Approved claims never reach finance

“My supervisor approved my claim weeks ago. Why hasn’t finance paid it?” Finance does not see a claim when the supervisor approves it. Finance sees it when a claim cycle holds the line: one company, one month, listed on the Claim Cycle Applet. A line that no cycle holds is visible to no reviewer, and BigLedger tells nobody. This page is for finance, or whoever set claims up. In five minutes it finds why the line is outside a cycle and when it will arrive.

The fast path.

Read the line’s Claim Status in the claimant’s Line Reports (or the supervisor’s Staff Reports), Claim Applet.
- PENDING_APPROVAL: not yet approved at every level. If no approver holds it, see the Claim Applet’s Troubleshooting row Submit succeeds, but the line never reaches an approver.
- REJECTED, WITHDREW or DRAFT: the claimant acts next, not finance.
- APPROVED, one of three things. Finance has already accepted it: it is on its cycle’s Approved tab, and the question is the payment, not this page. Or the item is Salary Payment, which payroll pays (a salary-paid claim missed the payslip). Or the line is ticked Non-Reimbursable: it is recorded and never paid back, and it is on the Non-Reimbursable Report, never on a cycle. Ask why it was ticked before you treat it as settled.
- ON_HOLD: it reached finance and is on the cycle’s On Hold tab, waiting for the claimant to resubmit.
- PENDING_DOC_REVIEW: it is waiting for finance, in a cycle’s Inbox or on no cycle at all. Go on.
Note two facts. The company it is charged to: the company its claim item was set up under, which is not always the employer. And the date of the last approval: the Date column of the line’s approval history, opened from My Claim or Staff Reports.
Look for that company’s cycle for the month of that approval: on the Claim Cycle listing if the cycle is open, on Claim Cycle History if it is closed. Then match what you find below.

Why a line can wait on no cycle

At the last approval BigLedger tries once to place the line (Core concepts §5 explains the cycle): into the cycle of the company the line is charged to, for the month of the approval, and only if that cycle already exists and the approval is on or before its Supervisor Approval End Date (on the cycle’s Main Details; the job sets it to the end of the finance cut-off day). If the try fails, Auto-add approved claims to active cycle, on the company’s cut-off row, decides what happens next. Off, the line waits. On, it joins the current month’s open cycle at once, past the cut-off.

What you find	Why	What happens to this line, and the fix
No cycle for that company in either list, and no row for it in Claim Applet › Settings › Claim Cut-Off Logic	The company has no cut-off row, so nothing ever creates its cycle. Auto-add cannot help: it needs the row too	Create the row and the clock in the next row
A cut-off row, but no cycle for that month	Saving a cut-off row creates no cycle. The cut-off job creates each month’s cycle when it runs, and it runs only from a clock someone creates in the Scheduler Applet (Claim Cycle Cutoff Date Processor in Select Processor). It is in no schedule BigLedger installs	Create the clock. It takes no properties, and running it daily creates no duplicates: it skips a company that already has a cycle for the month. Without it, a month gets a cycle only when last month’s is closed, when Auto-add creates one at an approval, or when a sweep clock runs
A cycle, and the approval was after its Supervisor Approval End Date	The cut-off doing its job: with Auto-add off, a late approval joins no cycle	It moves at the next close of a cycle of that company: into next month’s cycle if this month’s is still open, a month later if it was already closed
The cycle exists, the date was in time, and the line is not in it	The line is charged to another company, and sits on that company’s cycle	Open that company’s cycle. A reviewer there needs a Reviewer Setting row for that company
A closed cycle holds it (Claim Cycle History)	The cycle was closed before its Supervisor Approval End Date, and an approval in time still joined it: the placement does not check whether the cycle is open	It moves into the following month’s cycle at the next close. Close a cycle only after its end date
A closed cycle, and the line is not on it	Closing moved every line not yet ready to pay into next month’s cycle	Look in next month’s cycle

A line that is already waiting stays where it is. BigLedger tries to place a line once, at its last approval. Creating the row, the clock or Auto-add afterwards helps only lines approved from then on. A line already on no cycle moves when a cycle of that company is closed and carries it forward, or when the claim cycle sweep (Claim Cycle Processor) runs for that company: it needs the company’s identifier in its properties, so ask BigLedger support to run it if the claimant cannot wait for the close.

One look-alike. A cycle made with Create on the listing receives no line, ever, and does not show in the listing afterwards. If finance made one to stand in for a missing month, it stays empty: set up the cut-off row and the clock instead.

GadgetSphere’s two calls

At GadgetSphere Sdn Bhd (GS) the March finance cut-off is 25 March. A GS-PEN-01 manager’s RM 410 hotel bill is approved on the 27th. Auto-add is off, so the line waits and joins April’s cycle when finance closes March. The same week, warehouse staff at GadgetSphere Online Sdn Bhd (GSO) ask about February’s claims. GSO was never given a cut-off row, so it has no cycle at all. The figures are illustrative.

Choosing between waiting and Auto-add

With Auto-add off, a late approval waits a month, and the March cycle you paid from stays the March cycle. With it on, the late line joins March’s open cycle the moment it is approved, after you may already have generated the Bank Report. The Bank Report is stored at Generate, so that line is missing from the file until someone generates it again. Choose Auto-add if claimants waiting a month is the bigger problem. Then regenerate the Bank Report just before you pay and look at the cycle once more before you close it.

Who checks for this, and when

Nobody in BigLedger is told when a line waits, so the check belongs to the finance reviewer who closes the month, at each cut-off:

Every company that has claimants has an open cycle this month on the listing.
The cut-off clock is ACTIVE in the Scheduler Applet with a Last Run Date this month. That date says the clock fired, not that it worked; the new cycle on the listing is the proof.
Lines a supervisor says they approved are in the Inbox, or the date explains why not.

Whoever adds a company to the group adds its cut-off row in the same checklist as its fiscal calendar.

What success looks like

The line is in the Checking Reports › Inbox of its company’s cycle, or you know which cycle it will join and when. Next month, the listing shows a cycle for every company before the first approval arrives.

Common mistakes

What people do	What to do instead
Look only in the employer’s cycle	Look in the cycle of the company the claim item charges
Create a cycle by hand with Create	Create the cut-off row and the cut-off clock
Switch Auto-add on and keep the old routine	Regenerate the Bank Report just before you pay
Treat Last Run Date on the clock as proof	Look for this month’s cycle on the listing