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How do I set up expense claims for a company?

Create the payment sources with their ledger accounts, make sure the expense categories have an expense account, then fill the company's Expense Management Setting, including the Transaction Journal default for Post Expense Submission.

Screen
Payment Source, the Category screen, Expense Management Setting
Who
The accountant or implementation consultant
Takes effect
On the next claim
Needs first
The chart of accounts and a journal-voucher journal in the general ledger; tax groups and zones

Steps​

  1. Open Payment Source and create one per way of paying: Employee (on the account staff are paid back from), Petty Cash (on the petty cash account). Each needs an Account.
  2. Check the expense categories (Expense Management › Category, kept on Category and Category Group in Company setup). A category is offered on a claim only when its group is an expense group and it is marked for use in expenses. Its expense account, cost price and purchase tax group fill the claim line.
  3. Open Expense Management Setting for the company. Tick Currency Required On Line if staff spend abroad. Set Expense Date Back Limit (Months), for example 2.
  4. Add the posting journal. On Default Parameters: Process Code Post Expense Submission, Object No Transaction Journal, Value the journal code. Save.
  5. Have the process post keys of Post Expense Submission set on Process Post Key in the general ledger setup, and, if claims are approved, an approval for Expense Submission.

Check it worked​

  • A test claim saves, and Post This Expense on it, once approved, raises a parked Post Expense Submission on your journal.