Expense claim (EP301000)

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In this window, you can specify the details of a new expense claim.
Also, you can use this window to view or edit the details of an existing expense claim.
For more information about expense claims, see: About expense claims

Element Description
Actions Provides the following menu commands, which you can click to invoke actions:
  • Release:
    Releases the claim; as a result, the system automatically generates an invoice to reimburse the expenses to the employee. If the claim contains invoiceable lines, the system also prepares records for invoicing the customer. When you use this action, the system changes the status of the claim to Released.
    If the related financial period is closed in Leverantörsreskontra and posting to closed periods is not allowed, you can specify in the Post to period field on the Financial details tab of this form the open period to which the resulting invoice should be posted.

    För mer information, se About expense claim release

  • Approve:
    Approves the claim; it can then be released.
    When you select this action, the system changes the status of the claim to Approved.

    För mer information, se About expense claim approval

  • Reject:
    Rejects the claim; an employee can then put the claim on hold, make all necessary adjustments, and submit it for approval again. When you select this action, the system changes the status of the claim to Rejected.
  • Submit:
    Submits the claim for approval.
    This action is available only if the claim has the On hold status.
    When you select this action, the system changes the status of the claim to Pending approval (if approval is required) or Approved (if no approval is required).

    För mer information, se About expense claim approval

  • Put on hold:
    Gives the claim the On hold status, so that you can further adjust the claim before submitting it for approval. You can use this action after a claim has been rejected.
Print expense claim Prints a report that contains all details of the claim.

You can use the elements in this area to create a new claim or to select an existing claim.

Element Description
Ref. 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:
    The claim is in the approval process.
    If the claim is approved, the status changes to Approved.
  • Approved:
    The claim has been approved.
  • Rejected:
    The claim has been rejected by the approver.
  • Released:
    The claim has been released and then a purchase invoice in the employee's name has been generated.
Date The date when the claim was entered.
Approval date The date when the claim was approved.
Description A description of the claim.
Claimed by

The employee who is claiming the expenses.

When the claim is released, a purchase invoice will be generated to this employee.
Currency The currency of the claim.
Department ID The department associated with the expense claim.
Customer

The applicable customer, which should be specified if the employee has incurred the expenses while working for a particular customer.

If a contract or project is selected (in the Contract/project column of the Expense details tab), the customer associated with this contract or project is automatically filled in and this field becomes read-only.
Location The company location associated with 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.
VAT taxable total

The document total that is subject to VAT.

This field is available only if the VAT reporting functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window. The VAT taxable amount is displayed in this field only if the Include in VAT taxable total check box is selected for the applicable tax in the VAT (TX205000) window.
If the check box is cleared, this field will be empty.

If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document will be added to the VAT taxable total field of the document.
VAT exempt total

The document total that is exempt from VAT.
This total is calculated as the taxable amount for the VAT with the Include in VAT exempt total check box selected in the VAT (TX205000) window.

This field is available only if the VAT reporting functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
VAT total The total amount of taxes calculated on the expense receipts that are included in the expense claim.

This tab has a table in which you can specify or view the details of the selected claim.

Element Description
Add new receipt Opens the Expense receipt (EP301020) window, where you can enter a new expense receipt, which will be included in this expense claim immediately after you save the changes.
Add receipts Opens the Add receipts dialog box, where you can select unclaimed receipts to be included in the claim.
Element Description
Date The date of the expense receipt.
Ref. no. The reference number of the expense receipt.
Claimed by The name of the employee who is claiming the expenses on the expense receipt.
Branch The company branch that will incur the expenses.
Description The expense description, which is displayed as a link.
You can click the link to open the receipt in the Expense receipt (EP301020) window, where you can view and edit its details.
Claim amount The part of the total amount of the receipt to be reimbursed to the employee.
Currency The currency of the expense receipt.
Status The status of the expense receipt. Only receipts with the Open, On hold, or Pending approval status can be added to an expense claim.
Add (button) Adds the selected expense receipts to the claim.
Add and close (button) Adds the selected expense receipts to the claim and closes the dialog box.
Close (button) Closes the dialog box without adding the selected expense receipts (if any) to the claim.
Element Description
Tax discrepancy

The discrepancy between the VAT amounts calculated by the system and the amounts entered in the VAT amount column (for VAT-inclusive items).

