Vuplon

Forms and approvals

Claims, advances and requisitions, approved online instead of on paper.

Staff fill the form on their phone, each approver signs off in turn, and finance receives a request that is already checked, coded and ready to pay.

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What it is

Vuplon Forms is expense claim and requisition software for organisations in Uganda and East Africa. It replaces paper forms for expense claims, cash advances and their accountability, salary advances and purchase requisitions. Each form type follows its own approval chain, approvers are notified in turn, and approved requests carry on to payment, payroll recovery, purchasing and the general ledger without being typed in again.

What you get

Expense claims

Staff list what they spent, line by line, attach the receipts and submit. Approved claims post to the ledger.

Advances and accountability

Request a cash advance for an activity, then account for it afterwards against what was actually spent.

Salary advances

A request against the next salary, approved by the people you choose and recovered through payroll once approved.

Purchase requisitions

Itemised requests that, once approved, move on to requests for quotation, purchase orders and goods received.

An approval chain per form

Different approvers for claims, advances and requisitions, in the order you set, with email and in-app notifications.

Your own fields

Add the extra fields your organisation asks for, and tag requests by department, branch, cost centre or project.

Web and mobile

Staff submit and track requests from the mobile app; approvers see everything waiting for them in one list.

A record of every decision

Who requested, who approved or rejected, when, and why, kept with the request.

How it works

  1. Choose your approvers. Set the chain for each form type once.
  2. Staff submit. From a phone or a browser, saving a draft if they need to come back.
  3. Approvers decide. Each is notified in turn and approves or sends it back with a reason.
  4. Finance pays and posts. The approved request reaches finance with its coding done.

Forms included

  • Expense claim
  • Cash advance request
  • Advance accountability
  • Salary advance
  • Purchase requisition
  • Request for quotation
  • Purchase order
  • Goods received voucher

Forms & Approvals: questions people ask

What is a purchase requisition system?

A purchase requisition system lets staff request goods or services on a form that is approved by the right people before anything is ordered. In Vuplon the approved requisition then carries on to requests for quotation, a purchase order and a goods received voucher.

Can each form have different approvers?

Yes. Claims, advances, salary advances and purchase requisitions each have their own approval chain, set in Forms Settings.

How are salary advances recovered?

When a salary advance is approved it becomes a deduction in payroll, so it is recovered from the employee’s pay without a separate spreadsheet.

How does advance accountability work?

An employee who received an advance submits an accountability listing what was spent. It goes through its own approval, and the approved accountability is posted to the general ledger.

Can staff submit requests from their phones?

Yes. Every form is available in the Vuplon mobile app and in a mobile browser, and approvers can act from their phone.

Can suppliers respond to a request for quotation online?

Yes. A request for quotation can be sent to suppliers as a link, and they enter their prices on a page that needs no Vuplon account.

Works with the rest of Vuplon