Intro – Expense Claim #

Expense Claim is used to claim reimbursement for business expenses incurred by employees. You can refer to previously paid employee advances if any. With its built-in approval process (if enabled), employees prepare and submit claims for approval before payment is processed.

• Expense Claim is a posting transaction.
• If expense claim approval process is off, all created claims will be auto approved upon saving.
• Approved claims can be paid and recorded in the Reimbursement.

Create a New Expense Claim #

• Go to Employee on the left sidebar, and select Expense Claims
• Click Add New button in the top right corner.
• On the Add New expense page, fill in the following fields
  • Expense number is an auto generated number.
  • Date: default is today.
  • Employee: Select the employee who claim the expenses. Defaults to the logged-in user.
  • Description: Enter the details of the expenses incurred, up to 300 characters.
  • Refer To Advance #: Select associated advance if any.
  • Reimbursement Account: Select the current liability account used to track the amounts owed to employees for incurred expenses.
  • Total Amount: It is a total claim amount and is a read-only field.
  • Amount Details:
    • Expense Claim allows you to enter up to 3 categories or 3 expense accounts. So that at least 1 expense account you need to specify together with its amount.
    • After completing the first line of expense, click or tap “Show More” button if you want to enter more expense line.
    • Quick Buttons: Use these icon buttons to quickly access expense accounts or categories. You can change which account each button links to.
    • Expense Account: Select an appropriate expense account to track your expenses.
    • Amount: Enter positive amount.
    • Billable: Select this option if you will bill a customer later.

• • Customer: If any of billable option is selected, choose a customer you will bill.
  • Project: Select the customer’s project, if applicable.

• Click Save or Save & Submit