Post Expense Submission
The posting document of expense management. It takes the lines of one Expense Submission, and its Save writes a ledger voucher with the same number. Reverse undoes it.
What it is for
It turns approved expenses into accounting. One claim can be posted in one go or in parts: each Post Expense Submission takes the claim's lines that are not yet on another one.
It is made in two ways:
- Post This Expense on the claim creates it, with every remaining line, the journal from the Expense Management Setting, today's date and the status Park.
- By hand here: pick the claim in Origin Number before Create, and its remaining lines come up. Untick Accepted on any line you do not want to post now.
Every field in plain words
Header
| Field | What it means | What to put |
|---|---|---|
| Submission | This posting's number. The ledger voucher gets the same number | Given on Create |
| Posting Date | The date it posts on | Filled in, not typed |
| Posting Status | Park or Posted, from the statuses of the journal | Required. Park keeps it open to change; Posted makes it final |
| Payment Source | Who paid | Copied from the claim |
| Notes | Carried to the voucher's header text | Optional |
| Origin Number | The Expense Submission being posted | Required. Picked before Create; locked afterwards |
| Transaction Journal | The journal the voucher is written on | Required. Offered from the journal-voucher journals. Locked after Create |
| Journal, Journal Indicator | The journal's nature and indicator | Filled from the journal |
| Reverse Voucher No, Reverse Date, Reverse Reason, Remarks | Filled when the document is reversed | Not typed here |
Total on the toolbar shows Gross Amount, Tax Amount and Amount Including Tax. Accounting on the toolbar opens the ledger voucher.
Lines
| Column | What it means |
|---|---|
| Accepted | Post this line now. Only accepted lines are kept when you save |
| Expense Date, Expense Category, Name, Account | From the claim |
| Quantity, Price, Gross Amount | From the claim. Not editable |
| Tax Group, Tax Zone | From the claim |
| Line Text | From the claim; can be changed |
The maths
On Save the tax is worked out again from each line's Tax Zone and Tax Group, on the Posting Date, not on the claim's date. If a tax rate changed between the two dates, the posting carries the new rate. The header's three totals are the sums of the lines.
What posts
| Document | When | Debit | Credit |
|---|---|---|---|
| Post Expense Submission | Save | The lines' Account (each expense category's expense account) and the tax, as the post keys of this screen place them | The header's Account (the payment source's account), as the post keys place it |
Which side each amount falls on, and the tax accounts, are set by the process post keys of Post Expense Submission on Process Post Key in the general ledger setup. Without them Save is refused.
- Save writes the voucher on the Transaction Journal with this document's number and its Posting Status. Saving again after Edit rewrites the voucher.
- If an approval is set up for this screen, approving it marks both the document and its voucher Posted.
- Reverse (only on a Posted document) asks for a Reverse Date, reason and remarks, writes the reversing voucher, and fills Reverse Voucher No. The claim's lines become free to post again.
- Delete works only while the document is not Posted, and removes its voucher with it.
Once Posted, Edit and Delete are greyed out; once reversed, every button is.
Scenarios
- Post a whole approved claim. Use Post This Expense on the claim, open the result, set Posting Status to Posted, Save.
- Post only what the receipts support. Raise one by hand, untick Accepted on the doubtful lines, Save. Post the rest later on another one.
- A claim was posted to the wrong period. Reverse it with a Reverse Date in the right period, then post again.
What it is connected to
- Expense Submission - the claim it posts.
- Payment Source - the account on the other side.
- Expense Management Setting - the default journal.
- General ledger: General Entry (the voucher), Transaction Journal (the journal) and Process Post Key (the post keys).
If something looks wrong
- "Only Posted Vouchers can be reversed" The document is still parked. Delete it instead, or post it first.
- "Reverse Date: 01-Oct-2026 cannot be less than Posting Date: 15-Oct-2026" Pick a reverse date on or after the posting date.
- "Posted Expense cannot be deleted" Reverse it.
- "Basic Data cannot be Empty" No line is accepted.
- "Journal Cannot be Empty." or "Journal: JV does not exists." Pick a journal of this company.
- "Back date not allowed" The journal limits how far back a posting may be dated.
- "Financial Year not found." No financial year covers the Posting Date.
- "Process Postkeys have not been configured in the system" The post keys for this screen are missing in the general ledger setup.
- "Account is not configured in Posting Profile ... against Post Key ..." The posting profile has no account for that post key.
- "Header text is marked required on Journal : JV. Header text cannot be empty" Fill Notes.