How to Create and Submit an Expense Report in KIVU Portal

KIVU Portal is a simplified portal with deep controls and analytics. It allows you to manage your travel and expense policies, track your spending, and streamline your approval process. One of the features of the KIVU Portal is the ability to create and submit an expense report for your expenses.

An expense report is a document that records your expenses and requests reimbursement from your company. An expense report can have one or more items, each with its own amount, date, and documentation. An expense report needs to be submitted and approved by your manager before it can be processed and paid.

In this article, we will show you how to easily create and submit an expense report in KIVU Portal in a few simple steps. You will need to log in to your KIVU Portal account and have permission to create expense reports.

Step 1: Create a new expense report

To create a new expense report, follow these steps:

• Click on the Create Expense button at the top right corner of the screen.
• Click on Expense.
• Enter a name for your expense report and click Save.

Step 2: Add items

After creating a new expense report, you need to add items for each expense that you want to request reimbursement for. You can add two types of items: manual or card.

• Manual items are expenses that you paid with cash or other methods. To add a manual item, follow these steps:
  • Click on the Add Item button at the bottom of the screen.
  • Select the department of sales from the drop-down menu.
  • Select the expense type as travel from the drop-down menu.
  • Enter the purpose, amount, date, and vendor of the expense.
  • If you have the receipt, click on the Attach button and upload the file.
  • Click Save.
• Card items are expenses that you paid with your company card. To add a card item, follow these steps:
  • Click on the Add Item button at the bottom of the screen.
  • Click on Transaction.
  • You will see a list of all your card transactions. Click on the one that you want to add to your expense report.
  • Select the expense type from the drop-down menu.
  • The amount will be prepopulated for you.
  • Enter the purpose of the expense.
  • If you have any documentation for the expense, click on Attach and upload the file.
  • Click Save.

You can repeat these steps for any other expenses that you want to include in your expense report.

Step 3: Submit the expense report

After adding all the items, you need to submit the expense report for approval. To do this, follow these steps:

• Click on the Submit button at the bottom right corner of the screen.
• Confirm your submission by clicking on Yes.

You have successfully created and submitted an expense report in the KIVU Portal. You can check the status of your expense report in the Expense Report section of the KIVU Portal.

Step 4: Review the approval process

Once you submit your expense report, it will go through an approval process based on your company’s policies. Your manager will receive an email notification and can review your expense report in the KIVU Portal. To do this, they need to follow these steps:

• Log in to their KIVU Portal account and go to the Expense Report section.
• Click on the expense report that they want to review.
• See all the items, amounts, dates, and attachments of the expense report.
• Click on the Approve or Reject button at the bottom of the screen.

If there are multiple approvers for your expense report, each one needs to approve or reject it before it can be finalized. You will receive an email notification when your expense report is approved or rejected.