MESuite User Guide

ME Expense User Guide


ME Expense User Guide

ME Expense User Guide

Overview

The ME Expense module enables employees to create, submit, track, and manage expense claims electronically within MESuite. The module provides a streamlined workflow that allows expense claims to be reviewed, approved, and processed efficiently while maintaining a complete audit trail.

Users can submit multiple expense items within a single claim, attach supporting documentation, monitor the progress of submitted claims, and respond to approval feedback where required. Approvers can review claims, approve or decline submissions, and assign stand-in authorizers when they are unavailable. These capabilities are reflected throughout the existing workflow described in the current manual.

Purpose of this Guide

This guide explains how to use the ME Expense module to perform everyday expense management tasks within MEsuite.

It provides step-by-step instructions for:

Prerequisites

Before using the ME Expense module, ensure that:

About the Expense Workflow

The standard expense claim process follows these stages:

  1. Create an expense claim.
  2. Add one or more expense lines.
  3. Attach supporting documentation (where required).
  4. Save the claim or submit it for approval.
  5. The designated approver reviews the claim.
  6. The claim is either approved or declined.
  7. If declined, the employee updates the claim and resubmits it.
  8. Once approved, the claim is transferred to the financial system for processing

Accessing the ME Expense Module

Purpose

This section explains how to access the ME Expense module after logging in to MESuite. From this module, users can create, manage, submit, and monitor expense claims throughout the approval process.

Before You Begin

Ensure that:

The menu options displayed in MESuite may differ depending on your assigned security role and permissions.

Accessing the Module
  1. Log in to MEsuite using your assigned username and password.
  2. After signing in, locate the Navigation Menu on the left-hand side of the application window.
  3. Expand the ME Expense menu group.
  4. Select ME Expense to open the module.

Module Overview

The ME Expense module serves as the central workspace for all expense-related activities.

From this menu, users can:

All expense-related functions are grouped within this menu, making it easy to navigate between different tasks.

Available Menu Options

Depending on your user role and permissions, the ME Expense menu may include the following options:

Menu Option Description
Dashboard Displays an overview of recent expense activity and claim status.
New Expense Creates a new expense claim.
Manage Expense View, edit, and monitor existing expense claims.
Authorize Review and approve or decline submitted expense claims (Approvers only).
Stand-in Authorizer Assign an alternate approver for selected expense claims.

Some menu options are only available to users with approval or administrative permissions.

Expected Result

After selecting ME Expense, the module opens successfully and displays the available expense management options based on your assigned role.

 Best Practice

Before creating a new expense claim:

Creating an Expense Claim

Purpose

Use this procedure to create and submit a new expense claim within the ME Expense module. Expense claims can contain one or multiple expense lines and may include supporting documentation before being submitted for approval.

 

Before You Begin

Before creating an expense claim, ensure that:

having all required information available before you begin will reduce the likelihood of errors or delays during the approval process.

Creating a New Expense Claim

  1. From the ME Expense menu, select New Expense.
  2. The Create Expense Claim page opens.
  3. Complete all mandatory information on the Details tab.

Completing the Details Tab

The Details tab contains the primary information required to create an expense claim.

Fields marked with an asterisk (*) are mandatory.

If a required field is left blank, MESuite highlights the field to indicate that additional information is required before the claim can be saved or submitted.

Mandatory fields must be completed before the expense line can be added to the claim.

Exchange Rate

The Exchange Rate field is populated automatically using the organization’s default exchange rate.

If the expense was incurred in another currency, update the exchange rate to reflect the applicable foreign currency conversion before completing the claim.

Best Practice: Always verify the exchange rate when submitting international expenses to ensure reimbursement calculations are accurate.

Additional Information

Some expense types require additional information before they can be submitted.

When an expense type requiring supplementary information is selected:

Adding an Expense Line

Once all required information has been entered:

  1. Select Add Line.
  2. The expense line is added to the claim.
  3. Repeat this process for each additional expense that forms part of the same submission.

Multiple expense lines can be included within a single expense claim, allowing related expenses to be submitted together for approval.

Resetting the Capture Form

If incorrect information has been entered before adding the expense line, select Reset.

The Reset button clears the current capture fields, allowing the information to be entered again.

Reset removes any unsaved information currently entered on the form.

Attaching Supporting Documents

Supporting documents such as receipts, invoices, or proof of payment can be attached to the expense claim.

To attach documentation:

  1. Select Attachments.
  2. Browse to the required file.
  3. Select the document.
  4. Upload the attachment.

Supporting documentation should clearly support each expense being claimed.

Best Practice: Attach supporting documents before submitting the claim for approval to avoid delays during the approval process.

Saving an Expense Claim

If the expense claim is not yet ready for submission:

  1. Select Save.
  2. MESuite stores the claim in Draft status.
  3. The claim can be reopened later for further editing or to add additional attachments.

Saved expense claims remain available from the Manage Expense page until they are submitted for approval.

Submitting an Expense Claim

When all expense lines and supporting documents have been added:

  1. Review the information entered.
  2. Verify that all required fields have been completed.
  3. Select Send for Approval.

MESuite routes the expense claim to the appropriate approver according to the configured approval workflow.

Expected Result

After submitting the claim:

If the claim is saved instead of submitted, it remains available for editing from the Manage Expense page.

Troubleshooting

Issue Possible Cause Resolution
Mandatory fields are highlighted. Required information is missing. Complete all highlighted fields before proceeding.
The Additional tab opens automatically. The selected expense type requires additional information. Complete all mandatory fields on the Additional tab
The claim cannot be submitted. Mandatory information or supporting documentation is incomplete. Review the claim and ensure all required information has been provided
Exchange rate is incorrect. The expense is recorded in a foreign currency. Update the exchange rate before submitting the claim.

