Claims
The claim is approved — so how do I find out why a document did or did not post? For a claim the answer is short: nothing posted, because a claim is not a posting document. Approving a claim line and closing the month’s claim cycle write no journal, no cashbook line and no payable. The money leaves when somebody in finance pays from the cycle’s Bank Report and records that payment on a voucher, and the voucher is what posts. This page is for whoever sets claims up or pays them: whose screen each applet is, what each one writes, which voucher to record the payment on, and how to tell that a month’s claims were paid and booked.
The page routes; each row links to the page that proves it.
Meet the claim this subsystem exists for
An area manager at GadgetSphere’s Penang branch, GS-PEN-01, replaces the back-office laptop at another
retailer for RM 4,299.00 and pays with his own card. The shop’s cash bill is in his name — he paid,
so the receivable is his, and that never changes. He then asks the shop for the e-invoice in the name of
GadgetSphere Sdn Bhd, with the company’s tax and registration numbers, because it is the company
whose expense this is. A buyer on an e-invoice may legitimately differ from the account the shop billed;
that split is deliberate, and the shop completes it afterwards
(why your buyer has an applet of their own).
Everything on this page is the company’s half of that story: he raises a claim line, his supervisor
approves it, finance reviews it in the month’s cycle, pays him RM 4,299.00 from the Bank Report, and
records the payment on a voucher that debits the laptop’s GL code and credits CASH-PRI-PEN01.
Attach the company-named e-invoice to the claim line with the receipt; the claim line keeps it as a
receipt like any other, and the person coding the voucher is the one who needs it.
Whose screen each one is, and what it writes
| Applet | Whose screen | What it writes | Where it stops |
|---|---|---|---|
| Claim | The claimant (My Claim) and the approving supervisor; HR or an administrator owns its settings — claim items, entitlements, approval settings and the cut-off logic | On submit, the approval sequence for each line, built before the toast appears. On the last approval, the line becomes Pending Doc Review (a Salary Payment item becomes Approved for payroll instead), is attached to the company’s open cycle when one is waiting, and — only for an entitlement item whose claim account displays its balance — deducts the amount from the claimant’s entitlement | Supervisor approval. It writes no journal and no voucher; the GL codes on a claim item ride on the line for the reports |
| Claim Cycle | Finance reviewers, level by level; auditors drawing samples; the final-level reviewer who closes the month | One company, one month. Review status per line, on-hold (the claimant is e-mailed by a daily notification clock, if one was set up), and the stored Bank, PV Details, Cross-Billing and Pivot reports. Closing stamps the cycle Ready to Sync and carries every unreviewed line into next month’s cycle | The hand-off. It posts no journal and creates no voucher; a payment-voucher reference typed on the cycle is a note, not a link |
| Reimbursement Payment Voucher | The accounts clerk paying a person back | At FINAL, a cashbook line per payment line, and a journal debiting each expense line’s GL code at its amount before tax and crediting the bank. No payee balance and no tax line | A taxed expense line leaves the journal unbalanced: the voucher stays FINAL and the cashbook line posts, with no journal. Not yet in use in production — read the journal of your first one |
| Payment Voucher | The accounts-payable clerk | At FINAL, a cashbook line per payment line, and a journal: each expense line to its GL code, its tax to INPUT_TAX, the payment to the bank, and — only if expenses and payments differ — a balancing line on the payee’s account, which is the employee-payable default when the record carries the employee AR/AP type | The common route for paying a person on the staff list. Pick the employee’s own record as the payee |
Neither voucher reads a claim, and neither claims applet writes a voucher. The Claim Cycle’s PV Details report is the working paper, and the voucher is keyed from it by hand.
Which one to pick
| You want to | Use | Rather than |
|---|---|---|
| Have staff claim with receipts and a supervisor’s sign-off before finance sees it | Claim, then Claim Cycle, then a voucher per payment run | A voucher alone, which records the payment but carries no approval and no entitlement |
| Pay back a claim whose receipt carries SST or other recoverable tax | A Payment Voucher on the employee’s record: the tax gets its own INPUT_TAX line | The Reimbursement voucher, whose journal fails on a taxed line while the bank side still looks complete |
| Pay back a tax-free out-of-pocket expense with no payable left behind — the laptop above, a parking receipt | Either voucher. The Reimbursement voucher posts Dr expense, Cr bank by design; a Payment Voucher whose expense lines equal the payment posts the same two sides with no payee line | Deciding by name alone. Whether the Reimbursement voucher stays in service is open with BigLedger (Q-1312) |
| Pay claims through payroll | A claim item whose payment option is Salary Payment: its lines are approved straight to payroll and skip finance review. A line approved on or before the cut-off of its month’s cycle shows on that cycle’s Payroll Payment tab; one approved later joins no cycle unless Auto-add approved claims to active cycle is on, so switch that on, or the line is easy for payroll to miss | The Bank Report, which counts Finance Payment lines only |
| Record an expense the company already paid, for the record only | A claim line ticked Non-Reimbursable: approved on submit, never routed | A claim line that will show in a Bank Report and be paid twice |
The laptop raises one question that is a person’s call, not a field’s: is it equipment or an expense? That is the accountant’s decision, made before the voucher line is coded. If it is capitalised, the Fixed Asset applet writes its own acquisition journal, so decide which document carries the cost before both do.
