This feature comes with certain plans. If it is not in your menu, it is not in your business's plan.
How a claim moves
In Purchases open the Expense claims tab. A claim goes through three stages: submission, approval which records it in the books, then settlement with the employee. Claims sent from the employee app arrive here already submitted, ready for a decision.
- Draft
- Submitted
- Approval
- Settlement
Record a claim for an employee
Press New claim and choose the Employee. Then give each receipt a line with its date, Category (expense account), description, Merchant, amount and VAT.
Tick Tax invoice (1) when the receipt is a tax invoice, so the VAT is booked as input VAT. Left unticked, the VAT stays in the expense. Read a receipt fills a line from an image for you to check. Press Submit for approval (2) or Save draft.
Decide: approve or reject
Pick the claim from the list, check its receipts and press Approve and post. The claim takes a number, its journal is recorded with today's date, and the amount shows as owed to the employee in Employee payables. If it is wrong press Reject and write the reason; you can Reopen it later to correct it.
| Account | Debit | Credit |
|---|---|---|
| Expense account | 200.00 | |
| VAT input | 30.00 | |
| Employee payables | 230.00 |
Approving takes the approve permission, or being the owner. If your establishment has switched on approvals for claims, a Send to the approvals inbox button appears, and the person who keyed a claim cannot approve it.
Settle with the employee
Once approved, choose one way:
- Pay the employee: a payment from the bank or cash, and the claim becomes Paid.
- Settle from custody: taken from an open custody advance of the same employee whose balance covers the claim, and the claim becomes Settled.
- Add to payroll: HR is told the amount for the next payroll run. It needs an employee linked to HR, and the claim closes when that run is posted.
| Account | Debit | Credit |
|---|---|---|
| Employee payables | 230.00 | |
| Bank or cash | 230.00 |
The Report button at the top of the page totals claims by employee and by category for a period you choose.
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