Expense Claims

The Expense Claims section allows employees to submit reimbursement requests for business expenses. HR or Finance approves and processes the claims.

1. Create Expense Claim Type

Go to: HR → Expense Claim → Expense Claim Type

Expense claim types define the categories of employee expenses that can be reimbursed.

Open Expense Claim Type Form

Navigate to HR → Expense Claim → Expense Claim Type and click New.

Configure the Claim Type

Field	Description
Expense Claim Type	Name of the category (e.g., Travel, Accommodation, Meals)
Expense Account	The default expense ledger account for this category
Amount Limit	Maximum claimable amount per claim (leave blank for no limit)

Save

Click Save. This claim type is now available when creating expense claims.

2. Add Expense Claim

Go to: HR → Expense Claim → Expense Claim

Expense claims are created against a specific employee to request reimbursement for business expenses.

Open Expense Claim Form

Navigate to HR → Expense Claim → Expense Claim and click New.

Fill in Claim Details

Field	Description
Employee	Select the employee making the claim
Payable Account	The account from which the reimbursement will be paid
Posting Date	Date of the claim
Approval Status	Set by the approver (Draft / Approved / Rejected)

Add Expense Lines

In the Expenses table, add one row per expense:

Field	Description
Expense Date	Date the expense was incurred
Expense Claim Type	Category of the expense
Description	Brief description
Amount	Total amount claimed

Save and Submit

Click Save, then Submit to send for approval.

Approval Workflow


Employee Creates Claim (Draft)
   └──→ Submits for Approval
         └──→ Approver Reviews
               ├── Approved → Finance processes payment
               └── Rejected → Employee notified

Once an expense claim is approved, the finance team can process the payment through a payment entry linked to the claim.

Expense Claims Reports

Navigate to HR → Reports to view:

Expense Claims — Summary of all expense claims by employee and status
Employee Advance Ledger — Track advances given to employees against claims
Expense Claim Report — Detailed breakdown of all submitted and approved claims