Expense Claim

Use the eDoc Expense Claims form to complete an expense claim without knowing general ledger coding. For each item to claim, select an expense type and match a receipt to it. If the receipt is coded, the coding comes from the receipt when you add it to the claim. You can add items that have been on previous expense claims — for example, a regular broadband claim.

On the Workflow Desktop, click the New icon to create an expense claim. The eDoc Expense Claim form opens.

The company defaults to the current company and the supplier is based on the current user's eDoc type options. An eDoc reference and status are assigned when you save the expense claim.

You can add lines to the expense claim by adding:

Unallocated receipts.
A line manually.
Items on the Recently Used tab.
A previously-rejected line.

Unallocated Receipts

Click the Unallocated Receipts tab. All unmatched receipts for the current user display. If the receipts have eDoc coding, this displays to the right in the lower form.

Select the receipts to claim in this expense claim, then click the Add to Expense Claim button. As each receipt is selected, an image of the receipt displays on the right.

If not all fields have been completed on the expense receipt, the Header Line form displays. Enter the additional details. Whether this displays depends on the settings on the Expense Item Maintenance form.

You can code each expense line in the lower part of the form. You must save the expense claim to assign it for coding or approval and to display errors and warnings.

If a line has an exception, it displays on the right in the top portion of the form. The right side of the form indicates whether or not the expense line is approved.

Manually Add Line

If an expense item does not require a receipt, you can add a line by right clicking and selecting Add Blank Line. The Header Line form for coding the receipt displays.

Recently Used

You can add items that have been used on recent expense claims to a new claim.

On the Recently Used tab, select the items to add. Then, click Add to Expense Claim.

Previously Rejected Lines

On the Previously Rejected Lines tab, select the item to claim against. Then, click Add to Expense Claim.

Approval

Once all details have been entered, you can assign the expense claim for approval.

Click the Approval Code icon to assign the approval code and then click Assign. If you have alert rules, click Process instead.

You can assign different approval codes to each line by double clicking in the Approval column for the line.

You can:

Click the Approval icon to approve the entire expense claim
Approve or reject individual lines by right clicking in the Approval column for a specific line

Once all lines have been approved click the Create AP Invoice button to convert the eDoc into an invoice for payment.