The project details for an expense are captured using a form field added to the expense form. Employees can choose the project under which they need to file the expense.
To begin, select the gear icon next to your profile in the top right corner of your screen to go to admin settings.
Add projects
From the left side panel select Expenses and Projects.
You can add projects individually or in bulk. Select your preference.
Add project
This will take you to an Add project form where you can fill in various details of the project. Fields marked with an asterisk are mandatory.
Project Name: Enter a name for the project
Categories: Select categories for which the project will be applicable.
Once you have filled in the details, select the Add Project button.
The project will be added to the table. You can use the search bar to search for a particular project.
Bulk add or update projects
Select the Download template button to instantly download an Excel template in which you can fill in the project details.
Once filled in, select Upload file to upload the template.
On uploading the template the projects table will populate with the data entered.
Disable Projects
If a project is no longer in use and you don't want it to show as an option on the expense forms, you can disable it by toggling it to No.
To re-enable the project, use the same step to toggle it to Yes.
You can select multiple projects at once and disable or enable them all at once.
If you wish to disable projects entirely select the Disable button in the top right corner.
Filters
To access only active or enabled projects, a filter is available by default and set to Enabled: Yes To access additional filters, select All filters and apply the required filters.
Set project-based approvals
If you have an approval process based on projects in your business, you can apply project approvers and set a workflow so the expenses go through the same approval process on Expense Management.
Select one of the listed projects or create a new project.
In the pop-up box, scroll down and add email addresses for approver 1 and approver 2.
Select Update Project to save your changes.
The approvers are added to the projects. For the reports to be routed to the project approvers, you'll have to define the workflow accordingly.
If you need further assistance with projects, reach out to our support team at support@capitalone-fylehq.com.