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Chase allows you to add expense costs as they occur.  You can record the expenses in a document and scan and attach the necessary invoices.  Once these are captured in Chase, they can be sent to Finance for approval.

Before you can capture any expense claims, Admin needs to link an employee to a dedicated expense supplier, so that the employee is given the ability to record Expense Claims. The linked user has to be the person who will create the expense claim.  See Linking an Employee to a Supplier for Expense Claims for more details.

Here's a visual demonstration for adding an Expense Claim

Below are steps to show you how to add Expense Claims.

Step-by-step guide

  1. Open the Job against which you want to add an expense claim and click the Add New button.

  2. On the Add New dialog, select Expense from the Document Types section and click the Create button.

    You can also double-click the Expense button to open the Expense Claim form.

    The Expense Claim screen appears. By default, the form will display the Supplier name linked to the logged in user but this can be changed. 

  3. Enter any details about the claim in the Details field.

  4. With the Line Items tab selected, click the Add Line button. 

  5. A line is added at the bottom of the grid. Click the Work Type drop down and select from available options.

    Expense work types will need to be configured to be able to see them on this drop down. 

  6. Add the remaining work types and enter an Amount for each. The Total amount for all lines will be displayed. 

  7. To attach receipts to the Expense Claim form, select the External Docs tab and click the +Add Line button.

    If you don't attach any external documents, you will be prompted to do so when you submit the expense.

  8. Enter a short name in the Reference field and a Description of the contents of the attachment.

  9. Ensure that the Upload Document radio button is selected, and click the Select File button. Search for the file you want to attach and click the Save button. 

    You can also add a link to the document you want to attach by clicking the Document Link radio button.  

    The attached document will appear under the External Docs tab. 

  10. Add all necessary documents, work types and then click the Submit button.

    Once the Submit button is clicked the document becomes uneditable, and the status of the document changes from Draft to Awaiting Approval.

    Finance, or the user who is set up to approve the expense claim, will receive a notification about the workflow initiated. For more details on how to set up an Expense Claim workflow please see Setting up an Expense Claim Workflow.