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Overview of the process

This section helps you configure a sample application on One Resource platform

Application in consideration - The Reimbursement flow

The flow we need to Digitize

Let’s assume you’ve been tasked with the responsibility of digitizing a reimbursement process, this is how it would look like :
  1. 1.
    You have to maintain a master dataset of items where new items (For which reimbursement can be requested by any employee)
  2. 2.
    The employees will have access to a reimbursement form that can be filled out on both the mobile App & Web.
  3. 3.
    Depending upon the reimbursement amount, it could be approved or denied at two levels.
    • If the reimbursement amount exceeds INR 10,000, it will be assigned to the direct manager.
    • Amounts greater than INR 10,000 would be assigned to the department head.
    • The Invoice image/PDF must be attached while raising the reimbursement.
  4. 4.
    The manager and department head receive an Email and In-App notification whenever a reimbursement application is assigned to them.
  5. 5.
    The employee receives updates about the final status of the application.

Data to be captured

Item master

Field Name
Field Type
Field Values
Mandatory
Remark (if Any)
Item ID
Text
Each itemID should follow a pattern #ITM-001 #ITM-002 and so on
Yes
it should be autogenerated, user shouldn't be able to add values to this field
Item Name
Text
Any value
Yes
Item Description
Text
Any value
No
Unit price
Number
Any value
Yes
Item Unit
Drop down
gram, kilogram, liters, ml, count
Yes

Reimbursement form

Field name
Field Type
Field Value
Mandatory
Keep editable
Remark
Name of the employee
Text
It should be populated from user profile automatically
Yes
No
Email of the employee
Email
It should be populated from user profile automatically
Yes
No
Phone number of the employee
Phone
It should be populated from user profile automatically
Name of the item
Text
It should come from Item master. Values should be shown in a drop down
Yes
Yes
Item ID
Text
Populate from Item master.
Yes
No
Auto populated from item master
Item Description
Text
Populate from Item master.
No
No
Auto populated from item master
Unit Price
Number
Populate from Item master.
Yes
No
Auto populated from item master
Unit
Text
Populate from Item master.
Yes
No
Quantity
Number
Any value
Yes
Yes
User will provide the quantity
Total amount for reimbursement
Number
Quantity * Unit price
Yes
No
It should get auto-calculated based on inputs
Invoice Attachement
Doc/Image
PDF/JPEG/PNG
Yes
Yes
Approval remarks
Text
Any value
Yes
Yes
Only the approver of the reimbursement will be able to add this remark while approving
Status
Status
Submitted, Approved, Rejected
Yes
No
The status of the form should move automatically as per the process flow set by users.