Managing Expense Claims

Purpose

The Manage Expense page provides a central location where users can view, monitor, update, and manage their expense claims after they have been created.

From this page, users can:

Opening the Manage Expense Page

  1. Log in to MESuite.
  2. Expand the ME Expense menu.
  3. Select Manage Expense.

The Manage Expense page displays a list of your expense claims together with relevant information, allowing you to quickly identify the status and progress of each submission.

Understanding the Manage Expense Page

Each expense claim displayed in the list includes key information that helps you track its progress.

Typical information includes:

Depending on the status of the claim, different actions may be available.

Viewing Supporting Documents

Supporting documents uploaded during the creation of an expense claim remain linked to that claim.

To view an attachment:

  1. Locate the required expense claim.
  2. Select the Attachments option for the claim.
  3. Open the required document.

This allows users to confirm that the correct receipts or supporting documentation have been uploaded.

verify that all uploaded documents are clear and legible before submitting an expense claim for approval.

Editing an Expense Claim

Expense claims can only be edited while they remain in an editable status, such as Draft or Declined.

Claims that have already been approved or are currently being processed through the approval workflow cannot be modified.

Editing a Saved Expense Claim

To edit an existing expense claim:

  1. Open the Manage Expense page.
  2. Locate the expense claim you wish to update.
  3. Select the More Options menu (three dots).
  4. Select Edit Expense.

MESuite opens the Modify Expense Claim page where the claim can be updated.

Updating an Expense Line

Within the Modify Expense Claim page:

  1. Select the expense line you wish to update.
  2. Modify the required information.
  3. Select Update Line.

The selected expense line is updated with the new information.

Selecting Update Line only updates the individual expense line. The overall expense claim must still be saved before the changes are retained.

  Saving the Updated Expense Claim

After updating the required information:

  1. Review the amended expense claim.
  2. Select Save to retain the changes.
  3. If the claim is ready for approval, select Send for Approval.

Once the expense line has been updated, the Save button becomes available, allowing the amended claim to be saved or resubmitted.

Monitoring Expense Status

The Manage Expense page enables users to monitor the progress of every expense claim throughout its lifecycle.

Common statuses include:

Status Description
Draft The claim has been saved but not yet submitted
Pending Approval The claim has been submitted and is awaiting approval
Declined The approver has rejected the claim. Amendments are required before resubmission
Approved The claim has successfully completed the approval process.
Complete The approved claim has been transferred to the financial system for processing.

Available statuses may differ depending on your organization's MESuite configuration.

Viewing Claims from the Dashboard

Recent expense activity can also be viewed from the ME Expense Dashboard.

To access the dashboard:

MESuite → ME Expense → Dashboard

The dashboard provides a visual summary of recent expense activity, including expense claims grouped by type and status. Selecting a chart or summary item allows you to navigate directly to the corresponding expense claim.

Expected Result

After completing this procedure, you will be able to:

Best Practices

Troubleshooting

Issue Possible Cause Resolution
The Edit Expense option is unavailable. The claim is no longer editable. Only Draft or Declined claims can be modified.
Attachments cannot be viewed. No supporting documents were uploaded, or access is restricted. Confirm that attachments were uploaded and that you have permission to view them.
Changes are not visible. The claim was updated but not saved. Select Save after updating the expense line.
A claim does not appear on the dashboard. Dashboard filters are applied. Review the dashboard filters or search for the claim from the Manage Expense page.

Expense Approval Process

Purpose

The Expense Approval Process ensures that all submitted expense claims are reviewed and authorised before being transferred to the financial system for processing.

Once an employee submits an expense claim, MESuite automatically routes it to the appropriate approver based on the organization’s configured approval hierarchy. Approvers can review supporting documentation, approve valid claims, or decline claims that require correction.

How the Approval Workflow Works

The expense approval process follows these stages:

  1. Employee creates an expense claim.
  2. Supporting documentation is attached.
  3. Employee submits the claim for approval.
  4. MESuite sends a notification to the assigned approver.
  5. The approver reviews the expense claim.
  6. The claim is either:

Receiving an Approval Notification

When an employee selects Send for Approval, MESuite automatically sends an email notification to the designated approver.

The email informs the approver that an expense claim is awaiting review and includes a hyperlink that opens the relevant expense claim directly within MESuite. 

Email notifications are dependent on the organization's email configuration and workflow settings.

Accessing Pending Approvals

Approvers can review pending expense claims directly from MESuite.

Navigation Path

MESuite → ME Expense → Authorize

The Authorize page displays all expense claims awaiting approval together with previously processed claims, depending on the user's permissions.

Reviewing an Expense Claim

Before approving an expense claim, the approver should verify:

Reviewing claims carefully helps reduce processing delays and improves financial accuracy.

Approving an Expense Claim

To approve an expense claim:

  1. Open the Authorize page.
  2. Locate the expense claim.
  3. Select the More Options menu (three dots).
  4. Select Action.
  5. Review the claim details.
  6. Select Approve.

Once approved, the expense claim is removed from the list of pending approvals and continues to the next stage of processing.

Declining an Expense Claim

If an expense claim cannot be approved:

  1. Select Decline.
  2. Enter the reason for declining the claim.
  3. Confirm the action.

Providing a clear decline reason helps the employee understand what changes are required before resubmitting the claim.

Best Practice: Always provide a meaningful decline reason to minimize unnecessary back-and-forth between employees and approvers.

