Users with the Expenses role, can create and submit expense claims.
Create Expenses
To create an expense claim, go to the Expenses module > select Create Expense.
The Submit Expense claim screen will populate.
If the user has the On Behalf of Expenses role, select the dropdown in the On Behalf Of field > choose the applicable user's name, from the same org unit.
In the Claim Name field, insert the desired name.
The Claim Description is optional > in the Attachments field, attach applicable documents by select Browse.
To add an expense claim line, select +Create Expense.
The Create Expense screen will populate, to add claim line details.
Each expense must be assigned an expense type, in the Expense Type field. If the expense type chosen has an associated form (required by the community), additional detail fields will populate.
Insert information in mandatory fields marked with a red asterisk.
| Note: If your community allows users to enter a Tax Amount when creating an Expense Line, the user can either select a Tax Rate, or enter a Tax Amount. |
Once completed, select Add. If there are additional expense lines to add, click Add More.
To submit the expense, select Submit at the bottom of the screen. To save for future submission, click Save. Expense claims saved and not submitted, will be in an Incomplete state.
Submit a Saved Expense Claim
To submit a previously saved expense claim, go to the Expenses module > select Expense > click Filters.
In the State field, select Incomplete > click Apply Filter > select the desired claim number.
The desired expense claim view screen will appear.
Select More Actions. For users who submitted an expense claim for themselves, the Edit option will appear opposed to Complete. As well as, the Cancel option.
If the expense claim was submitted by on behalf of a user, and saved by the initiator user. The initiator user will see Complete opposed to Edit. As well as, the Cancel option.
To submit the expense claim, select Edit or Complete.
Once all required lines are completed, click Submit to submit the claim for approval. The expense claim will be given a unique ID and routed to the approvers.
Copy Expense Claims
Users can copy a previously submitted expense claim, so long as it is in a Declined state.
To copy a declined expense claim, go to the Expenses module > click Filters.
In the State field, select Declined > click Apply Filter > select the desired expense claim number.
Select More Actions > click Copy.
The fields will duplicate the information and claim lines from the original (declined) expense claim.
Once submitted, the expense claim will generate a new expense claim number.
Declined Expense Claims
If an expense claim has been declined, users can re-create the expense claim by utilizing the copy function, make updates and submit.