About expense claim release

You can release approved expense claims by using the following methods:

• In the Release expense claims (EP501000) window, release all listed claims at once by clicking Release all on the window toolbar, or release only particular claims by selecting the unlabelled check boxes for those claims and then clicking Release.
• In the Expense claim (EP301000) window, 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 window toolbar to release the claim.

When you release an expense claim, the system generates a Supplier ledger invoice to reimburse the employee.
If the financial period specified for the claim in the Post to period field on the Financial details tab of the Expense claim (EP301000) window is closed in Supplier ledger 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 invoice to the selected period, which is also copied to the Post period field in the Purchase invoices (AP301000) window for the invoice.

If the employee incurred the expenses while working on a project for a customer, you can invoice the customer by using the Invoice expense claims (EP502000) window.
In this case, the system generates an invoice for the customer in the same amount as the invoice for employee reimbursement.
In the Invoice expense claims (EP502000) window, each record relates to a single customer; thus, all not yet invoiced claim lines marked as invoiceable will be included in one invoice.

The system will automatically release Supplier ledger and Customer ledger invoices from the Time and expenses workspace if the Automatically release supplier ledger documents and Automatically release customer ledger documents check boxes, respectively, are selected in the Time and expenses preferences (EP101000) window.

The system automatically releases supplier ledger invoices if the Automatically release supplier ledger documents check box is selected in the Time and expenses preferences (EP101000) window even if the approval workflow functionality is activated for supplier ledger documents on the Supplier ledger preferences (AP101000) window (the Require approval check box is selected).

Also, the resulting transactions can be automatically posted to the General ledger workspace if the Automatically post on release check box is selected in the Customer ledger preferences (AR101000) window or the Supplier ledger preferences (AP101000) window.