Employee Notification

When an expense claim is declined:

Re-submitting a Declined Claim

After making the required amendments:

  1. Open the declined expense claim.
  2. Update the necessary information.
  3. Save the changes.
  4. Select Send for Approval.

MESuite sends the updated expense claim back to the designated approver for review.

What Happens After Approval?

Once an expense claim has been approved:

Depending on your organizations financial processes, reimbursement may occur after the claim has been processed in the financial system.

Approval Statuses

Status Meaning
Pending Approval The claim is awaiting review by the assigned approver.
Approved The claim has been approved and will proceed to financial processing.
Declined The claim requires amendments before it can be resubmitted.
Complete The approved claim has been transferred to the financial system for processing

Expected Result

After completing the approval process:

Best Practices

Troubleshooting

Issue Possible Cause Resolution
No approval email received Email notifications may be delayed or disabled. Check the Authorize page directly in MESuite or contact your system administrator.
The claim remains in Pending Approval. The approver has not yet actioned the claim. Follow up with the designated approver if necessary
Unable to approve a claim. Required permissions are missing. Confirm that you have been assigned the appropriate approver role.
The employee cannot resubmit a declined claim. Required corrections have not been completed. Review the decline reason, update the claim, and submit it again.

 

Managing Stand-in Authorizers

Purpose

The Stand-in Authorizer feature allows expense approval responsibilities to be temporarily delegated to another authorised user. This ensures that expense claims continue to move through the approval workflow when the primary approver is unavailable.

Typical scenarios include:

Using a stand-in authorizer helps prevent unnecessary delays in processing employee expense claims.

Before You Begin

Before assigning a stand-in authorizer, ensure that:

The availability of this feature depends on your organization's MESuite configuration and user permissions.

Navigation Path

MESuite → ME Expense → Manage Stand-ins

Assigning a Stand-in Authorizer

To assign a stand-in authorizer:

  1. Open the Manage Stand-ins page.
  2. Locate the expense claim or claims that require a temporary approver.
  3. Select the checkbox next to each applicable expense claim.
  4. Select the More Options menu (three dots).
  5. Click Assign Stand-in Authorizer.

Selecting a Replacement Authorizer

After selecting Assign Stand-in Authorizer:

  1. A list of available users is displayed.
  2. Select the user who will act as the temporary approver.
  3. Confirm the selection.

MESuite updates the selected expense claims so that they are routed to the chosen stand-in authorizer for review and approval.

What Happens Next?

Once a stand-in authorizer has been assigned:

Expected Result

After completing this procedure:

Best Practices

Troubleshooting

Issue Possible Cause Resolution
The Assign Stand-in Authorizer option is unavailable. Your user role does not include permission to assign stand-ins. Contact your MESuite administrator to verify your permissions.
The required user does not appear in the list. The user is not configured as an authorised approver. Confirm the user's security role and approval permissions.
Claims are not routed to the stand-in authorizer. The assignment was not completed successfully. Verify the assignment and repeat the process if necessary.
The stand-in authorizer cannot approve the claim. The user lacks the required approval permissions. Confirm that the user has been granted the appropriate approval role.

MEVendor User Guide

Introduction

Overview

The MEVendor module is a web-based vendor onboarding solution within MEsuite that streamlines the process of creating, managing, approving, and maintaining vendor applications.

Instead of relying on paper forms or lengthy email exchanges, organizations can electronically invite prospective vendors to complete a secure online application. The system guides vendors through the submission process, validates mandatory information, collects supporting documentation, and routes completed applications through the appropriate approval workflow before creating the vendor record in the organization’s financial system.

Purpose of this Guide

This guide provides end users with detailed instructions for using the MEVendor module to manage the complete vendor onboarding process.

It explains how to:

Benefits of Using MEVendor

Using the ME Vendor module provides several operational benefits, including:

Prerequisites

Before using the MEVendor module, ensure that:

Expected Outcome

After working through this guide, you will be able to:

Accessing the MEVendor Module

Purpose

This section explains how to access the MEVendor module and create a new vendor application. It also introduces the main functions available within the module.

The MEVendor module is the starting point for the vendor onboarding process and is used to initiate, monitor, and manage vendor applications.

Before You Begin

Before creating a vendor application, ensure that:

The menu options displayed within MEVendor may differ depending on your assigned security role.

Navigation Path

MESuite → MEVendor

Accessing the Module

To open the MEVendor module:

  1. Log in to MEsuite using your assigned username and password.
  2. Locate the Navigation Menu on the left-hand side of the application.
  3. Expand the MEVendor menu.
  4. Select Vendor Application.

The Vendor Application page opens, displaying existing vendor applications and options to create new applications.

 

Understanding the Vendor Application Page

The Vendor Application page serves as the central workspace for managing vendor onboarding activities.

From this page, authorised users can:

 

Creating a New Vendor Application

To create a new vendor application:

  1. Open the Vendor Application page.
  2. Select the More Options menu (blue dot menu).
  3. Select New Vendor Application.

The Vendor Application window opens.

Completing the Initial Vendor Information

When creating a new application, complete the required information.

Company

Select the company for which the vendor application is being created.

This determines which organization the vendor will be associated with after approval.

Vendor Name

Ensure that the name exactly matches the vendor's registered business name to prevent duplicate records.

 

Duplicate Vendor Validation

After Next is selected, MEsuite automatically checks:

This validation helps prevent duplicate vendor records and unnecessary administration.

 If an existing vendor or pending application is found, review the information before creating a new application.

Party Declarations

Some organizations require vendors to declare relationships between their organization and company employees or business partners.

Where this feature has been configured:

Best Practice: Ensure all required declarations are completed accurately to avoid delays during the approval process.

