LEEP Crew Smart Discretion — Quick Start Guide
Record Identifier: ICONIC-LEEP-KNW-002
System: LEEP Crew Smart Discretion
Organization: Iconic Productions
Access Classification: Internal — Authorized Iconic Productions Personnel
Version: 1.0
Effective Date: September 10, 2026
Record Status: Active
Quick Purpose: Use this guide when you already understand the Smart Discretion system and only need the essential steps for entering and processing a LEEP reimbursement claim.
1. Sign In
Sign in using your own authorized Smart Discretion account.
Do not share passwords or use another staff member's account.
2. Create the Claim
Complete the New reimbursement claim section.
LEEP Project ID
The Project ID is generated automatically. Do not attempt to enter or change it.
LEEP Project Name
Enter the correct LEEP project name and refer to Slack.
Receipt Date and Receipt Time
Enter the actual transaction date and time shown on the receipt where available.
Venue / Supplier
Enter the name of the venue, business, retailer, restaurant, hotel, or supplier.
Slack Project Link
Paste the relevant Slack project link where available.
Receipt Number
Enter the receipt, invoice, order, or transaction number where available.
Receipt Image / PDF
Upload the supporting receipt as:
- JPG
- JPEG
- PNG
Maximum file size: 10 MB.
Select Create claim.
3. Enter Each Receipt Line
Enter each relevant receipt item separately.
For every line complete:
- Line Item
- Amount Including Tax
- Category
- Ordered / Consumed By
- Shared Dessert?
- Notes where required
4. Choose the Correct Category
| Category | Allocation Rule |
|---|---|
| Product / Item Shared Eligibility | SSP 72% / DJP 28% |
| Drink | 100% to the person who ordered or consumed it |
| Dessert | 50/50 if shared; otherwise 100% to the person who ordered it |
| Surcharge | 50% SSP / 50% DJP |
| Credit Card Fee | Excluded / Iconic |
5. Ordered / Consumed By
Select:
- Shared — shared eligible crew item
- SSP — item attributable to SSP
- DJP — item attributable to DJP
6. Shared Dessert?
Select Yes only when SSP and DJP genuinely shared the dessert.
Select No when the dessert belongs to only one person.
7. Check the Calculation
Review:
- Receipt Total
- SSP
- DJP
- Excluded / Iconic
Required Check: The claim should display Reconciliation: $0.00 OK before it is progressed.
8. Progress the Claim
The status options available to you depend upon your permission level.
| Level | Authority |
|---|---|
| Level 1 | Draft → Submitted |
| Level 2 | Draft → Submitted → Approved |
| Level 3 | Draft → Submitted → Paid |
| Level 4 | Draft → Submitted → Approved → Paid |
| Level 5 | Draft → Submitted → Approved → Paid + VOID |
| Level 6 | System Administrator |
9. Complete PAID Details
When marking a claim Paid, complete:
- Paid By
- Paid Date
- Paid Time
- Payment Receipt / Reference Number
If Other is selected under Paid By, complete the Paid By Other field.
10. View the Supporting Receipt
Where a receipt has been uploaded, select View Receipt to securely open the supporting JPG, PNG, or PDF.
11. Quick Daily Workflow
- Sign in.
- Create the claim.
- Upload the receipt.
- Enter every receipt line.
- Select the correct Category.
- Select Shared, SSP, or DJP correctly.
- Identify shared desserts correctly.
- Check all allocation totals.
- Confirm Reconciliation is $0.00 OK.
- Submit the claim.
- Approve or pay the claim where permitted.
- Record all PAID Details.
Remember: Correct classification is more important than simply obtaining a calculation. Verify the receipt, the category of every item, and the final $0.00 OK reconciliation before progressing the claim.