Where the numbers come from
| Figure | Comes from | When |
|---|---|---|
| A claimant’s entitlement balance | The claim account’s balance, reduced at final approval — and only when the claim account has Display Entitlement Balance ticked; with it off, the balance neither shows nor limits (the checkbox called Display) | At final approval, not at payment |
| The Bank Report total on a cycle | A snapshot, not a live figure: approved Finance Payment lines per employee, at the review level you filter on, stored when you press Generate | At the last Generate. A line accepted afterwards is missing until you generate again |
| Two users’ cycle totals that disagree | The payment-processing option that filters them is a personal default, so two people can generate different reports from one cycle | Whenever each one generated |
| The amount that left the bank | The voucher’s payment lines — the cashbook line Bank Reconciliation matches | At the voucher’s FINAL |
When it looks wrong
| What you see | Why | What to do |
|---|---|---|
| A claim was approved weeks ago and the expense is in no report | Claims post nothing; the expense reaches the books only through the voucher somebody raises from the cycle | Find the cycle, generate PV Details, raise the voucher (Claim Cycle) |
| Approved lines never appear in any claim cycle | No Claim Cut-Off Logic row for the company, so no cycle exists to receive them; or the approval was after the cut-off end | Create the cut-off row in the Claim applet (troubleshooting) |
| An employee opens My Claim and is told their e-mail was not found, or submits fine and sees an empty list | Claims finds a person by the Main-tab e-mail in one half and by the Login-tab link in the other | Set both on the employee record (which identifier everything else keys on) |
| A reimbursement voucher is FINAL, the bank line is there, and Trace Document’s Journal Txn grid is empty | A taxed expense line, an item with no GL code, or a part-payment left the journal unbalanced | Reimbursement voucher troubleshooting |
| A payment voucher to an employee leaves a balance on the employee-payable account | Expense lines and payment lines did not match, so the difference went to the payee’s account — or a tax amount found no INPUT_TAX default and was absorbed there | Read the voucher’s Journal Txn grid (what the FINAL journal posts) |
| Entitlements are being exceeded with no error | Display Entitlement Balance is off on the claim account, so the balance is not a limit | Tick it (/modules/claims/) |
What will not happen on its own
- No posting from a claim. Approving, reviewing and closing a cycle write nothing to the general ledger, the cashbook or payables. Whoever pays the Bank Report raises the voucher; that is a standing job for the day after each payment run, and the cycle will not remind anyone.
- No voucher from a cycle, and no cycle from a voucher. A voucher does not mark claim lines paid, and a closed cycle shows Ready to Sync until an external integration, if you have one, picks it up.
- No e-invoice check. A claim line holds the e-invoice only as an attachment. Whether it names your company, not the employee, is the approver’s or the reviewer’s check.
- No sweeping on a clock unless somebody set one up. The cut-off job that creates each month’s cycle and the sweep that collects late approvals are clocks a tenant creates by hand (the processors).
- Rare in production. The claims applets and the Reimbursement voucher are used by very few groups; a Payment Voucher on the employee’s own record is the common route. Expect fewer worked examples, and test a month on a scratch company first.
How you know a month’s claims were paid and booked
About five minutes, once per cycle.
- Everything approved reached the cycle. In Claim Cycle, the month’s cycle Inbox holds the lines your supervisors approved before the cut-off. A line still Pending Doc Review outside any cycle is a missing cut-off row or a late approval.
- The report you paid from is current. Generate the Bank Report again just before you pay; its total is written on the cycle.
- Every payment is on a voucher. The sum of the vouchers you raised for the run equals that total.
- Every voucher booked. On each voucher, Trace Document › Journal Txn shows an expense line per claim line, a tax line where the receipt carried tax, and the bank credit. An empty grid is a journal that failed after FINAL.
- The bank agrees. The payment appears as a cashbook line ready to match in Bank Reconciliation.
Where these applets sit
- Must exist first: an employee record per claimant and approver, with the Main-tab e-mail they log in with and a Login-tab link; bank details on each employee’s payment method for the Bank Report (Employee); the company and branches (Organisation); expense GL codes for the claim items (Chart of Account); and a cut-off row per company.
- Downstream: the voucher, the cashbook it pays from (Cashbook), then Bank Reconciliation; or payroll, for Salary Payment items.
- Siblings: the Reimbursement and Payment Vouchers in Finance — two ways to record the same payment, compared above.
- Blast radius: one employee with the wrong e-mail is locked out of claims; one company with no cut-off row receives no approved line; one claim account with Display off has no entitlement limit.
- Used together: Claim with Claim Cycle, always; Claim Cycle with a voucher per payment run; the e-invoice buyer correction on the seller’s side with the claim on yours.
Which pages this folder holds
Employee expense-claim submission, entitlement tracking and supervisor approval — the claimant and supervisor side of the claims process, feeding the Claim Cycle Applet for finance review and payment.
Finance-side processing of approved employee claims: monthly claim cycles, finance review and on-hold, audit sampling, and the Bank, PV Details, Cross-Billing and Pivot reports that drive payment.