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Introduction

The Reembolsos (Reimbursements) module provides a comprehensive system for managing employee expense reimbursement requests within your organization. This module handles the entire lifecycle of reimbursement requests, from creation and submission to approval and processing.

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Core Functionality

The Reembolsos module enables:
  • Expense Tracking: Record and categorize business expenses with detailed documentation
  • Approval Workflows: Route reimbursement requests through designated approvers
  • Multi-level Detail Management: Attach multiple expense items (detalles) to a single reimbursement request
  • Cost Center Distribution: Allocate expenses across multiple cost centers with percentage-based distribution
  • Business Rules Validation: Apply configurable business rules based on employee position and expense type
  • Document Management: Attach receipts, invoices, and supporting documentation

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Reimbursement Workflow

The typical reimbursement process follows these stages:
  1. Creation (INGRESADO): Employee creates a reimbursement request with personal and trip information
  2. Detail Entry: Employee adds expense items (detalles) with receipts and categorization
  3. Validation (EN_VALIDACIÓN): System validates expenses against business rules
  4. Approval: Request is routed to designated approver for review
  5. Processing: Approved requests are processed for payment
  6. Completion: Reimbursement is paid and request is closed

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Key Components

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Reembolso (Reimbursement Request)

The main reimbursement entity contains:
  • Employee identification (ID card, name, email)
  • Trip details (dates, location, area, description)
  • Approval chain (approver, creator, company)
  • Status tracking
  • Related advance payments (anticipos)

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Detalle (Expense Detail)

Each reimbursement can have multiple expense details with:
  • Expense categorization (type, group, document type)
  • Financial amounts (base, IVA, totals)
  • Supporting documentation (receipts, invoices)
  • Specific expense data (mileage, tickets, activities)

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Porcentajes (Cost Distribution)

Expenses can be distributed across:
  • Multiple cost centers (CECO)
  • General ledger accounts (cuenta mayor)
  • Custom percentage allocations

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Business Rules Engine

The module includes a configurable business rules system that validates expenses based on:
  • Employee Position (Cargo): Different expense limits and allowed categories by role
  • Cost Center: Department-specific expense policies
  • Expense Type: Category-specific validation rules
  • Amount Thresholds: Automatic approval routing based on expense amounts

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Integration Points

The Reembolsos module integrates with:
  • User Management: Employee authentication and authorization
  • Catalog System: Standardized expense categories and types
  • Company Structure: Multi-company support with separate approval chains
  • Advance Payments (Anticipos): Link reimbursements to prior advance payments
  • Accounting System: Export approved expenses for financial processing

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Data Models

The module uses several key database tables:
  • ind_re_reembolso: Main reimbursement requests
  • ind_re_detalle: Individual expense line items
  • ind_re_porcentajes: Cost center distribution percentages
  • ind_re_reglas_negocio: Business rule configurations
  • ind_re_centro_costos: Cost centers and general ledger accounts
  • ind_re_cargo: Employee position types

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Next Steps