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How do I submit an expense claim?

On Expense Submission, pick the Payment Source, Create, add one line per expense with its Expense Category, date, quantity and price, attach the receipts, and Save (or Save and send for approval).

Screen
Expense Management › Expense Submission › Expense Submission
Who
The employee, or the petty cash custodian
Takes effect
On save; it posts nothing
Needs first
Payment sources, categories and the Expense Management Setting

Steps​

  1. Open Expense Submission and press New.
  2. Fill the header before Create: Submission Date, Payment Source (for example Employee), Notes "Client visit, 14-16 Oct". Default Currency is the company's currency. Create: these are now locked.
  3. Add a line per expense. Expense Category Hotel: Name, Account, Price and Tax Group fill in. Expense Date 14-Oct-2026, Quantity 2 (nights), Price 9,500, Merchant the hotel's name. Gross Amount becomes 19,000.
  4. Check the tax with Tax Lines on the grid toolbar.
  5. Attach the receipts with Attachment on the toolbar.
  6. Save, or Save and send for approval where an approval is set up.

Check it worked​

  • The claim appears on the Expense Submission list with an empty Post Expense Submission column.
  • Once approved, Post This Expense becomes available on it.

If something looks wrong​

  • "Basic Data - Line ID : 0001 - Expense Date cannot be more than 2 month(s) old - the earliest allowed is 23-Aug-2026" The expense is older than the company allows.
  • "Basic Data - Line ID : 0001 - Expense Date cannot be later than 23-Oct-2026" The date is in the future.
  • "Account is not defined in Payment Source" The payment source has no account.
  • No Currency column. The company's setting does not ask for a currency per line.