About expense claims

You, as an employee, can use one of the following methods of filing an expense claim:

• In the Expense receipts (EP301010) window, enter expense receipts and submit them for approval (if required).
  When the receipts are approved, you claim them in bulk to automatically generate the corresponding expense claims.
  (For more information, see: Generate expense claims)
• By using the Expense claim (EP301000) window, create a new claim, and then add any number of receipts to the created claim or add lines directly to the claim by using the table on the Expense claim details tab.
  You can add receipts to a claim only if it has the On hold status.
  If the Allow mixed VAT settings in claims check box is selected in the Time and expenses preferences (EP101000) window, expense receipts with different VAT zones or VAT calculation modes (or both) can be processed within one expense claim.
  If the check box is cleared, all expense receipts added to one expense claim must have the same VAT settings.

If the Hold expense claims on entry check box in the Time and expenses preferences (EP101000) window is selected, all new expense claims have the On hold status, indicating that they are drafts that can be adjusted, if necessary.
You need to check the details of every claim before submitting it for approval; you can submit an expense claim for approval only if all included receipts have the Open status.
If the Hold expense claims on entry check box is cleared, each newly created expense claim is automatically submitted for approval and the status of the claim is set to Pending approval (if approval is required) or Approved (if no approval is required).

For expenses that require documentation by your company policy, you can attach to each receipt a scanned receipt or other document that confirms your expenses.

In Visma Net, an expense claim has the following properties:

• The unique reference number, which the system assigns based on the number series specified for claims in the Time and expenses preferences (EP101000) window.
• The date when the claim is created; this date determines the post period of the invoice generated by the claim release unless a particular post period is specified for the claim in the Post to period field on the Financial details tab of the Expense claims (EP301030) window, which is available if the claim has the Pending approval or Approved status.
• The total amount of the claim, which is calculated as the sum of the amounts in the Amount in claim curr. column for all the lines specified for the claim.
• The employee part of the total amount, which is not paid back to the employee in accordance with the company policy.
• The taxable and VAT amount for the expense claim.
  You can review the summary information on applicable VAT on the VAT details tab of the Expense claims (EP301030) window, or you can view information for an expense claim line by clicking the link in the VAT amount column on the Expense claim details tab.
• The currency in which the claim will be reimbursed to the employee; the claim currency may differ from the currency of the included receipts.
  By default, the claim currency matches the currency specified as the default for the employee, but it can be changed if currency override is enabled for the employee in the Employees (EP203000) window. The customer (if applicable), which can also be specified for an individual line. The customer specified in the top part of the claim is the default customer for claim lines; it can be overridden for each line unless a project is specified for the line and the customer is associated with this project. When the Invoiceable check box is selected for a particular line, the customer will be invoiced for the expense in the amount returned to the employee.
• The branch that will reimburse the expenses to the employee.
• The department of the employee, which can affect who approves the claim.
  You can set up assignment rules for claim approval whereby claims from different departments may be approved by different persons.
• The VAT zone and VAT calculation mode.

  If the Net/gross entry mode functionality is enabled in the Enable/disable functionalities (CS100000) window, you can select whether the amounts in the expense claim are VAT-exclusive (net) or VAT-inclusive (gross).

In the Expense claim (EP301000) window, you can also view the claim's status, which reflects its processing stage.
Typical statuses for expense claims might include the following:

• On hold: The claim is a draft and cannot be released.
• Pending approval: The claim is pending approval.
• Approved: The claim is either approved or requires no approval.
• Rejected: The claim is rejected.
• Released: A purchase invoice has been generated based on the claim.