Entering the Vendor Email Address

Once the validation process has been completed:

  1. Enter the vendor's email address.
  2. Verify that the email address is correct.
  3. Continue with the application.

MEsuite sends the vendor application invitation to this email address.

The user who created the application is automatically copied on future communications, including confirmation emails when the vendor submits the completed application.

*Tip: Double-check the email address before sending the invitation. An incorrect email address will prevent the vendor from receiving the application.

Sending the Vendor Invitation

After all, required information has been completed:

  1. Review the entered details.
  2. Confirm the vendor's email address.
  3. Submit the application invitation.

MEsuite generates:

The prospective vendor can then begin completing the online application.

Expected Result

After completing this procedure:

Best Practices

Troubleshooting

Issue Possible Cause Resolution
Unable to create a new application. Required fields have not been completed. Complete all mandatory fields before selecting Next.
Vendor already exists. A matching vendor record was found in the financial system. Verify the existing record before creating another application
Application already exists. A vendor application is already in progress. Locate the existing application and continue processing it if appropriate
Vendor did not receive the invitation email. The email address is incorrect or the message was filtered. Verify the email address and resend the invitation if necessary.
Unable to continue after selecting Next. Validation identified missing information or duplicate records Review the validation message and resolve the issue before continuing

 

Completing the Vendor Application (Vendor Portal)

Purpose

Once a vendor application has been created, MEsuite sends an email invitation to the prospective vendor containing a secure link and a unique access code.

This section explains how vendors access the Vendor Portal, complete the online application, upload supporting documentation, and submit the application for internal review.

Before You Begin

Before accessing the Vendor Portal, ensure that:

Each access code is unique to a specific vendor application and should not be shared with other users.

 

Vendor Application Process

The typical vendor application process consists of the following stages:

  1. Receive the vendor invitation email.
  2. Open the Vendor Portal.
  3. Enter the access code.
  4. Complete each section of the application.
  5. Upload the required supporting documentation.
  6. Review the completed application.
  7. Download and sign the application (if required).
  8. Upload the signed application.
  9. Submit the completed application.

Receiving the Vendor Invitation

After the internal user creates the vendor application, MEsuite sends an email to the vendor.

The email includes:

Accessing the Vendor Portal

To access the online application:

  1. Open the invitation email.
  2. Select the Vendor Application hyperlink.
  3. The Vendor Portal opens in your web browser.
  4. Copy the Access Code from the email.
  5. Paste or enter the code into the Access Code field.
  6. Select Continue.

The vendor application opens and is ready for completion.

Required Documentation

Before completing the application, MEsuite displays a list of the documents that must be provided.

These may include:

The required documents in the applications are intended for South African vendors. Organizations may configure different document requirements for other regions.

 

Completing the Vendor Application

The application is completed across several sections.

Complete all mandatory fields before moving to the next page.

Fields marked with an asterisk (*) are mandatory.

If a mandatory field is left blank, MESuite highlights the field in red and prevents the application from progressing until the required information has been entered.

 Complete each page carefully before selecting NEXT to minimize validation errors.

 

Validation Rules

MESuite performs automatic validation while the application is being completed.

Examples include:

Telephone Numbers

Telephone numbers must include the appropriate international or regional dialing code.

Example

Email Addresses

Email addresses must follow a valid email format.

Example

Mandatory Fields

Mandatory information must be completed before the next section becomes available.

If validation fails, the application cannot continue until the highlighted fields have been corrected.

Local and Foreign Vendors

The application differs slightly depending on whether the vendor is local or international.

Local Vendors

For local vendors:

Foreign Vendors

For foreign vendors:

Selecting an incorrect payment currency may delay vendor creation or payment processing.

Completing Each Application Section

The Vendor Portal guides applicants through several information pages.

These typically include:

Office & Operational Addresses

Provide the vendors:

Ensure all address information is complete and accurate.

Operational Details

Capture information relating to the vendor's operations, including the products or services supplied and other business-specific information requested by the organization.

Company Profile

Provide company profile information such as:

References

Where required, provide business references to support the vendor application.

References may include existing customers, clients, or other business partners.

Banking Details

Enter the vendor's banking information exactly as it appears on the official bank confirmation document.

Typical information includes:

Reviewing the Application

Before submitting:

  1. Review all captured information.
  2. Verify that mandatory fields have been completed.
  3. Confirm that all supporting documentation has been uploaded.

MEsuite allows applicants to review the completed application before submission.

Downloading and Signing the Application

Where required:

  1. Download the completed application.
  2. Print or digitally sign the document.
  3. Upload the signed copy back into the Vendor Portal.

The signed application becomes part of the supporting documentation.

Uploading Supporting Documentation

Before submission, upload all required supporting documents.

Applications cannot be completed until all mandatory documentation has been provided.

Submitting the Vendor Application

After completing all sections:

  1. Review the application one final time.
  2. Confirm all information is correct.
  3. Select Submit.

MEsuite submits the application for internal review.

The internal user who initiated the application receives an email confirming that the vendor has successfully submitted the application.

Expected Result

After completing this procedure:

Troubleshooting

Issue Possible Cause Resolution
Unable to continue to the next page Mandatory fields are incomplete. Complete all highlighted fields before selecting Next.
Access code is rejected. The code was entered incorrectly or is no longer valid. Copy the code directly from the invitation email or contact the organization for assistance.
Supporting documents cannot be uploaded. An unsupported file format or size limit has been exceeded. Upload files in a supported format and ensure they meet your organization’s file size requirements.
Payment currency cannot be selected. The application is configured as a local vendor. Leave the payment currency blank for local vendor applications.
Application cannot be submitted. Required documentation or mandatory information is missing. Review the application and complete all outstanding requirements before submitting.

