Expense Claim
Go to: HR → Expense Claim
Employees request reimbursement for business expenses and can receive advances. Finance/HR approve and pay.
What’s on the tiles
Setup
| Tile | What it does |
|---|---|
| Expense Claim Type | Categories such as Travel, Meals, Accommodation |
Transactions
| Tile | What it does |
|---|---|
| Expense Claim | Reimbursement requests with line items |
| Employee Advance | Cash advances and outstanding balances |
1. Expense Claim Type
Go to: HR → Expense Claim → Expense Claim Type
| Field | What it means |
|---|---|
| Name | Category name |
| Account | Default expense ledger account |
| Max Amount Limit | Optional cap per claim line/type |
| Requires Receipt | Whether a receipt is mandatory |
Status: Draft → Approved → Inactive
2. Expense Claim
Go to: HR → Expense Claim → Expense Claim
| Field | What it means |
|---|---|
| Employee | Who is claiming |
| Posting Date / Description | When and why |
| Pay via Salary | Reimburse through payroll instead of a direct payment |
| Payable Account | Account used for payment |
| Items | Expense date, description, amount, expense type, account per expense |
| Attachment | Supporting documents such as invoices or receipts |
Workflow: Draft → Submitted → Approved → Unpaid → Partially Paid / Paid
(or Rejected / Cancelled)
Claims can consume employee advances. Approval/payment posts accounting entries.
If Pay via Salary is checked, the claim cannot be paid with a direct Payment Entry use Reimburse Through Payroll instead, which creates a protected Additional Salary for the outstanding amount.
3. Employee Advance
Go to: HR → Expense Claim → Employee Advance
| Field | What it means |
|---|---|
| Employee / Purpose | Who and why |
| Advance Amount | Amount given |
| Mode of Payment / Account | How it is paid directly (locked to “Through Payroll” below) |
| Pay Through Payroll | Disburse the advance as an earning in a future payroll |
| Deduct From Salary | Recover the advance via payroll deduction instead of a return |
| Paid / Returned | Tracking balances |
Typical workflow:
An advance is paid out either directly (Payment Entry) or, when Pay Through Payroll is checked, via Advance Disbursement, which pays it out as an earning in a future payroll. Recovery works the same way: either a Return journal entry, or when Deduct From Salary is checked a Deduction from Salary in a future payroll. Partial payments and partial returns are also supported; the diagram above shows the primary path.
Everyday tips
- Create and approve claim types before employees submit claims
- Attach receipts when the type requires them
- Use advances for planned travel, then settle via a return or salary deduction
- Review Expense & Benefits reports for ledgers and balances