → click on re-submit icon → change data if necessary and repeat steps described above.