 

Reviewing Submitted Vendor Applications

Purpose

Once a vendor has submitted their application, it becomes available for internal review within the ME Vendor module.

This section explains how authorised users access completed vendor applications, review the submitted information, verify supporting documentation, and prepare the application for approval.

The review process helps ensure that vendor information is accurate, complete, and compliant with the organization’s procurement policies before approval.

Only submitted applications are available for review.

Navigation Path

MEsuite → MEVendor → Vendor Application

Opening Completed Vendor Applications

To access submitted applications:

  1. Open the ME Vendor module.
  2. Select Vendor Application.

The page displays vendor applications that have been submitted and are awaiting internal processing.

Searching for a Vendor Application

If multiple applications are available, use the available search and filter options to locate the required vendor.

Typical search criteria include:

Applying filters helps reduce the number of displayed records and improves search efficiency.

Opening an Application

To review a submitted application:

  1. Locate the required vendor.
  2. Select the application from the list.

The complete vendor application opens in Edit mode for review.

Users can examine all information submitted by the vendor before proceeding with approval.

Reviewing Vendor Information

Carefully verify all information captured by the vendor.

Typical areas to review include:

Company Information

Confirm that:

Address Information

Review all addresses provided by the vendor, including:

Ensure that the information is complete and consistent.

Banking Information

Verify the vendor's banking details against the uploaded bank confirmation letter.

Confirm:

Best Practice: Banking details should always match the supporting documentation provided by the vendor.

Supporting Documentation

Open each uploaded attachment and verify that:

Typical documents include:

Assigning Vendor Classification

Depending on your organization’s configuration, additional information may need to be assigned before approval.

This may include:

Vendor Type

Assign the appropriate vendor category.

Examples include:

Medium Type

Where configured, assign the appropriate communication or processing medium for the vendor record.

The available options are determined by your organization’s MESuite configuration.

Examples include:

Reviewing Validation Results

Before continuing to approval:

  1. Ensure all mandatory information has been completed.
  2. Verify that supporting documentation has been uploaded.
  3. Confirm there are no outstanding validation warnings.

If information is incomplete, the application should not proceed until the identified issues have been resolved.

Troubleshooting

Issue Possible Cause Resolution
The application cannot be found. The vendor has not yet submitted the application or search filters are too restrictive. Confirm that the application has been submitted and review the selected search criteria.
Supporting documents are missing. The vendor did not upload all required documentation. Return the application to the vendor or request the outstanding documents before continuing.
Banking details do not match the supporting documents. Incorrect information was entered by the vendor. Request that the vendor update the banking information before approval.
Vendor Type or Medium Type cannot be selected. Configuration or permissions may be incomplete. Contact your MESuite administrator to verify the available options and user permissions.
The application is incomplete. Mandatory fields or required documents are missing. Review the application, identify the missing information, and ensure it is completed before approval.

Approving Vendor Applications

Purpose

The Vendor Approval process ensures that submitted vendor applications have been reviewed, validated, and authorised before they are created in the organization’s financial system.

Only users with the appropriate approval permissions can approve or reject vendor applications.

The approval process helps maintain accurate vendor records, supports procurement governance, and ensures compliance with internal policies.

Approval Workflow

The standard approval process follows these stages:

  1. The vendor submits the completed application.
  2. An internal user reviews the application and supporting documents.
  3. The application is routed to the designated approver.
  4. The approver reviews all submitted information.
  5. The application is either:
  • Approved applications are transferred to the financial system.
  • A vendor record is created and becomes available for procurement and finance processes.

    • Before You Begin

    Before approving a vendor application, ensure that:

     

     

    Navigation Path

    MEsuite → MEVendor → Vendor Application (List of Applications Appear – View Application Status will be in Auth)

    MEsuite → MEVendor → Dashboard (Pending Authorizations Appear on Dashboard)

     

    Opening an Application for Approval

    To approve a vendor application:

    1. Open the Vendor Applications page.
    2. Locate the application awaiting approval.
    3. Select the required application.

    The application opens, allowing you to review the submitted information before making an approval decision.

    Reviewing the Application

    Before selecting Approve, confirm that:

    Best Practice: Review the entire application, even if it has already been validated by another user.

    Authorizing the Vendor Application

    If the application meets all organizational requirements:

    1. Select Authorize.
    2. Confirm the approval if prompted.

    MESuite updates the application status and prepares it for transfer to the financial system.

    Declining a Vendor Application

    If the application contains errors or missing information:

    1. Select Decline.
    2. Enter a clear reason for the rejection.
    3. Confirm the action.

    The application is returned for correction in accordance with your organization’s vendor management process.

    Sending Authorized Vendors to the Financial System

    After authorization, the vendor application must be transferred to the organization’s financial system.

    To send an authorized vendor:

    1. Locate the authorized vendor application.
    2. Select Send to Financial System
    3. Confirm the action.

    MEsuite transfers the authorized vendor information and creates the vendor record within the financial system.

    MESuite will send a confirmation email with the created vendor number in the financial system.

    Verifying the Transfer

    After the transfer has been completed:

     

     

     

     

     

     

     

    METime User Guide

    Introduction

    Overview

    The METime module enables employees to record, submit, and manage timesheets electronically within MESuite. It provides a centralized platform for capturing hours worked, tracking time against projects or activities, and submitting timesheets for approval.

    Managers and supervisors can review submitted timesheets, approve or reject entries, and monitor resource utilization through reporting tools. The module supports accurate time recording, streamlines the approval process, and provides reliable data for project management, reporting, and payroll or financial integration.

