Module Overview:

Expense Claims are entered by an Employee to claim from the Company expenses incurred by the Employee in performing work.

Expenses are charged to a Job (whether it is a chargeable job or an overhead job), an Activity Code and a Work Centre.

Each Expense Claim has an optional Content. This is text that describes the content of the claim e.g. Trip to Auckland 12/07 would describe to what event the claim relates

An Expense Claim will be flagged as Complete by the employee. It will then be Approved by a person with appropriate authority

The Expense Claim Line becomes a cost on the selected Job only when the Expense Claim is Approved. This creates an Accounts Payable invoice against the employee (who must be set up as a Creditor in the financial software) and a Job Transaction line as a cost on the designated job.  On the Employee master file record there is a place to enter the Company Code for the link to the Creditor.

An employee domiciled in one Financial Company (or country) can expense costs to jobs in other Financial Companies (or countries). The employee will be reimbursed from their home Financial Company.  The expenses may be incurred in any currency. The expense will be converted back to the home currency of the employee, with this being the amount to be reimbursed to the employee by way of an Accounts Payable invoice paid to that employee.

Disbursements may be entered on an Expense Claim. These will result in a charge to a Job, with no reimbursement to the Employee.

Claim Lines, whether an Expense Reimbursement or a Disbursement, that have an Activity record containing a Cost Rate will automatically calculate the 'Claim incl GST' value. The value calculated is not editable. 

Child Pages: