Cash claims are one of the claim types that can be created in expensemanager. There are three easy steps to follow:-
1. Create a new claim
2. Add expenses and attach receipts
3. Submit for approval
Step 1. Create a new claim
From your home page, click on the 'Cash' link and launch a new claim. The description field can be updated. Your default authorisor is assigned and your can specify the claim period.
When you click 'Save' a new claim will be created with a unique id and you can start adding expenses.
Step 2. Create expenses
Click on the 'Add Expense' button and update all of the fields.
* The category and cost centre is your default but can be changed.
* Mandatory fields are 'yellow'
* The GST rate defaults to your local country rate, but the amount can be changed
* If you chose to display a receipt first, the 'Has Receipt' will default to 'Yes"
TIP: Display the receipt you want to expense first and then fill in the required fields
Split an expense
Change the default
Change the GST
Step 3. Submit the claim
When you have entered all of your expenses you wish to claim you can submit for approval. If your company has created rules for mandatory fields to be completed and mandatory receipts then you will be prompted if these are missing before you can submit the claim for approval.
The expense lines that have missing information will be identified in 'red' and any missing receipts will be also be identified.
TIP: If you select a different authorisor from the drop down to approve your claim an email will be sent to your default authorisor and to the new authorisor to advise them of this change.
Once submitted the claim status changes to 'Pending Approval" and the nominated authoriser will be contacted via email to approve your claim.
If the claim is approved or rejected you will be advised and the claim status will be updated to either 'Approved' or 'Rejected'.
If the claim is 'Approved' there is no further action required of you.
TIP: Once your claim has been submitted for approval all of the associated receipts will be removed from your document vault and archived. However, they will still be attached to the claim and viewable.
Claim is rejected
If your claim is rejected you will advised by email. The 'Rejected' claim will appear in your home page for editing. You will need to open the claim and update as advised by your authorisor.
The expense line/s that are in query will be identified in 'red' and there will be notes from your authorisor as to the action to take.
Once you have updated the expense/s you can resubmit for approval.
Personal Card Import
If you use a personal card for your expenses you can easily import these transactions directly into an expensemanager cash claim and we will automatically create the expense lines for you. Not only will this make it super easy to create a claim it also speeds up the entire process.
Step 1. New Cash Claim
You will launch a new cash claim as normal but now under the new actions tab, select import expenses.
Step 2. Upload and Import your OFX File
The next screen allows you to upload an OFX transaction file. You can generate this file from your personal banking portal.
Step 3. Remove Personal Transactions
We display all the transactions from the OFX file on screen so you can remove any personal transactions. Just tick the transactions to import (and select the relevant expense types) and then click the "create expenses" button.
Step 4. Match receipts and submit
Now your cash claim has the selected transactions from your personal card and you can update the expense lines with all of the other relevant information. TIP: If you used our mobile app for receipt capture, we will have matched the receipt too!