Expense Claim Release

You can release approved expense claims by doing either of the following:

  • On the Release Expense Claims (EP501000) form, release all listed claims at once by clicking Release All on the form toolbar, or release only particular claims by selecting the unlabeled check boxes for those claims and then clicking Release.
  • On the Expense Claims (EP301030) form, select the reference number of the approved expense claim that you want to release, which brings up the claim details. Then you can use the Release action on the form toolbar to release the claim.

When you release an expense claim, the system generates an accounts payable bill to reimburse the employee. If the financial period specified for the claim in the Post to Period box on the Financial tab of the Expense Claim (EP301000) form is closed in the accounts payable subledger and posting to closed periods is not allowed, you need to specify an open period to be able to release the expense claim, or an error occurs during the release. The system posts the resulting bill to the selected period, which is also copied to the Post Period box on the Bills and Adjustments (AP301000) form for the bill.

If the employee incurred the expenses while working on a project for a customer, you can invoice the customer by using the Bill Expense Claims (EP502000) form. In this case, the system generates an invoice for the customer in the same amount as the bill for employee reimbursement. On the Bill Expense Claims form, each record relates to a single customer; thus, all unbilled claim lines that are marked as billable and have the same customer will be included in one invoice.

If you run billing on the Bill Expense Claims form, for an expense claim with mixed billable lines (that is, with the lines with positive and negative amount), the type of the document prepared for the customer depends on the total claim amount:

  • If the total claim amount for the billable lines is positive or 0, the system generates an AR invoice on the Invoices and Memos (AR301000) form.
  • If the total claim amount for the billable lines is negative, the system generates an AR credit memo on the Invoices and Memos form. In the created credit memo, the system fills in the credit terms as follows, depending on the state of the Use Credit Terms in Credit Memos check box is selected on the Accounts Receivable Preferences (AR101000) form:
    • If the check box is selected, the system copies the credit terms from the customer's settings.
    • If the check box is cleared, the system leaves the Terms box of the Invoices and Memos form empty.

The system will automatically release accounts payable bills and accounts receivable invoices if the Automatically Release AP Documents and Automatically Release AR Documents check boxes, respectively, are selected on the Time and Expenses Preferences (EP101000) form.

Note:
The system automatically releases accounts payable bills if the Automatically Release AP Documents check box is selected on the Time and Expenses Preferences form even if the approval workflow functionality is configured for AP bills on the Accounts Payable Preferences (AP101000) form.

Also, the resulting transactions are automatically posted to the general ledger if the Automatically Post on Release check box is selected on the Accounts Receivable Preferences (AR101000) or Accounts Payable Preferences (AP101000) form.