Managing Trade Expense

The Trade expense option in the dropdown menu Forecast and Promotion is the place to document all transactions.

Create a new invoice

1. To create a new invoice, first click the + at the top of the view, to the right of the title

2.   Then fill in the expense info, like:

• The client

• Invoice code and number

• Transaction, deduction, and receipt dates

• Invoice amount before tax

• Invoice amount after tax

3. You can add an attachment/document to the expense (like, for example, a scanned copy of the invoice), by clicking the cloud icon at the bottom of the screen

4. Click on CREATE in the top right to create the invoice

The Lines section, assigned to the administration, lets you create a budget to link with the invoice

Submitting the invoice to the KAM (Key Account Manager)

1. To send the invoice to the KAM, just click the SUBMIT TO KAM button at the top right

2. You can leave a comment in the box. When you're done, just click OK

Invoice approval by the KAM (Key Account Manager)

1. The KAM can then view the invoice by clicking on it

2. If the KAM approves the invoice, they can submit it to the controller by clicking the Submit to Controller button in the top right corner

3. You can leave a comment in the box. Then click OK

Approval history

You can see the steps of the invoice approval and the people involved in this approval, by specific date, in the Approval History

Invoice approval by the controller

After the invoice is submitted by the KAM, the controller can view it.

1. They’ll have the option to send the invoice back to the KAM for changes, by clicking the RETURN TO KAM button at the top right

2. The controller can leave a comment to guide the KAM on what needs to be changed

3. The controller also has the option to approve the invoice directly by clicking the APPROVE button, in the top right corner

When the transaction is approved by the controller, it leaves the Needs attention section and ends up in the Unpublished section. This means the transaction has been approved in Pawa, but hasn't been recorded in the client's accounting system yet

Handling a rejection by the controller

1. When the controller sends the invoice back to the KAM, it will show in the approval history that there was a rejection.

2. So the KAM can make the needed changes and send the invoice back for approval to the controller

All these verification steps make sure of 4 Eyes Approval, which means any decision, action or transaction has to be approved by at least 2 people. This makes it easier to catch mistakes or stuff that’s forgotten, and helps keep things transparent and processes safe.