Expense Claim

Prerequisities

Beofre creating and working with the Expense Claim ensures the Vehicle Invoice, Employee Advance is created and Expsense Entry (Optional)

ensures Vehicle Invoice is automatically created from the Vehicle Run Summary. It consolidates trip billing, advances, expenses, penalties, and payouts into one easy-to-review form.

Employee Advance records cash advances given to employees, such as salary advances, trip advances, or penalties. It is closely linked to Vehicle Invoices and Expense Entries, and facilitates cash flow management for employee-related expenses.

Overview

The Expense Claim document allows employees to request reimbursement for expenses incurred during vehicle trips. It is linked to Vehicle Invoice and Expense Entry records to maintain traceability. The document supports an approval and payment workflow.

Custom Fields Added

• Reference Vehicle Invoice: Links the Expense Claim to its Vehicle Invoice.
• Reference Expense Entry: Links to the related Expense Entry document.

Automatic Settings on Load / Refresh

• If no expense approver is set, the system auto-assigns the current user.
• After submission, if reimbursed amount is less than claimed, an option to create an Outward Bank Payment is available.

How to Create and Manage Expense Claims

1. Create an Expense Claim:

   Go to the Expense Claim form. Enter your expense details. Use the Reference fields to link the claim to related Vehicle Invoice and Expense Entry documents.

2. Submit the Claim:

   Attach all supporting bills and files, then submit the claim for approval.

3. Review Expense Claims:

   View all submitted claims in the Expense Claim list. Claims that are submitted but not fully reimbursed appear as eligible for payment.

4. Make Payments via Outward Bank Payment:

   In the list view, select one or more eligible claims, then click Outward Bank Payment. The system verifies eligibility and warns if any are ineligible.

5. Fill the Payment Dialog:

   Provide payment details such as:

   • Company (auto-selected from first eligible claim)
   • Payment Amount (total of selected claims by default)
   • Company Bank Account
   • Transaction Type (e.g., IMPS or NEFT)

6. Confirm Payment:

   Click Make Payment to generate linked Outward Bank Payment documents for the claims.

7. Track Reimbursement Status:

   Monitor payments and status updates directly in Expense Claims and related payment documents.

List View Action & Notifications

• Users with proper permissions can initiate bulk Outward Bank Payments from the Expense Claim list view.
• The system displays success or error messages and refreshes the list accordingly.
• Ineligible claims produce warnings indicating the reasons.

Notes & Best Practices

• Ensure Expense Claims are complete, with supporting documents uploaded before submitting and requesting payments.
• Verify that company bank account details are correctly configured and selected for payment processing.
• Use the bulk payment feature to efficiently pay multiple claims at once.
• Review reimbursements regularly to keep records up to date and resolve any issues promptly.