Knowledge

Overview

Claim Request is a feature designed for employees who have used their own personal funds to pay for business-related expenses and need to be reimbursed by the company.

Unlike an Imprest, where funds are advanced to the employee before expenses are incurred and later retired, a Claim Request follows the opposite process:

1. The employee pays for business expenses using personal funds.
2. The employee submits a Claim Request.
3. The claim goes through the approval process (if an approval workflow is configured).
4. The company reimburses the employee.
5. The claim is marked as Paid.

Prerequisites

Before using the Claim Request feature, ensure that the following requirements have been completed:

• A Chart of Accounts has been configured.
• At least one Payment Method has been set up.
• Project and Budget Category data have been created and are available for selection

⚠️ Important Note: When a Claim Request is saved, the system automatically validates the claim amount against the Remaining Budget of the selected Project and Budget Category.
If the claim amount exceeds the available budget, the system will display a budget warning before allowing the claim to be saved. The final behavior depends on the organization's configured budget control policy (for example, warning only, approval required, or hard block).

Approval Settings

To apply an approval process to Claim Requests, you must create an approval configuration specifically for the Claim Requests menu.

1. Go to Settings → Approval.
2. Click New approval setting.
   
   
3. Complete the information in the New Approval Setting form.
   
   

Subject: Name of the approval configuration (Example: Claim Approval)

Related: Select Claim Requests from the dropdown list

Only 1 person needs to approve the transaction: Determines the approval mode

If checked, approval requests are sent to all approvers simultaneously. The request is approved as soon as any one approver completes the assigned action.

If not checked, approval requests are sent sequentially according to the order of the approvers list. Each approver must complete their action before the request is forwarded to the next approver.

Staff: Select the employee who will act as the approver

Action: Select the required action: Sign or Approve

Click + to add an approver.

Click − to remove an approver

After configuring the approvers, click Save

⚠️ Important Note: When using the sequential approval mode (Only 1 person needs to approve is unchecked), the order of approvers in the Approvers list is important. Make sure the approvers are arranged in the desired approval sequence before saving the configuration.

Claim Requests List Screen

Step 1 – Create a Claim Request

From the list screen, click +Log New Claim

Enter Claim Information 

• Project: Select the project related to the expense
• Budget Category: Select the budget category
• Staff Member (Claimant): Employee requesting reimbursement
• Expense Date: Actual date the expense was incurred
• Claim Amount: Amount paid by the employee using personal funds
• Description / Purpose: Description of the expense purpose
• Upload Attachments: Upload invoices, receipts, and supporting documents (multiple files allowed)
• Under Double Entry Accounting (Clearance Details):
• Debit: select Expense Account (e.g., Prepaid Expenses)
• Credit: select Account Payable to Staff (e.g., Accounts Payable A/P)

Note: These accounting entries are created only after the Claim has been approved. No journal entries are created while the Claim remains in Draft status.

Click Submit Claim to save. System:

• Validate the claim amount against the project's Remaining Budget.
• Save the Claim with Draft status if there is an approval process.
• Or save the Claim with Approved status if there is no approval process.

Step 2 – Submit for Approval and Approval Workflow

Open the Claim detail page by clicking View from the list.

Click Submit for Approval (blue button in the top-right corner).

The status changes to Pending Approval.

The system sends notifications to approvers via: Email and Web notifications

Approver Actions 

Approvers reseive a notification and can open the Claim detail page. 

From the Approve▾, you can choose: Approve or Deny 

From the Sign, you can draw your signature or upload your signature 

Parallel Approval Workflow (Only 1 Person Needs to Approve = Enabled)

Submit for Approval -> Sent simultaneously to ALL approvers -> Any one approver Approves or Rejects -> Status updates immediately. 

Sequential Approval Workflow (Only 1 Person Needs to Approve = Disabled)

Submit for Approval -> Sent to Approver #1 ->  #1 Approves -> Sent to Approver #2 -> ..... -> All approvers have approved -> Status = Approved

After Approval 

The Claim status changes to Approved

The system automatically creates Claim Booking Ledger Entries

The Pay Refund button becomes available on both: 

• The Claim detail page 
• The Claim list page 

Step 3 - Reimburse the Employee ( Pay Refund) 

After a Claim is approved, the accounting team can reimburse the employee. 

Open the Pay Refund Form

Method 1

From the list page:

• Find a Claim with Approved status.
• Click Pay Refund
  
  

Method 2

From the Claim detail page:

• Click Pay Refund in the top-right corner. 
  

Enter Payment Information

• Refund Amount: Amount to reimburse. Cannot exceed the Maximum Allowed Refund (remaining balance).
• Payment Date: Date of reimbursement
• Payment Method: select a payment method (e.g., Cash, Bank Transfer)
• Payment Source: select Cash or bank account used for reimbursement
• Payment Notes / Description: Additional notes
• Upload Receipts: Upload payment supporting documents

Click Process Payment to complete the reimbursement.

Partial Payments

The system supports multiple reimbursement transactions for the same Claim, provided the total refunded amount does not exceed the Claim Amount.

Example

Claim Amount = $15.00

Payment 1: Refund Amount = $13.00 

Payment 1: Refund Amount = $2.00 

Each reimbursement will:

• Appear in the Refunds / Reimbursements table on the detail page.
• Generate a separate set of entries in Refund Payments Ledger Entries. 
  

Claim Request Detail Page

From this page, you can:

• Modify account mappings for:
  • Claim Booking Ledger Entries
  • Refund Payments Ledger Entries
• Click Save Account Mappings to save changes.
• Edit or delete individual reimbursement records. 

Edit and Delete Actions

Edit Claim

A Claim can only be edited while it is in Draft or Pending Approval status.

To edit a Claim:

•  Click Edit Claim from the detail page, or
• Click Edit from the list page.

Delete Claim

To delete a Claim:

• Click the red Delete button from the detail page, or
• Click Delete from the list page.

Claims may be deleted in any status

⚠️ Important warning: Deleting a Claim in Approved or Paid status will permanently delete all related transactions. This action is irreversible. Only perform this action if you are certain that the Claim must be completely canceled.

Edit or Delete a Refund Payment

Within the Refunds / Reimbursements table on the detail page, each reimbursement record includes:

• Edit – Modify the reimbursement transaction.
• Delete – Remove the reimbursement transaction.

⚠️ Note: Deleting a Refund does not create a reverse entry. The entry is permanently removed from the system. Please consider carefully before doing this, especially if the accounting period has already been reconciled.