The discrepancy should not exceed the rounding limit specified in the Rounding limit field in the Redovisning (GL102000) window.
VAT ID The identifier of the specific tax applicable to the expense item specified in the expense receipt.
Tax rate The tax rate used for calculating the tax.
Taxable amount The taxable amount used for calculating a specific tax.
VAT amount The VAT amount for the specific tax.
Deductible tax rate The percent of deduction that applies to the VAT amount paid for specific purchases.
Expense amount Non-deductible VAT amount that is recorded as expenses.
Element Description
Date The date when the expense was incurred.
Ref. no. The identifier of the transaction.
Expense item The expense identifier, if an expense of this type is listed as a non-stock item.
Description A description of the transaction, which you manually enter for each line of expense.
Quantity The quantity of this expense item.
UoM The unit of measure in which the quantity is shown.
Unit cost The cost of a unit of the item.
Amount The total amount paid for the expense item in the specified quantity.
VAT amount The total VAT amount that is applicable to the expense receipt specified in the expense claim line.
Employee part The part of the total amount that will not be paid back to the employee.
The amount depends on the company policy.
Tip amount

The amount of non-taxable tips that will not be included in the tax base of the receipt.

Tips will be included in purchase invoices or sales invoices (if the receipt is invoiceable) as separate document lines for the non-stock item specified in the Non-taxable tip item field on the General settings tab of the Time and expenses preferences (EP101000) window.

This column is available only if the Non-taxable tip item field in the Time and expenses preferences (EP101000) window is not empty.
Claim amount The amount claimed by the employee, which is calculated as the total claim amount minus the employee part.
Currency The currency of the expense receipt. However, if you enter a claim line directly, the currency value is read-only and the same as the claim currency.
Amount in claim curr. The amount claimed by the employee, which is expressed in the currency of the expense claim.
Status The status of the expense receipt, which can be one of the following: On Hold, Open, Pending approval, Released, or Rejected.
Invoiceable A check box that indicates (if selected) that the claim amount (the total amount minus the employee's part) is invoiceable to the customer.
Project/contract

The project or customer contract associated with the expense claim, if the work performed was for a project or contract.

You can select a project only if the Project accounting functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Project task

The task associated with the project.

This field is available only if the Project accounting functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Cost code

The cost code with which this record is associated to track project costs and revenue.

The field is available if the Cost code functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Customer

The customer, which should be specified if the employee incurred the expenses while working for a particular customer.

If a contract or project is selected, the customer associated with this contract or project is automatically filled in and the field becomes read-only.
Location

The identifier of the customer location associated with the expense, which may have a default value set to the customer location associated with the project or contract if a project or contract has been specified for this details line in the Project/contract column.
Expense account The expense account to which the system should record the part of the expense to be paid back to the employee.
Expense sub. The corresponding subaccount the system uses to record the part of the expense to be paid back to the employee.
Sales account

The sales account to which the system should record the part of the amount to charge the customer for.

If the Invoiceable check box is selected for this detail line, the sales account specified for the expense non-stock item is automatically filled in and the box becomes read-only.
Sales sub.

The corresponding subaccount the system uses to record the amount to charge the customer for.

If the Invoiceable check box is selected for this detail line, the sales subaccount specified for the expense non-stock item is automatically filled in and the box becomes read-only.
VAT category The VAT category associated with the expense receipt selected in the expense claim line.
Branch

The company branch that will incur the expenses.

If multiple expense receipts associated with different branches are added to one expense claim, the branch specified on the Financial details tab will reimburse the expenses and the branches specified in this column will incur the expenses.
Supplier ledger ref. no. The reference number of the customer ledger document.

This tab has a table that holds summary VAT information about the taxes that are applicable to the receipts that are included in the claim.