    Purpose of this Guide

    This guide explains how to use the METime module to perform everyday timesheet activities within MEsuite.

    It provides step-by-step instructions for:

    Prerequisites

    Before using the METime module, ensure that:

     

    About the Timesheet Workflow

    The standard timesheet process follows these stages:

    1. Open the METime module.
    2. Select the required week.
    3. Capture one or more timesheet entries.
    4. Save the timesheet.
    5. Submit the timesheet for approval (if applicable).
    6. The assigned manager or supervisor reviews the entries.
    7. Timesheet entries are approved or rejected.
    8. If rejected, the employee updates the entries and resubmits them.
    9. Approved timesheets become available for reporting and downstream business processes.
    Accessing the METime Module

    Purpose

    This section explains how to access the METime module and introduces the navigation menu used to capture, review, approve, and report on timesheets

    Before You Begin

    Ensure that:

    The menu options available to you may vary depending on your assigned role and security permissions.

    Navigation Path

    MESuite → METime

    Accessing the Module

    1. Log in to MEsuite using your assigned username and password.
    2. After signing in, locate the Navigation Menu on the left-hand side of the application.
    3. Expand the Timesheets menu group.
    4. Select the required menu option to perform your task.

    Understanding the Navigation Menu

    The METime module provides several menu options that support the complete timesheet lifecycle, from capturing time through to reporting.

    Each menu option serves a specific purpose.

    Menu Option Description
    Dashboard Displays an overview of timesheet activity and provides quick access to commonly used functions. The dashboard may evolve as new MESuite features are released.
    Capture Opens the Timesheet Capture page where users record and maintain their weekly timesheets.
    View Displays submitted timesheets and allows authorised users to review captured time.
    Authorize Enables managers and supervisors to approve or reject submitted timesheets. This option is only available to users with the required permissions.
    Reporting Opens the reporting module where timesheet information can be filtered, analyzed, and exported.

    These menu options provide access to all core functionality within the METime module.

    Best Practices

    Before capturing timesheets:

    Capturing Timesheets

    Purpose

    The Capture function enables users to record the hours worked against projects, activities, or other configured time categories. Timesheets can be completed for an entire week or updated daily, depending on organizational requirements.

    Accurate and timely timesheet capture supports project reporting, resource management, payroll, and financial processing.

    Navigation Path

    MEsuite → Timesheets → Capture

    Opening the Timesheet Capture Page

    To capture a new timesheet:

    1. Expand the Timesheets menu.
    2. Select Capture.

    The Timesheet Capture page opens and displays the current resource and reporting period.

    Understanding the Capture Screen

    Several fields are automatically populated to simplify the capture process.

    Resource

    The Resource field is automatically populated with the name of the logged-in user.

    Where delegate access has been configured, you can select another authorised resource from the drop-down list.

    From Date

    The From Date field identifies the week for which time will be captured.

    By default:

    The From Date is a mandatory field and must be completed before timesheet entries can be added.

    Creating a Timesheet Entry

    To add a new timesheet line:

    1. Select the Add (+) icon.
    2. Complete the required fields for the new entry.
    3. Use the available drop-down lists to select the appropriate values.
    4. Enter the hours worked for each applicable day.

    If timesheet entries already exist for the selected week, they are displayed automatically when the reporting period is selected.

    Adding Descriptions

    Each timesheet entry can include additional notes describing the work performed.

    To add or update a description:

    1. Select the Description icon.
    2. Enter the required information.
    3. Click outside the description window or press Tab to save the description.

    Descriptions provide additional context for managers reviewing submitted timesheets.

    Saving a Timesheet Entry

    After completing all required fields:

    1. Review the hours entered.
    2. Verify the selected project or activity.
    3. Select the Save icon.

    The timesheet line is saved and remains available for further editing until submitted for approval.

    Save your work regularly to avoid losing unsaved changes.

    Editing a Timesheet Entry

    To update an existing entry:

    1. Locate the required timesheet line.
    2. Select the More Options menu (three dots).
    3. Choose Edit Line.
    4. Make the required changes.
    5. Save the updated entry.

    Deleting a Timesheet Entry

    If an entry is no longer required:

    1. Open the More Options menu.
    2. Select Delete Line.
    3. Confirm the deletion if prompted.

    Deleted timesheet entries cannot be recovered.

    Expected Result

    After completing this procedure:

    Copying Timesheets from a Previous Week

    Purpose

    The Copy from Previous Week feature enables users to quickly populate the current week's timesheet using entries from the previous reporting period.

    This feature reduces repetitive data entry by copying existing timesheet lines, including project allocations, activities, descriptions, and previously captured hours. Users can then review and update the copied information before saving or submit

    Before You Begin

    Before copying timesheet entries, ensure that:

    Copying a previous weeks timesheet should not replace reviewing your actual hours worked. Always verify and update the copied information before submitting it for approval.

    Navigation Path

    MEsuite → Timesheets → Capture

    Copying a Previous Week's Timesheet

    To copy entries from the previous reporting week:

    1. Open the Timesheet Capture page.
    2. Navigate to the week you want to complete.
    3. Select the Copy from Previous Week icon located on the right-hand side of the screen.

    MESuite automatically copies the previous week's timesheet entries into the current reporting period.

    What Is Copied?

    When using the Copy from Previous Week feature, MESuite copies the following information from the previous reporting week:

    This provides a starting point for the current week's timesheet, allowing you to make only the necessary changes.

