EMPLOYEE GUIDE

Getting Started with

Happay Mobile app
Welcome to Happay. Great to
have you onboard. Let’s get you
started with Happay Mobile App.
Guide index
1. Happay Mobile App

2. Login to the app

3. App home screen

4. Expenses

5. Claims
1. Happay Mobile App

Manage business expenses on-the-go!

Happay’s mobile app, you can add expenses, submit expense reports, track approvals

and reimbursements and get notifications on-the-go.

2. Login to Happay

The Happay Enterprise app is available on both

Android and iOS. Click on the respective button.

Enter ‘edelweiss’ in company name and click ‘Next’

Sign in with the domain name and password (domain

name is the name displayed in desktop/laptop login for

edelweiss systems.

Click on Sign In to go to the app.

 Switch from
Employee role to
3. App Homescreen Privileged role
from the menu bar
See what’s on your home screen and

how you can do tasks on Happay on-

the-go and as quickly as possible.

These 3 tabs show

the 3 major tasks
you can do on the
app.

Tap this button to auto-

scan your receipts/
bills.

Access profile settings.

4. Expenses
Happay makes expense filling quick and easy. Expenses

can be filed either manually or automatically in Happay.

Note: It is a great practice to add expenses as soon as

incur them. This way you will remember all the details and

not worry about misplacing or damaging receipts.

How to add a new expense?
3. Select the appropriate category and
1. Click on the ‘+’ Expense button on 2. Add a photo of the receipt. Fill in the
additional fields. Click on the tick mark to
your home-screen. amount & spent at (merchant) name.
save.
Expense Types & Expense Fields
Apart from the Expense Type (Expense Reimbursement ) shown in the previous screen, your company can configure multiple

Expense Types based on your spending needs. Each expense type has its own expense fields. The explanation for each of

the expense types and fields are as follows -

Expense Type: Expense Reimbursement Expense Type: Personal Vehicle Mileage Claim

All expenses incurred by employee for business This expense type is to be used for creation of
Field Name Field Name
(e.g. Non CTC & Travel Expenses) mileage claims for usage of personal vehicle

Vehicle used for business purposes (e.g. personal

Spent At Merchant Name (e.g. Starbucks) Type of Vehicle
car or Two-wheeler)

What the expense was for (e.g. local client

Description What the expense was for (e.g. Coffee) Description
meeting)

What was the expense head (e.g. Personal

Category What was the expense head (e.g. Food Expense) Category
Vehicle)

In which location was the expense made? (e.g. Location (From & In which location was the expense made (e.g.
City
Mumbai) To) From Andheri To Bandra)
Expense Types & Expense Fields

Expense Type: Route Tracker

Expense Type: Advance Return
Expense type for creation of automated mileage
Field Name
claims for usage of personal vehicle

Click on GPS icon to fetch the current location on Type for creating an advance return transaction in
Add Source Field Name
Map system

Click on GPS icon at destination to fetch current

Add Destination
location on Map
Amount Advance Return Amount
System will auto fetch the total distance between
Distance in KM
source and destination

Rate per KM Select the rate as per the vehicle type Description Reason for Return

Category What was the expense head (e.g. personal vehicle)

Category Expense head to be selected as Advance Refund

Description What was the trip for (e.g. Client meeting)
Categories
Expense categories help you and your company keep track of spending. They organise your expenses into relevant

expense groups like food, travel, hotel, etc. Categories are predefined by your company. While adding a new expense, you

can select the category by choosing the appropriate option from the Category Dropdown.Also, as per Expense Type the

Categories will also change. Below we have explained some generic expense categories:

Category name Category Explanation

Travel - Local Expense incurred during local travel in base location

Travel - Domestic Expense incurred during travel outside base location

Travel - Foreign Expense incurred during travel in foreign location

Printing & Stationery Expense incurred for printing & stationery for official purposes

Business Promotion Expense Expense incurred for certain business promotion activities carried out
Viewing & Tracking Expenses
1. Tap on the Expense tab on your 2. Track expenses via the top
home-screen. navigation tabs.

Drafts: Expense data populated

from the receipts that you auto-
scan

Pending: Expenses added to

Happay but not submitted for
approval.

Submitted: Expenses added to an

expense report & submitted for
approval.
Expense Statuses
The expense status helps you keep track of where your expense is in the approval workflow. When going through the

different steps in the workflow, the expense status changes accordingly. Following are the different statuses and their

explanation -

Status Name Status Explanation

Unsubmitted/Unreported You have created the expense on Happay but not added it to an expense claim.

Submitted The expense is part of a claim that has been submitted but not approved by the Manager/RA.

Approved by RA The expense is part of a claim that has been approved by all reporting authorities

Approved by EA The expense is part of a submitted claim with policy violation and has been approved by EA

Pending at AP The expense is part of a submitted claim and is pending at Accounts Payables Team

Verified The expense is part of a submitted claim and has been approved

Declined The expense is part of a submitted claim and has been declined
 5 EXPENSES ADDED!

5. Claims
Once you’ve added your expenses on Happay,

submitting them for approval is super quick and

easy. Just add them to a new claim, check for

policy violations and you’re done.

Submit Claim
 How to create a new claim?
1. Click on the ‘+’ Claim button 2. Give your claim a name and a 3. Add expenses by clicking 4. Add expenses by clicking
on your home-screen. description. Click on the next the centre of the screen. the pop up option in the
button to proceed. screen.

Fill in any other fields that you

see below the report name and
description, eg report type,
travel type
Attach
Requisition
 How to create a new claim?
5. Select the expenses you want 6. Watch out for policy Hover on the alert to read the Make corrections and click on
to add. violations alerts in red. violation message. the submit button to send the
claim for approval.

ATTACH
ATTACH REQUISITION
REQUISITION
Viewing & Tracking Claims
1. Tap on the Claims tab on your 2. Track claims via the top navigation
home-screen. tabs.

Pending: Claims created /saved

but not submitted for approval

Submitted: Claims that are

submitted for approval
Claim Statuses
The expense claim status helps you keep track of where your expense claim is in the approval workflow. When going

through the different steps in the workflow, the expense claim status changes accordingly. Following are the different statuses

and their explanation -

Status Name Status Explanation

You have created the expense claim but not submitted it for approval. In this state, you are free to make
Saved
changes to the expense claim - add, edit or delete line items.

You have submitted the expense claim for approval and your manager/approver is taking action. In this
Pending at Manager / Approver
state, manager or approver can approve or decline line items in the expense claim.

Approved by Manager Manager has approved all the line items in the expense claim.

Partially Approved Manager has approved only some of the line items in the expense claim.

Pending at Finance Finance is taking action on the expense claim.

Partially verified Manager has verified only some of the line items in the expense claim.

Hard Copy Received Finance has successfully verified all items in the expense claim.

Declined Manager / approver / finance has declined the line items in the expense claim.
To Know More,
Email us at
[email protected]

Customer Support