Expenses Management System

ABSTRACT

This project is used to save employee costs and manage your employee profile. This product will be a one of the solution for quick and easy approval of personnel costs. For the above purposes, this product should be easy to use, quick to learn, and reliable.This system will help to eliminate the account for maintaining account book.

The project provides a variety of functionalities, including managing employee profiles, adding/editing costs, tracking cost status, and reviewing past expenses. The whole project consists of four levels depending on the user's access level such as.

Employee Access
Manager Access
Administrator Access
Finance Manager Access

Employee Access

This level of access is granted to individual employees, allowing them to update certain fields in the employee's profile and add, edit, and delete their cost reports. The system must allow employees to edit/update employee profiles. Employee profiles should include basic employee information, including bank details. The system must allow the employee to change the login password. The system must allow employees to review all past expenses. Employees are expected to submit monthly expenses; However, the system must be flexible to allow employees to record expenses for any period. Employees are expected to submit a variety of expenses each week. The system should allow the user to name this monthly expense and send a report to the administrator when the expense is recorded. The system must be easy to use and the employee must be able to see all the expenses according to the type of expenses. This system will show the total cost according to the type of expenses along with the total daily expenses. If the "Receipt Attachment" field is required, the employee should be given the option to update/delete the image with the option to upload the scanned image of the receipt. If the cost accumulates for more than one day, the system will automatically calculate the total cost threshold. The system will automatically send an email to the employee manager when a new charge is charged. The system must allow the employee to review the current status of all previous expenses.

Manager Access

At this level, access administrators can view expense reports submitted by employees. Managers will have additional permissions on top of employee access. The manager may reimburse the employee for the expenses described above. The system must allow the manager to review all expenses incurred by his employees. This system allows managers to find a specific employee so they can assess employee costs. The manager must be able to "accept" or "reject" the expense report if the manager rejects an expense. The system will automatically send an email to the employee if the expense report is accepted or rejected.The system should allow the manager to generate reports such as:

Expense report between two dates.
Status of the expenses reports.
Details of all or particular employee.

Administrative Access

An administrator will have a company "super user" and all of their administrative permissions. This level of access will allow you to edit employee and manager profiles. The system must allow the administrator to add or remove employees and managers. The system must allow the administrator to "enable" or "deactivate" the employee. Currently inactive employees will not be able to login. This system will allow the administrator to configure various functions of the company. This feature should be flexible to add to any number. This system will allow the administrator to assign/change managers to a specific employee. The system must allow the administrator to manage different types of expenses. The system should allow the administrator to set spending limits for different types of spending.

Finance Manager Access

This user access is only for reviewing "authorised" reports submitted by employees or managers. The system must allow users with access at this level to view reports of all "approved" or "compensated" expenses submitted by employees or managers. The system must allow this user to update the expense report status as "Paid" with "Payment Date" and "Check" or "Drop Ship" information.

Existing System

There are existing software solutions for managing employee costs that can address the issues raised in the previous section. However, there are problems with existing solutions which are discussed below.

Complexity :There are existing software solutions for managing employee costs that can address the issues raised in the previous section. However, there are problems with existing solutions which are discussed below.
Cost :It involves a large number of people to maintain the entire system, which is very expensive. As store maintenance increases, so does the cost to the buyer. It takes a lot of work to maintain the entire system, which is very expensive. Unreliable and inefficient data entry. Less user friendly. Unnecessary data storage. Use batch logs to keep records. The office is in a special place, the client number is not found anywhere else. Only people close to the office can register to sell, rent or buy..
No single software :A software is needed that meets all the specific and focused needs of the business. To solve this problem, it was necessary to create useful and focused software to meet the specific needs of the company without using multiple software solutions.
Need for system :The current system is very slow and it takes a long time to find and maintain every detail. Because the calculations are done manually, it is difficult and difficult to obtain more accurate data. Retrieving the necessary information is difficult and time consuming. Data protection is a very complex issue that must be considered in the current system, not data protection. The same data is stored in more than one file, which makes the data useless. Reporting is a difficult task. The person responsible for creating the report must specify a number of files.

