Cash claims

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.

Note:

* 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

Split the cost of the expense across different categories, cost centres and expense types. Use the allocate equal icon or update each split line individually by amount or percentage

Change the default

Re-allocate the category and/or cost centre from the your default to another from the drop down available. If you change the cost centre, the nominated company contacts will be advised by email

Change the GST

The GST rate will default to your country rate, but you can change the amount by choosing user defined and updating the amount field or select 'No' if the expense is GST Free

No GST

Your company may have created an expense type for expenses that have no GST applicable. If you choose this expense type the GST field will not appear.

Entertainment expense

The entertainment expense has a 'guest' box for you to complete. Just add in the number of guests in the appropriate field and the amount will be split automatically based on your company set up.

Mileage expense

Your company will have a default mileage rate that you can claim. Enter the number of km's and this will update the amount field. You can also nominate the registration number of the vehicle used.

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.

Pending Approval

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!