FORWARD‘s iExpense module automates expense claim process for ABA staff

Further automating Ali Bin Ali (ABA) Holding’s operations, FORWARD is rolling out the iExpense module for different divisions of the company. This module is transforming the reimbursement procedure and can process up to 31 types of expense claims, including those related to office supplies, travel, entertainment etc.

All ABA employees who have access to self-service will be eventually submitting their expense claim forms through this module. For others, they will have their division or HR representatives to apply for them. A part of the ABA self-service and ERP system, iExpense can be accessed remotely.

Ali Bin Ali Technology Solutions (ABATS) was the first division to Go Live with this module in November 2018. After a short stabilizing period, on February 21, 2019 the module went live at ABA Printing Press, ABA Travel, ABA Cargo and ABA Int. for Travel and Tourism. 

After the successful implementation of the module in the mentioned divisions, the set-up has already been completed for eight more divisions and training is underway to Go Live soon.

The iExpense module introduces a major positive change as it makes the entire reimbursement process digitized and automated. Unlike the old system where forms were filled up, followed by a manual approval process, iExpense completes the process online. While the process essentially remains the same, it is more controlled now and saves time. However, the system accepts reimbursement claims for up to a certain amount. Any amount higher than that will go through additional steps and approvals.

Another part of the iExpense module is the IOU or ‘I owe you’. It is a custom complimentary module enforcing the policies of ABA Holding for handling petty cash. Making the process streamlined, ABA employees will be using this module for requesting advance payment from the company for any of the 31 types of expenses. 

The process of implementing the iExpense module was not free of challenges. Initially, the systems were prepared for 17 types of expenses. However, with changes in ABA policies, it had to be customized to handle 31 types. The team also faced some problems with the information required for the set-up sheet and had to find ways to gather complete information. 

The stability period after the iExpense module went live at ABATS allowed the team to find solutions for the challenges that the application faced. The system is now working well in all divisions that have gone live with it, adding much value to the work process.

Speaking about the new module Finance Manager of ABATS Mr. Mohammed Shafquat Zubair said: “Our division has been using the iExpense module for couple of months now and the IOU module has also just been implemented. We are glad that we were the pioneers for this module which is not only saving time but also allowing us to have more control on the entire reimbursement process. In spite of the initial challenges, the team in cooperation with the FORWARD PMO managed to put all information together to get the solution working and delivering as expected”.

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