The VAT information on this tab cannot be edited.
To correct the VAT information in the claim, you should edit the individual expense receipts included in the claim.

Element Description
VAT discrepancy

The total discrepancy amount between the VAT amounts calculated by the system and the amounts entered in the VAT amount column (for VAT-inclusive items) for all receipts included in the claim.

The discrepancy should not exceed the rounding limit specified in the Rounding limit field in the Redovisning (GL102000) window.
VAT ID The identifier of the VAT that is applied to one expense receipt or multiple expense receipts included in the claim.
Tax rate The tax rate for the specific tax.
Taxable amount The taxable amount for a specific tax calculated for the expense receipts included in the claim.
VAT amount The amount of VAT charged for the expense receipts to be claimed.
Deductible Tax rate The percent of the deduction that applies to the tax amount paid.
Expense amount The non-deductible VAT amount that is recorded as expenses.

This tab provides information about the documents generated as a result of processing the claim.

Element Description
Branch The branch of the employee who is the owner of this claim.
Post to period The period to which the purchase document should be posted.
You select an open period before releasing the expense claim if all of the following conditions are met:
  • The date of the expense claim belongs to a period that has been closed in the Leverantörsreskontra workspace.
  • The Automatically release Supplier ledger documents check box is selected in the Time and expenses preferences (EP101000) window.
  • The Allow posting to closed periods check box is cleared in the Redovisning (GL102000) window.

The selected period is copied to the Post period field in the Leverantörsfakturor (AP301000) window for the supplier ledger document created upon the release of the expense claim.

You can edit this setting only after the expense claim has been submitted for approval.

This table lists the documents that have been generated when the expense claim was processed.

Element Description
Type The type of the related document.
Ref. no. The reference number of the related document.
Amount The total amount of the document.
VAT zone The VAT zone specified in the document.
VAT calculation mode The VAT calculation mode specified in the document.
Status The current status of the document.
Element Description
VAT zone

The VAT zone specified for the expense claim.
By default, for newly created claims, this is the VAT zone of the employee claiming the expenses (which is specified in the VAT zone field on the Financial settings tab of the Employees (EP203000) window); for expense claims created from the expense receipts, the VAT zone is copied from the expense receipt.

The employee VAT zone can be overridden in the claim and this overridden zone can be saved and used as the default VAT zone in expense claims and receipts.

The VAT zone specified in this box provides the default value for the expense receipts created from the claim.
If the Allow mixed VAT settings check box is selected in the Time and expenses preferences (EP101000) window, a user can combine receipts with different VAT zones into one expense claim.
Tax calculation mode The tax calculation mode, which defines which amounts (tax-inclusive or tax-exclusive) should be entered in the expense receipt lines for the selected expense item in the Expense receipt (EP301020) window:
  • VAT settings:
    The tax amounts in the expense claim lines are calculated according to the settings of the applicable tax or taxes.
  • Gross:
    The amounts in the expense claim lines include taxes.
  • Net:
    The amounts in the expense claim lines do not include taxes.

In newly created expense claims, the default value specified in this field is Tax settings.
In an expense claim created from an expense receipt, the default value is copied from this expense receipt.

If the Allow mixed VAT settings check box is selected in the Time and expenses preferences (EP101000) window, you can combine receipts with different tax calculation modes to one expense claim.

This box appears only if the Net/gross entry mode functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.

This tab holds information on approvals of the claim.

Element Description
Approver The user who is assigned to approve the claim.
Approver name The name of the user who is assigned to approve the claim.
Approved by The identifier of the user who actually approved the claim.
Approved by name The name of the user who approved the claim.
Date The date of the approval.
Status The approval status of the claim, which can be Pending, Approved, or Rejected.
Work group The work group of the approver.

Related concepts

About expense claims

About expense claim approval

About expense claim release

About expense receipts

Related tasks

Invoice expense claims

Related reports

Expense claim details (EP613000)

Expense claim details by department (EP614010)

Expense claim details by employee (EP614020)