Proposed System

Following are the problems of existing system such as:
Recommended system that allows users to record expenses easily and quickly. Registered users can upload their property for sale or rent. The system is designed and developed in such a way that it tries to overcome all the problems mentioned above. This system will provide accurate property information as it is an online system, which helps to view property information directly from anywhere. The proposed system update will generate user registration information. The proposed system is flexible and easy to use. Adaptation for access to informative sites. The site must be designed to facilitate access to information. Members must register if they want to access the site. Search option features are provided to answer member queries. Members should be able to change their passwords and account details. For services available for buying and selling properties, members must be able to access property details. Members must be able to enter all the necessary details of their property for sale. Members must be able to enter all the necessary details of their property for sale. The member should be able to see general property available for sale in the city. Members must be able to delete ownership. Members must be able to access property information such as area, location, and reward. All property information must be in accordance with its location, description, photo allotment. The administrator must be able to retain all possible results for the search option.

Objective of System

Time Effective and Cost Effective :Property sites are available to anyone, anywhere. This saves a lot of user time and in a very short time the registered user can see what is offered in case of purchase of a particular product. The cost of this project is also paid in the economic field.
Database Creation :A database of registered users will be created and this will help the users to get the latest details of the property as per their requirements. There is a separate database for administrators to update the site.
Mobility :The Internet is available anywhere and anytime, which makes the site extremely mobile.
Informative :The site contains all the necessary information about the property and the content in question, so please provide all relevant information. For example, a suitable property is searched, and then registered purchasing information is provided to registered users.
Wide Approach :Anyone can visit it. Users can register with or without photos. Therefore, it has a wide range of users.
Securit :Proper approval and certification is provided for site security so that only registered users can view the details of the special offer. Without proper login, no one will be able to access the list of special offers on this site.
Flexible :The site is flexible for any future expansion or contraction. Such as: sending a confirmation email via email, as well as an email after registration. Adding new properties to the website will give mobile users an SMS alert.
User Requirement :The background should be designed so that information can be easily accessed. Necessary information should be central. This will make it easier to access data anywhere and anytime. The consumer needs a system where there is direct contact between the seller and the buyer of the property without an agent so that the seller and the buyer do not have to pay commission to the agent. The user manual is a guide for following the system or steps to add to the user's site. The first user to go to the homepage of the site providing the site description has a button to register as a member. Links to offers for sale of property, rent and purchase of property. If the user wants to register directly, click the Register button to continue. Clicking on the Register button will open a new window showing the forms completed by the user. The form contains general user information, then click the submit button. After successful registration, a welcome window will appear. After logging in, the user will see a welcome screen where the user can edit or log out of the profile. Users can upload properties and purchase applications and change passwords.

