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Once an expense claim is submitted, Finance will receive a notification to approve or decline the expense claim costs. Once Finance approves or declines the Expense Claim, the user who captured the claim will receive a notification under the Completed tab section of the Home page. 

Find out how to:


Step-by-step guide


Approving an expense claim


  1. Open the To Do tab on the Home page.
  2. Select the expense workflow to be approved.

    In this example, (Job 63) Expense 4 was selected.  



  3. Click the expanded details section of the Workflow to open the Expense Claim.



    The Expense Claim screen appears. 

  4. Click the External Docs tab to view the expense claim, attached documents and input the amount based on the attached documents. 

  5. Once you have viewed the attached documents, select the Line Items tab. 

  6. Click the Add Line button to add line items to the Expense Claim.



    A new line is added. 

  7. Click the drop down arrow on the Work Type field, and select the relevant item.

    In this example, Client Lunch was selected.



  8. Enter the amount for this line item based on the attached document.



  9. Once all line items have been added, the Expense Claim will be approved or declined by Workflow.  In this case, it is being approved. 

  10. To accept an Expense Claim, click the Approve button.



    You can also click the Action Required button on the Toolbar.

    The Additional Message dialog appears. If you have any additional information, add the comment in the text field. 


  11. Click the Ok button to approve this claim.

    Once the Expense Claim is approved, the user who requested the approval will receive a notification and a Supplier Invoice should be created.






Declining an Expense Claim


  1. Open the To Do tab on the Home page.
  2. Select the expense workflow to be approved.

    In this example, (Job 63) Expense 4 was selected.  



  3. Click the expanded details section of the Workflow to open the Expense Claim.



    The Expense Claim screen appears. 

  4. Click the External Docs tab to view the expense claim, attached documents and input the amount based on the attached documents. 

  5. Once you have viewed the attached documents, select the Line Items tab. 

  6. Click the Add Line button to add line items to the Expense Claim.



    A new line is added. 

  7. Click the drop down arrow on the Work Type field, and select the relevant item.

    In this example, Client Lunch was selected.



  8. Enter the amount for this line item based on the attached document.



  9. Once all line items have been added, the Expense Claim will be approved or declined by Workflow.  In this case, it is being declined. 

  10. Click the Decline button.



    You can also click the Action Required button on the Toolbar.


    A Declined Reason dialog appears. 

  11. Enter the reason for declining this claim.

    In this example, Not enough proof attached. Please attach all supporting documents was entered.



  12. Click the OK button to decline this claim.

    The Expense Claim status changes to Declined, and the user who requested an approval will receive a notification about the declined claim.



    To edit the claim, you must change the status from Declined to Draft