PowerApps Expense Reporting with Receipt Scanning AI
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Introduction
In this article, we will cover the features of an Expense Reporting solution built on PowerApps, showcasing how users can effectively manage their expenses with the help of AI-driven receipt scanning. This solution enables contributors to submit their expenses for approval and provides approvers with a streamlined process to handle those submissions efficiently.
Home Screen Overview
Upon logging in, users are greeted with a home screen that presents all their submitted expenses. At the top, they can view the status of their expenses, which may include statuses like open (draft), pending (in review), approved, rejected, and all expenses. Additionally, filters are available to help users refine their view based on specific date ranges or expense statuses.
Creating a New Expense
To create a new expense, users will fill out a form including the expense name, start and end dates, and the associated cost center. Users can also add comments for the approval process. Once the form is completed, clicking the "create" button saves the new expense in the system. While an expense is in the open status, users can edit or delete it, including all associated line items.
Adding Line Items with Receipt Scanning
The application utilizes a receipt scanning component powered by AI Builder, currently in preview. Users can upload receipts, which are then scanned for relevant data points like merchant name, total cost, and transaction date. Users can also select the category for the receipt (e.g., food and beverage) and provide additional details before saving the line item. Multiple line items can be added in a single expense entry.
Once the user is satisfied with their input, they can submit the expense for approval. The associated approver, identified via the backend cost center table, receives a notification for the approval process.
Approval Process
When an expense is submitted, its status changes to pending. Approvers can review details directly through the application or via email notifications that allow for quick actions to approve or reject expenses. The solution is designed to accommodate approvals through various platforms, including email and mobile apps.
Upon approval, the user receives a notification confirming the approval status, and they can then review their approved expenses.
Solution Package and Configuration
The Expense Reporting solution is available for download, packaged with essential components including:
- Two user roles: Contributors and Approvers
- A flow that manages the approval process
- Three main entities in a Common Data Service (CDS): Expenses, Line Items, and Cost Centers
- Various optional settings tailored for the user needs
To deploy the solution, you can import the solution file into your environment, configure necessary connections, and set up the requisite data in the cost center entity. The solution is designed to be user-friendly and customizable, allowing organizations to tailor the workflow as per their internal processes.
Conclusion
Through this solution, organizations can leverage the power of the Power Platform to streamline expense reporting and approval processes. By combining canvas apps, AI-powered scanning, and automated workflows, this solution enhances efficiency and accuracy in managing expenses.
Keyword
PowerApps, Expense Reporting, Receipt Scanning, AI Builder, Common Data Service, Approval Process, Contributors, Approvers, Workflow Automation.
FAQ
Q1: What is the main purpose of the PowerApps Expense Reporting solution?
A1: The solution facilitates streamlined expense reporting, enabling contributors to submit expenses for approval and approvers to manage these submissions efficiently.
Q2: How does the AI receipt scanning feature work?
A2: Users can upload receipts, and the receipt scanning component utilizes AI to extract relevant data points from the receipt, such as merchant name and transaction amount.
Q3: What roles are defined in this solution?
A3: There are two main user roles: Contributors, who can create and manage their expenses, and Approvers, who oversee the approval of submitted expenses.
Q4: What entities are included in the solution's data model?
A4: The solution includes three main entities: Expenses, Line Items, and Cost Centers, all stored in the Common Data Service.
Q5: Can the solution be customized?
A5: Yes, the solution is packaged as an unmanaged solution allowing organizations to make customizations as required based on their needs.