Reimbursement

Find "Purchase Requisition" from "FileMaker Server" in Sharing.

0-1. Find the file

0-2. Enter password

0-2-1. Enter password

0-2-2. "OK"

0-3. Choose "Reimbursement"

0-3-1. Make sure it is YOU

0-3-2. Choose "Reimbursement"

0-3-3. "OK"

Ini@al Screen

Points to be checked

The example entry shows

how to create reimbursement
for this receipt.

1) Is the name correct?

Buying toner for printers.

2) Is the total ammount correct?

3) Is this exactly what you bought?

Step 1. Choose category

1-1. Choose "Master category"
1-1-1. Click the empty eld of "Master Category".
Pulldown list will show up.

1-1-2. Find the appropreate category.

ANer choosing the category, click "Set" to select
your desired category.

1-2. Choose "Sub category"

1-2-1. Click the empty eld of "Sub Category".

Pulldown list will show up.

1-2-2. Find the appropreate category.

ANer choosing the category, click "Set"
to select your desired category.

Step 2. Data entry

2-1. Enter the required information

2-1-1. Double check the category.

2-1-2. Input data in detail

2-1-3. Choose taxable or non-taxable.

We are talking about Japanese consump@on tax.
If you are not sure whether your purchase is
taxable or not, leave the box blank.
If you know the price excluding tax, @ck the box.

2-1-6. If you leN the "taxable box" blank,

enter the price including consump@on tax.
If you @cked the "taxable box", enter the
price excluding consump@on tax.

2-1-4. Enter quan@ty. Can't be leN blank.

At least, type "1".

2-1-5. Pull down and choose currency

Step 3. Give information to budget holders

To make decisions, budget holders need to have detailed information about your purchase.

3-1. Attach receipt

PDF file can be attached. If you have receipt saved as PDF, just attach it.

3-1-1. Press "Quote"

3-1-2. Press "Import le"

3-1-3. Choose the data

Second op@on. If the data is on your desktop,
simply drag it into this empty space.

Data will be imported.

Data will be imported.

3-1-4. Press "Back" to go back to the ini@al page

When import is succesfuly completed,

buZon color changes to green.

ANer

Before

3-2. Choose currecy

Basically, it will be paid back in Japanese yen, transfered to Toshun bank account.
Items paid in USD can be reimbursed in USD check. (Recommended to be cashed ASAP)
Items paid in EURO, GBP or other foreign currencies will be always reimbursed in Japanese yen.

3-3. Type the detail

If your recipt lack detailed information, just type in the detail in this blank space.

Step 4. Check data before submitting

Ensure that your details are correct before submitting.

4-1. Check the data

If your request exceed the remaining budget, you cannot submit. Check and see if it is OK.

These are the budget holders of this

account. Consult with them when you are
in trouble (such as budget overruns).

4-1-1. Be sure that the nal amount

matches with the receipt.

4-1-2. Check that you are not exceeding the budget. If

the "Es@mated nal balance (*) " goes nega@ve, you
are overrunning. Change your plan, or consult with the
budget holder.

Total amount of this request

The whole budget of this sub category

Total expenses already approved
Remaining budget

Es@mated nal balance(*)

Step 5. Submitting
You are ready to submit your request.

5-1. Press "Submit"

What happens when you submit your request?

1) PDF data will be created on your desktop.
2) Notice mail will be sent to you and budget
holder(s).

5-2. Press "Con@nue" to con@nue the process.

You will go back to the ini@al screen.

Please wait for approval from the budget holders

THIS IS NOT THE END OF THE WHOLE PROCEDURE.

You still have something to do.

Step 6. Check the status

6-1. Check the status of your request
Don't leave the data unchecked.

"In Process" means it is not approved yet.

If your request is staying in this "In Process" status for some time, remind the budget holder to take action.

"Approved" means it is approved.

Step 8. Submit to business office

8-1. Print your reimbursement request

Click the cart number

Click "Print"

Click "Con@nue"

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8-2. Attcah receipt(s) and submit

Bring this reimbursement request and receipt (or any other supporting documents) to business office.

DO NOT
i) Just bring receipts not attached to reimbursement request
ii) Print & bring before approval

< End of procedure >

You will receive noticing mail from business office when you get paid back.

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