    Reviewing Copied Entries

    After the timesheet has been copied:

    1. Review each timesheet line.
    2. Update the hours worked where necessary.
    3. Amend descriptions to reflect the work completed during the current week.
    4. Remove any entries that are no longer applicable.
    5. Add any new projects or activities that were not included in the previous week.

    Treat the copied timesheet as a draft. Every line should be reviewed before

    Saving the Copied Timesheet

    Once all required changes have been made:

    1. Review the completed timesheet.
    2. Select Save.

    The updated timesheet is stored for the selected reporting week.

    if oyu leave the Timesheet Capture page without saving, any copied or amended entries will be lost. Timesheet lines that do not contain hours will not be saved.

    Expected Result

    After completing this procedure:

    Best Practices

    Troubleshooting

    Issue Possible Cause Resolution
    No entries are copied. No timesheet exists for the previous reporting week.
    Incorrect hours appear. Hours were copied from the previous week.
    Changes disappear after leaving the page.

    Some lines are missing after saving.

    Timesheet Validation Rules

    Purpose

    The Timesheet Validation feature helps ensure that all timesheet entries are accurate, complete, and compliant with your organization’s timesheet policies before they are submitted for approval.

    MESuite automatically validates hours entered on each timesheet. If any validation rules are violated, the system displays an error message and prevents the timesheet from being saved or submitted until the issue has been resolved.

    These validation checks improve data accuracy and reduce the need for corrections during the approval process.

    When Validation Occurs

    Validation is performed automatically when you:

    If an error is detected, MESuite highlights the issue and prompts you to correct it before proceeding.

    Validation Rules

    Maximum Daily Hours

    A maximum of 24 hours can be captured for a single day.

    This ensures that the total hours recorded for one calendar day do not exceed the maximum possible working time.

    Example:

    Entered Hours

    Result

    8

    Accepted

    12

    Accepted

    24

    Accepted

    25

    Validation Error

    If the total hours entered exceed 24 hours, the timesheet cannot be saved or submitted until the values have been corrected.

    Negative Hours

    Negative values are not permitted.

    Hours entered must always be greater than or equal to zero.

    Negative values cannot be used to adjust previously captured time. Any corrections should be made by editing the existing timesheet entry.

    Zero-Hour Entries

    A timesheet line cannot contain a total of zero hours.

    If a line is no longer required, it should be deleted rather than saved with zero hours.

    Remove unnecessary timesheet lines to keep timesheet clear and easy to review.

    Common Validation Scenarios

    Scenario

    Result

    Recommended Action

    Daily hours exceed 24

    Validation Error

    Reduce the total hours for the day to 24 or fewer.

    Negative hours entered

    Validation Error

    Replace the negative value with the correct number of hours.

    Timesheet line contains zero hours

    Validation Error

    Enter valid hours or delete the unnecessary line

    All validation rules pass

    Success

    Save or submit the timesheet for approval

    Expected Result

    After completing this procedure:

    Best Practices

    Troubleshooting

    Issue

    Possible Cause

    Resolution

    Unable to save the timesheet.

    One or more validation rules have failed.

    Review the highlighted entries and correct the invalid values

    Daily hours exceed the limit.

    More than 24 hours have been entered for a single day.

    Reduce the total recorded hours for that day.

    Negative values are rejected.

    MESuite does not allow negative time entries.

    Edit the existing entry and enter the correct number of hours

    A line cannot be saved.

    The line contains zero hours

    Enter valid hours or delete the unnecessary timesheet line

    Timesheet Approvals

    Purpose

    The Timesheet Approval process ensures that all submitted timesheets are reviewed and authorised by the appropriate manager or supervisor before they are used for reporting, project costing, payroll, or financial processing.

    Once a timesheet has been submitted, MESuite routes it to the designated approver according to the organization’s configured approval hierarchy. Approvers can review individual timesheet entries, approve valid submissions, or reject entries that require correction.

    Approval Workflow

    The standard approval process follows these stages:

    1. The employee captures and saves their timesheet.
    2. The timesheet is submitted for approval.
    3. MESuite routes the timesheet to the assigned manager or supervisor.
    4. The approver reviews the submitted entries.
    5. Each entry or the entire timesheet is either:

    Before You Begin

    Before approving timesheets, ensure that:

    Only users with appropriate permissions can approve or reject submitted timesheets.

    Navigation Path

    MEsuite → Timesheets → Authorize

    Opening the Authorize Page

    To review submitted timesheets:

    1. Expand the Timesheets menu.
    2. Select Authorize.

    The Authorize page displays timesheets awaiting review based on your assigned resources and permissions.

    Selecting Resources and Date Range

    Before reviewing entries:

    1. Select the required Resource.
    2. Select the applicable From and to dates.
    3. Choose the status you want to review.
    4. Select Load (if applicable).

    Approvers can review individual employees or multiple resources, depending on their assigned permissions.

    Understanding Timesheet Statuses

    The Status filter allows approvers to display specific groups of timesheets.

    Typical statuses include:

    Status

    Description

    Pending Approval

    Timesheets awaiting review.

    Approved

    Timesheets that have already been authorised.

    Rejected

    Timesheets returned to employees for correction.

    All

    Displays all available timesheets regardless of status.

     The available status values may differ depending on your organizations MESuite configuration.

    Approving Individual Timesheet Entries

    After loading the required timesheets:

    1. Locate the timesheet entry.
    2. Review the recorded hours and description.
    3. Open the Action menu.
    4. Select Approve.

    The selected timesheet entry is immediately approved.

    Approving an Entire Timesheet

    If all entries are correct:

    1. Select the checkbox to highlight all timesheet lines.
    2. Open the Bulk Actions (hamburger) menu.
    3. Select Approve.

