By default, Cleemy allows users to declare outstanding expenses from any moment in the past, but not in the future. However, it is possible to prevent users from declaring expenses on certain dates in relation to the present:
- You can prohibit expenses which exceed a certain number of months.
- You can approve or expenses in the future, or not.
Prohibiting expenses that are too old
You can define the number of months during which a user can declare an expense. The delay extends over a number of calendar months: it is not a rolling date. For example, if it is June 24 and you restrict expenses older than two months, employees will not be able to enter expenses later than April 1.
This regulation can be defined in Configuration > Parameters in the “Maximum number of months of an expense” line. You can indicate:
- Any whole number of months (cf. previous example).
- 0 in the case where expenses will be approved regardless of when they were made.
Imposing a restriction on the entry of expenses in the past is particularly useful in two ways:
- Managing your account closings by using the “Regroup expenses by month” parameter. You can also have expense reports that only contain expenses in the same month and that are not too old.
- Regularize restaurant vouchers (if you also use Figgo). By opening the “Guests” report from a time period where users no longer have the right to declare expenses, you can be sure that the breakdown of restaurant vouchers completed by Cleemy will not be modified.
Authorizing the entry of expenses in the future
Some expenses, such as train tickets, do not have a specific receipt: the ticket will serve as the receipt, but it is dated for the day of the trip. If the trip does not take place before the next expense report of the employee, it is expected that he or she will be allowed to request to be reimbursed as soon as this expense is paid.
This function can be managed via Configuration > Parameters in the “Authorize expenses in the future” line.