Expense claims (EP301030)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

On this window, you can view lists of existing expense claims and submit them for approval.
You can also use this window as a starting point to enter new expense receipts or edit exiting ones.
Employees use expense claims to claim expenses that they have incurred while performing some work for their organisation.

Element Description
Submit

Submits the selected claim for approval. When you invoke this action, the system changes the status of the claim to Pending Approval (if approval is required) or Open (if no approval is required).

You can use this action with claims that have the On hold status.

For more information, see: About expense claim approval

You use the element in this area to select the employee whose claims you want to manage.

Element Description
Employee

The identifier of the employee whose claims you want to manage.

The ID of the currently signed-in employee is selected by default.
You can also select an employee for whom you are an appointed delegate, or an employee in a work group at a lower level in the company tree than your work group.

The table on each tab displays a list of expense claims that belong to the selected employee.

Column Description
Date The date when the claim was entered.
Re. no.

The unique reference number of the expense claim document, which the system assigns based on the number series specified for claims in the Time and expenses preferences (EP101000) window.

Status The current status of the expense claim, which is set by the system and can be one of the following options:
  • On hold:
    The claim is a draft and cannot be released.
  • Pending approval:
    An authorised user needs to approve the claim.
    When the claim is approved, the status changes to Approved.
  • Approved:
    The claim has been approved.
  • Rejected:
    The claim has not been approved.
  • Released:
    The claim has been approved and then an Supplier ledger invoice in the employee's name has been generated.
Description The description specified for the claim.
Claim total The total amount of the claim, which is calculated as the sum of the amounts in the Claim amount column for all the lines specified for the claim, with taxes applied.
Currency The currency of the claim.
Claimed by

The employee who is claiming the expense.

If the claim is released, an Supplier ledger invoice will be generated to this employee.
Created by The name of the user who created the expense claim.
Department ID The department associated with the expense claim.
Approval date The date when the claim was approved.

The expense claims are listed on a default set of filter tabs, each with a table that displays records filtered by their status.
In these tables, the claims that belong to the employee selected in the Employee field in the top part are displayed; if the Employee field is empty, all claims to which you have access are displayed (see: About expense claims for details about access to expense claims).

Filter Description
All records Displays the complete list of expense claims, regardless of their status.
On hold Displays only the claims that have the On hold status.
Pending approval Displays only the claims that have the Pending approval status.
Approved Displays only the claims that have the Approved status.
Rejected Displays only the claims that have the Rejected status.
Completed Displays only the claims that have the Released status.