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An expense claim is a collection of receipts from personal spending that needs to be reimbursed by the business.  Expenses are like costs, which have to be captured against a supplier. An Admin or a user with the appropriate rights will need to enable an employee to capture expenses by linking them to a dedicated expense supplier. If they are not linked, the employee will be unable to create an Expense Claim.

When creating an expense Supplier, you should note the following on the Supplier Details document:

  • The default % tax for the supplier should be populated with 0%, as there isn't a VAT transaction when reimbursing the employee

Below are steps to show you how to create a supplier for expense claims and link an employee to this supplier. 

Step-by-step guide

  1. Create a new supplier or go to a supplier created for the purpose of capturing expenses.

    We recommend a single Expenses supplier which is linked to all required employees. An alternate approach is to create a supplier per employee.
  2. Ensure that the Default % Tax is 0%, as there isn't a VAT transaction when reimbursing the employee.

  3. Select the Linked Users tab to link the employee to the supplier and click the Add User button. 

    You can also link an employee to a supplier from the User Details dialog, by accessing Settings > Chase Config > Resources > Users > Advanced edit > Linked Supplier.

  4. A new line is added. Select the name of the employee in the User Name field and click the Save button.

    The employee is now linked to this Supplier. To create an Expense Claim please see Capturing an Expense Claim.