Viewing Expense Records

1. Edit - a request saved as draft can be edited and worked upon
   
2. Delete – drafts can be deleted
   
3. Resubmit – a returned claim can be resubmitted
4. View - view details of advance request
5. Withdraw - submitted expense claim can be withdrawn by the initiator 

Creating an Expense Request

Quick Access : Advance & Expense > Expense Claims
Accessible to : as per Setup

Through this section you can create an expense claim. You need to fill all required details in the form; you can save the draft or take a printout and submit it to the account with supporting documents. Managers or other roles can submit expense requests on behalf of employees if enabled in setup.

Before you can create an expense claim you need to know the expense head on which you will claim the expense. Approvers will come predefined based on the configuration taken by your company. If you are in doubt you can find out the Approver of the Expense Head which you are submitting by talking to your Manager or HR Manager.

Also check with the HR Manager or the Accounts team as to how and to whom you should submit the supporting documents.

Step 1 - Click on "Expense Claims" button to create a new expense claim

1. If multiple claim types is enabled then you can select Claim Type from drop down. Approver name will come automatically. If multiple claim types is not enabled then the default approver name will be visible.
a) If claim type is selected as Travel Expenses then you will have the option to select the Tour Request number through which you had got the travel approval
b) If you select a Project Expense then you will have to select the Project name and if a customer is mapped to the project then Customer name will also be shown. You need to have been mapped to the project once to be able to submit this claim, you cannot select a project to which you have not been mapped

2. Select currency - the list of currencies used by your company will be visible here
3.  Provide a description for the claim
4. Click on "Add New Expense" - this will allow you to create multiple entries in the voucher

Step 2
In the popup select the category of the expense you want to claim, each category has different data input requirements.

- Fill up the details of the claim
- Upload supporting document(s)
- Click on "Save"

If you are filling up a claim which is supported by a policy you will be expected to provide the appropriate inputs. Repeat step 2 for all the expenses line items.

Step 3

Multiple line items can be filled up as shown above, till the voucher is not submitted these entries can be edited or deleted.
If any expense is exceeding policy you can check the policy details by clicking on Exceeds Policy button. This will show the policy details.

Step 4 – You can adjust any outstanding advance against this expense claim. There are two ways in which you can adjust advance against expense claims.
a) Manual Advance Adjustment: if you have any advance payment and you want to adjust advance with expense claim then select advance request from drop down manually as shown below

The amount to be adjusted against the advance will be automatically filled to the maximum amount which can be recovered based on the outstanding amount in the advance and the total amount claimed.

b) Automatically Advance Adjustment: if this feature is enabled by your company then if any advance is outstanding (in Paid status) then it will be automatically adjusted with your claim. When you submit the claim a popup showing you the advance voucher(s) which are being adjusted will come.

Step 5 – You can input any remarks you want to mention and upload any supporting documents in the claim voucher. Remember you can also upload supporting documents against each line item.

Step 6 - Click on "Submit" if you want to submit, if you have not finished updating the claim then click on "Save as Draft".

Submission Guidelines

Please follow these guidelines for speedier approvals.

Policy Check
If the expense heads are controlled through a policy then when the expense voucher is being created the input is taken in line with the policy. It could be in KM, Days or Amount and based on the policy a check is done. If the amount is exceeding the policy then system will show “Exceeds policy”. If the expense is as per policy then it is shown “As per policy” on the voucher. If there is no policy then it shows “No policy” on the voucher.

Vouchers which have line items exceeding policy might have a different approval work flow and will go through more scrutiny.

Adjusting Advance
If an advance has been taken and it needs to be adjusted against this expense voucher then details of the advance and the amount to be adjusted can be added. An advance can be adjusted against multiple expense vouchers. For example if an advance for INR 10,000 has been given for travel and in one voucher only train tickets for INR 5,400 are being claimed then the advance of 5,400 should be mapped. The remaining amount of 4,600 can be claimed in subsequent vouchers.

Note : Advance taken in a particular currency can be adjusted only against the expense claim of the same currency.

Submission Deadline
You might be stopped from submitting an expense which is too old, please try to adhere to the company policy on back dated submissions.