Starfleet Stash App: Admin/User Guide

This guide is designed to help admins and users effectively use the Starfleet Stash App. It provides step-by-step instructions and information about its features, functions, and best practices.

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Table of contents

1. Starfleet Stash App

• Application Overview

• User Roles

• Purpose of Guide

• Nomenclature Used in Application

2. App Guide

• Dashboards

• User Dashboard

• Admin Dashboard

• Add New Expense

• Expense Details

• App Configurations

• Add New Category

• Add New Sub-Category

• Add New Payment Method

• Add New Location

Application Overview

Starfleet Stash is a comprehensive tool crafted to optimize expense management within organizations. It empowers HR administrators to efficiently track and oversee expenses. For application administrators, the app provides comprehensive insights into weekly, monthly, quarterly, and yearly expense patterns. Notably, the inclusion of Top Monthly Category Spends further elevates its utility as an efficient expense management tool. Overall, the Starfleet Stash App significantly enhances productivity by ensuring seamless expense recording and maintenance.

User Roles

ROLE

DESCRIPTION

Starfleet Stash Admins

Members of this group will have the complete access.

Starfleet Stash Users

Members of this group will be able to view, add, edit expense.

Purpose of guide

This Guide is designed to help admins and users effectively use the Starfleet Stash App. It provides step-by-step instructions and information about its features, functions, and best practices.

Nomenclature Used in Application

Expense
An Expense refers to any financial transaction incurred by a business during its operations. It may range from spending money on day-to-day pantry supplies to paying for monthly bills (electricity, water, etc).

Item
An Item refers to individual items purchased together with different categories. For example:

Total Expense: 800

Item Name

Price

Category Group

Item 1

500

Food – Pantry Supplies

Item 2

100

Service – Electrician

Item 3

200

Supplies – Stationary

Category
A Category refer to classifications or groupings of items in an expense which includes Food, Services, Supplies, Transport, Toiletries, etc.

Sub-Category
A Sub-Category refer to further classifications of items in an expense which includes Food-Pantry Supplies, Services-Electrician, Supplies-Water, Transport-Uber, Toiletries-Tissues, etc.

Locations
Locations refer to physical places or addresses where a company conducts its operations and manages its expenses. It can include Headquarters, Office 1, Office 2, etc.

Payment Details
Payment Details are used to define the method used to pay for an expense. It includes Cash, Card, UPI, NEFT, etc.

APP GUIDE

User Dashboard

When the application is launched, the first screen that users see is the User Dashboard screen. This is typically the main interface of the application, providing a centralized view of the most important information and functions. The User Dashboard comprises a header section displaying:

Refresh Button
Name of the Screen
Search button
Hamburger Button (only visible to admins)

Click on Refresh button to refresh the data and see latest entries on the screen.

Click on Search button to open a search bar.

Enter either of the following values to search for a particular expense:
- Invoice Number
- Keyword from Expense Notes

Click on X button to close the Search Bar

Click on the Hamburger button to open the Overlay Menu (only for Admins)

The Overlay Menu (only for Admins) will display these three sections:
- User Information
- Dashboards
- Configurations

Click on the “X” button to close the Overlay Menu
In the “User Information” section, the current logged-in admin’s information is displayed in the following order:
- Profile Picture
- Full Name
- Email Address
- App Role

In the “Dashboards” section, admins will find clickable options which will take them to the related screens. The options include:
- Admin Dashboard
- User Dashboard

(Click on this option to switch to the User View. For non-administrative functions, please refer to the app’s user guide)

In the “Configurations” section, admins will find clickable options which will take them to the related screens. The options include:
- Add New Category
- Add New Sub-Category
- Add New Payment Method
- Add New Location

On the Dashboard screen, user will be able to navigate to current week and up to last 3 weeks:

Additionally, user can view the Selected Week’s Expenses and have an idea how much is spent for the current week till date:

User will be able to view individual expense entry with following details:
- Expense Amount
- Payment Method
- Expense Created By
- Invoice Number
- Expense Date
- Description

Click on ‘>’ icon to open Expense Details

Click on ‘+’ button to Add New Expense

Admin Dashboard

An admin can access the Admin Dashboard from the Overlay Menu visible only to them. This dashboard provides an analytical view of the added and modified expenses.

The Admin Dashboard comprises a header section displaying:

Name of the Screen
Hamburger Button (only visible to admins)

Next, the screen has 4 tiles representing:

1. Current Week Total till date
2. Current Month Total till date
3. Current Quarter Total till date
4. Current Year Total till date

Admin can also see a bar graph representing Top 5 Category Spends of the last 4 weeks till date.

Next, Admin will be able to view the date range of 4 weeks till date.

Admin will also see the total amount spent in the individual category on top of each bar to get clarity of the total amount spent in each category.

Click on New to see the latest entries of new expenses with Created Date, Created By, Amount and Paid Via.

Click on Modified to see the entries of recently modified expenses with Modified Date, Modified By, Amount and Paid Via.

Add New Expense

This screen displays an editable form. Admins/Users can use this form to add a new expense.

*Note: All fields are mandatory.

Click into Invoice Number input text field to add the invoice number.

*Note: Invoice number can include characters, numbers and/or special characters.

Click into checkbox next to Itemize to choose adding items to the current expense.

*Note: The checkbox is unchecked by default

Click into Invoice Amount text field to add invoice total amount.

*Note: To add refund invoice, enter invoice amount in negative (for e.g. -500).

Click on Payment Mode dropdown to add a payment mode from the listed values.

*Note: Top value in the list is selected by default.

Click on Location dropdown to select location.

*Note: Top value in the list is selected by default.

Click into Invoice Date text field to enter date in DD-MMM-YYYY

(or)

Click on Calendar icon to select date.

*Note: Current Date will be the default value for this field.

Click into Notes text field to enter notes about the expense.

Click on Attach File to attach the invoice.

*Note: Files are allowed in PDF format only.

Max 1 attachment allowed.

Adding New Item

If selected Itemize in the Add New Expense form, Admin/Users get the option to Add New Item in their expense.

*Note: All fields are mandatory

Click on Add Item to add an item in an expense.

Adding New Item

If selected Itemize in the Add New Expense form, Admin/Users get the option to Add New Item in their expense.

*Note: All fields are mandatory

Click on Add Item to add an item in an expense.

This will open the Add New Item form. This screen displays an editable form. Admins/Users can use this form to add a new item to an expense.

Click on Category dropdown to select a category group.

*Note: Top value in the list is selected by default.

Click into Price input text field to enter item price.

Click into Description input text field to enter description of the item.

Click on Add button to Add New Category
Click on Cancel button to close the form and return to Admin Dashboard.

*Note: After adding items, the Add New Expense form will look like this:

*Note: If Itemize is not selected, the Add New Expense form will look like this:

Click into Item Name text field to enter name of the item

Click on Category dropdown to select category of the item.

*Note: Top value in the list is selected by default.

Click on Submit button to Add New Expense
Click on Cancel button to close the form and return to previous screen.

Click on Edit button to edit an item

Click on Delete button to delete an item

Expense Details

This screen can be viewed after clicking on individual expense entry.

The Admin/User can view Expense Details which will include Invoice Number, Invoice Amount, Payment Mode, Location, Inventory Date, Notes, Link to Invoice, Invoice Date, Payment Details, Created By.
The Admin/User will also be able to see details of added items in a tabular form.

Click on Back button to return to previous screen.
Click on the Copy icon to copy the link to the expense.
Click on the Mail icon to send an Email to HR Ops regarding any query about the expense.