System Design

Module Details

Employee Details
- Employee Id
  - Numeric type (Datatype)
  - Primary Key (Constraint)
- Employee Name
  - String type (Datatype)
  - Not NULL (Constraint)
- Employee Salary
  - String type (Datatype)
  - Not NULL (Constraint)
- Qualification
  - String type (Datatype)
  - Not NULL (Constraint)
- Address
  - String type (Datatype)
  - Not NULL (Constraint)
- Contact
  - String type (Datatype)
  - Not NULL (Constraint)
- Email Id
  - String type (Datatype)
  - Not NULL (Constraint)
- City
  - String type (Datatype)
  - Not NULL (Constraint)
- State
  - String type (Datatype)
  - Not NULL (Constraint)
- Country
  - String type (Datatype)
  - Not NULL (Constraint)
- Designation Id
  - Numeric type (Datatype)
  - Not NULL (Constraint)
- Joining Date
  - Date type (Datatype)
  - Not NULL (Constraint)
- Date of birth
  - Date type (Datatype)
  - Not NULL (Constraint)
- Sex
  - String type (Datatype)
  - Not NULL (Constraint)
- Role Id
  - Numeric type (Datatype)
  - Not NULL (Constraint)
- Manager Id
  - Numeric type (Datatype)
  - Not NULL (Constraint)
- Bank Name
  - String type (Datatype)
  - Not NULL (Constraint)
- Account Type
  - String type (Datatype)
  - Not NULL (Constraint)
- Account Number
  - String type (Datatype)
  - Not NULL (Constraint)
- Mode of transfer
  - String type (Datatype)
  - Not NULL (Constraint)
Login Details
- Login Id
  - Numeric type (Datatype)
  - Primary Key (Constraint)
- User Name
  - String type (Datatype)
  - Not NULL (Constraint)
- Password
  - String type (Datatype)
  - Not NULL (Constraint)
- Employee Id
  - Numeric type (Datatype)
  - Foreign Key (Constraint)
- Login Status
  - Boolean type (Datatype)(Active/Deactivate)
  - Not NULL (Constraint)
- Last Login Date
  - Boolean type (Datatype)(Active/Deactivate)
  - Not NULL (Constraint)
Employee Expense Details
- Employee Expense Id
  - Numeric type (Datatype)
  - Primary Key (Constraint)
- Employee Id
  - Numeric type (Datatype)
  - Foreign (Constraint)
- Expense Id
  - Numeric type (Datatype)
  - Foreign (Constraint)
- Expense Category Id
  - Numeric type (Datatype)
  - Not NULL (Constraint)
- Expense Type
  - String type (Datatype)
  - Not NULL (Constraint)
- Cost
  - Numeric type (Datatype)
  - Not NULL (Constraint)
- Date of Expense
  - Date type (Datatype)
  - Not NULL (Constraint)
- Date of Expense
  - Date type (Datatype)
  - Not NULL (Constraint)
Roles Details
- Role Id
  - Numeric type (Datatype)
  - Primary Key (Constraint)
- Role Name
  - String type (Datatype)
  - Not NULL (Constraint)
- Date of Role
  - Date type (Datatype)
  - Not NULL (Constraint)
Employee Expense Category Details
- Employee Expense Category Id
  - Numeric type (Datatype)
  - Primary Key (Constraint)
- Employee Id
  - Numeric type (Datatype)
  - Foreign Key (Constraint)
- Expense Category Name
  - String type (Datatype)
  - Not NULL (Constraint)
- >Expense Category Date
  - Date type (Datatype)
  - Not NULL (Constraint)
- Current Status
  - String type (Datatype)
  - Not NULL (Constraint)
- Reason of rejection
  - String type (Datatype)
  - Not NULL (Constraint)
- Expense Verification date
  - Date type (Datatype)
  - Not NULL (Constraint)
- Expense reimbursement date
  - Date type (Datatype)
  - Not NULL (Constraint)
- Expense reimbursement type
  - String type (Datatype)
  - Not NULL (Constraint)
Expense Type
- Expense Id
  - Numeric type (Datatype)
  - Primary Key (Constraint)
- Expense type
  - String type (Datatype)
  - Not NULL (Constraint)
- Current Expense status
  - String type (Datatype)
  - Not NULL (Constraint)
- Expense Cost Limit
  - Decimal type (Datatype)
  - Not NULL (Constraint)
- Expense creation date
  - Date type (Datatype)
  - Not NULL (Constraint)
- Expense update date
  - Date type (Datatype)
  - Not NULL (Constraint)

Modules Linking Representation

Feature Enhancement

We can also add some functionality to this project such as
This project is implemented in a modular manner. This allows you to easily add and implement any new roles described in the company. Import data from existing systems into new databases with marked dependencies and avoid data loss. Combine the existing application with the company's financial application to facilitate the payment process. The firm intends to provide its employees with corporate travel credit cards that can be used on business trips. The existing application can be extended to facilitate staffing by integrating credit card accounts.

Conclusion

This app provides a faster and more efficient way to manage costs. Its goal is to improve communication between the company and its employees by providing information on the current status of expenses by email. This system eliminates most of the manual work and therefore reduces the risk of improper expense approvals.The system has a simple and easy to use user interface. Provides flexibility to customise based on changing business needs.

Expenses Management System | Project