Personal expense claims

Click on Purchases > Expense Claims then New Expense Claim.

You will need to complete the following:

  • Employee – select which employee is making the claim
  • Supplier Reference – any reference number the employee might give to this claim
  • Invoice Date – date of the claim
  • Add a line item to the purchase invoice by clicking on ‘+line item’ and selecting any item which you have previously set up, else click on ‘(new)’ to create a new item (Stock and Order Items) record
  • Guidance on what travel and subsistence expenses can be claimed is provided by HM Revenue & Customs
  • Supplier Reference – enter a reference which will associate this line item to any attached invoice/ receipt
  • Price – enter price (excluding VAT) from the supplier invoice/ receipt
  • Price Type – select price type:  ‘unit price’ will multiply the price (and vat value) by the quantity whereas ‘net value’ will ignore any quantity entered, in order to calculate a value for this invoice line item
  • VAT Value – enter vat value from supplier invoice/ receipt (see also ‘price type’) – Note: you should only claim VAT on the purchase if you have a corresponding VAT invoice/ receipt which shows the supplier VAT number and amount
  • Expense Account – the expense account will default to that specified for the Consumable Item, or to that specified for the Supplier for a Service Item, but can be amended at this point (expense account is, of course, ignored for a Stock Item)
  • Project -select if this line item cost is to be ‘charged’ to a particular project
  • Department – select if this line item cost is to be ‘charged’ to a particular department
  • Prepaid Start and Prepaid End Date- where displayed, select start and end dates for costs which relate to more than one month (should be stated on the supplier invoice/ receipt).
  • Click on Save and Print to generate the Expense Claim Forms

It is recommended that you print the Expense Claim Form, attach relevant receipts, and submit for authorisation in line with the businesses normal procedures, then file sequentially (with Supplier Invoices).

The application will list this claim both on the (Employee) Expense Claims listing screen and Purchase Invoices listing screen.