# Overview of the process ### 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. You have to maintain a **master dataset of items** where new items (For which reimbursement can be requested by any employee) 2. The employees will have access to a **reimbursement form** that can be filled out on both the **mobile App & Web**. 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. The manager and department head receive an Email and In-App notification whenever a reimbursement application is assigned to them. 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

{% hint style="info" %} The status of the form should move automatically as per the process flow set by users. {% endhint %}