The Expense Management module handles internal employee and departmental expense requests from initial submission through to final receipt confirmation. Each request moves through a defined sequence of stages: submission, approval, disbursement, and receipt. Separate screens serve each role in the process, ensuring that the right people see and act on each stage.Documentation Index
Fetch the complete documentation index at: https://ombamanual.ombaerp.com/llms.txt
Use this file to discover all available pages before exploring further.
How the expense lifecycle works
Requester submits an expense request
The requester opens Expense Management > Expense Request, clicks Add New, and fills in the request form. Once submitted, the request enters the Pending state and becomes visible to approvers.
Approver reviews and decides
An authorised approver opens Expense Management > Expense Approval to see the queue of pending requests. Each card shows the requester, date, narrative, requested amount, and the budget balance for that expense account. The approver clicks Accept to approve or Deny to reject the request.
Finance disburses the approved amount
Once approved, the request appears in Expense Management > Expense Disbursement. A finance user selects the bank account to pay from, adds any remarks, and clicks Confirm to record the payment. This marks the request as disbursed.
Role-based responsibilities
- Requester
- Approver
- Finance
As a requester, your responsibilities are to submit expense requests and to confirm receipt of funds after disbursement.
You can attach a supporting document (PDF only) before submitting. Click Process Data to send the request for approval.To check the status of a previous request, enter its request ID in the search bar on the Expense Request screen and click Search.
Submitting a request
Navigate to Expense Management > Expense Request and click Add New. Fill in the following fields:| Field | Description |
|---|---|
| Date | The date of the expense |
| Expense account | The G.L. expense category this request falls under |
| Department | The department the cost should be allocated to |
| Description | A clear explanation of what the expense is for |
| Amount | The amount you are requesting |
Confirming receipt
Once finance has disbursed your approved request, it will appear in Expense Management > Expense Receipt under Pending Receipts. Review the details and click Confirm to acknowledge that you have received the funds. This closes the expense cycle for that request.Status tracking
Every expense request has a status that reflects its current stage in the lifecycle:| Status | Meaning |
|---|---|
| Pending | Submitted by the requester, awaiting approver action |
| Approved | Accepted by an approver, awaiting disbursement |
| Denied | Rejected by an approver |
| Disbursed | Payment recorded by finance, awaiting receipt confirmation |
| Received | Requester has confirmed receipt of funds |