    MESuite approves every selected timesheet entry in a single action, reducing the time required to process large submissions.

    Rejecting Timesheet Entries

    If corrections are required:

    1. Select Reject from the Action menu.
    2. Enter the reason for rejection.
    3. Select Decline to confirm.

    MESuite records the rejection reason and returns the affected timesheet entry to the employee for correction.

    *Best Practice: Provide a clear and specific rejection reason so that the employee understands exactly what needs to be corrected.

    Employee Notification

    When a timesheet entry is rejected:

    Updating Rejected Timesheets

    Employees can correct rejected entries by:

    1. Opening the Capture page.
    2. Selecting the rejected timesheet.
    3. Opening the More Options menu.
    4. Selecting Edit Line.
    5. Updating the hours or description.
    6. Saving the changes.
    7. Resubmitting the timesheet for approval.

    Understanding Timesheet Cell Indicators

    MESuite uses visual indicators to display the approval status of individual timesheet entries.

    Indicator

    Meaning

    Approved

    The timesheet entry has been approved and can no longer be edited.

    Rejected

    The timesheet entry has been rejected and requires amendment before it can be resubmitted

    Once an entry has been approved, it becomes read only and cannot be modified unless your organization follows an exception process.

    Expected Result

    After completing this procedure:

    Troubleshooting

    Issue

    Possible Cause

    Resolution

    No timesheets appear on the Authorize page.

    No submissions match the selected resource, date range, or status.

    Review the filters and reload the page.

    The Authorize option is unavailable.

    Your account does not have approval permissions.

    Contact your MESuite administrator to verify your security role.

    Unable to approve a timesheet.

    The timesheet contains validation issues or is no longer awaiting approval.

    Review the entry status and correct any outstanding issues before attempting approval again.

    The employee cannot edit a rejected entry.

    The timesheet has not been returned correctly or remains in an approved state.

    Verify the rejection status and ensure the employee has edit access.

    Viewing Timesheets

    Purpose

    The View function enables users to search for, review, and analyse captured timesheets without editing them. It provides managers, supervisors, and authorised users with visibility into submitted timesheets and supports both detailed and summary reporting.

    The View page is particularly useful for monitoring employee time, validating captured hours, and reviewing project allocations before generating reports.

    Navigation Path

    MEsuite → Timesheets → View

    Search Criteria

    Complete the relevant fields to retrieve the required information.

    Typical filters include:

    Managers and supervisors with the appropriate permissions can leave the Resource field blank to retrieve timesheets for multiple employees.                                        

    Generating the View

    After selecting the required criteria:

    1. Review the search filters.
    2. Select Load (or the applicable search option).

    MESuite retrieves all timesheet entries matching the selected criteria.

    Viewing Summary and Detailed Information

    The View page supports two reporting formats.

    Summary View

    The Summary View provides a consolidated overview of captured time, making it easier to review totals across reporting periods or resources.

    Typical information includes:

    Detailed View

    The Detailed View displays individual timesheet entries, allowing users to review:

    This view is particularly useful when validating captured time or investigating discrepancies.

     

    Exporting Timesheet Data

    Timesheet information can be exported for further analysis.

    To export the displayed results:

    1. Generate the required view.
    2. Select Export to Excel.

    MESuite creates an Excel file containing the displayed timesheet information for offline review or reporting.

    Expected Result

    After completing this procedure:

    Best Practices

    Troubleshooting

    Issue

    Possible Cause

    Resolution

    No records are displayed.

    The selected filters returned no matching data.

    Review the search criteria and try again.

    The Resource field is unavailable.

    User permissions restrict access

    Contact your MESuite administrator if broader access is required.

    Export contains no data.

    No records were loaded before exporting.

    Generate the report first, then export the results

    Timesheet Reporting

    Purpose

    The Reporting module enables authorised users to analyse timesheet information using flexible reporting and filtering tools. Reports can be customized, rearranged, filtered, and exported to support operational reporting, project management, and business analysis.

    Navigation Path

    MESuite → Timesheets → Reporting

    Opening the Reporting Module

    To access Timesheet Reporting:

    1. Expand the Timesheets menu.
    2. Select Reporting.

    The reporting workspace opens, allowing you to define the required report parameters.

    Selecting Report Criteria

    Before loading a report, specify the appropriate criteria.

    Typical filters include:

    Once all required fields have been completed:

    1. Select Load.

    MESuite retrieves the corresponding reporting data.

    Understanding the Reporting Workspace

    The Timesheet Reporting page uses a Pivot Table layout.

    This enables users to:

    Analyse captured hours from different perspectives.

    Columns can be repositioned by dragging and dropping them into a new location within the report.

    Use the pivot functionality to create customized report layouts without changing the underlying timesheet data.

    Applying Filters

    Most report columns include filtering options.

    Filters can be applied to:

    Filtering helps reduce large datasets into meaningful business information.

    Exporting Reports

    Completed reports can be exported to Microsoft Excel.

    To export a report:

    1. Generate the required report.
    2. Review the displayed information.
    3. Select Export to Excel.

    The exported file can be used for:

    Expected Result

    After completing this procedure:

    Best Practices

    Troubleshooting

    Issue

    Possible Cause

    Resolution

    No report data is displayed.

    The selected criteria returned no results.

    Review the reporting period and selected filters.

    Unable to rearrange columns.

    The report has not finished loading or permissions are limited.

    Wait for the report to load completely or verify your access rights.

    Exported report is empty.

    No records were loaded before exporting.

    Generate the report before selecting Export to Excel.

    Report performance is slow.

    A large amount of data is being retrieved.

    Reduce the reporting period or apply additional filters.