Expense Claim

Expense Claim view allows user to create his/her expense claim and submit to HR/Finance department. Below are available actions for “Expense Claim”:

• View / search the expense claim list
• Create new expense claim, modify, delete, add attachment, posting and payment

 

Field Name	Description	Mandatory Information
Date	Date of the expense claim submission	Y
Reference	Reference number or alphabet	N
Branch	Branch of the employee	Y
Employee	Name of the employee	Y
Recovery Account	Account associated with third party from which to recover full or partial expense	N
Recovery Percentage	Percentage of expense to recover from third party account	N
Notes/Comments	Notes/Comments	N
Expense Date	Date of the expense	Y
Expense Category	Category of the expense	Y
Description	Description	Y
Location	Location of where the expense was incurred	Y
Amount	Expense cost	Y
Claimed Amount	Expense cost to claim from company	Y
Approved Amount	Approved amount for reimbursement	Y
Payment Method	Payment method for the expense by employee	Y

Create New Expense Claim:

1. Click on “Create New” at the top of screen of “Expense Claim List” tab, it will open “Expense Claim Details” tab with empty form

2. Fill up expense’s information on top half of the screen.

*Note:

a) Please ensure the employee was assigned under a department

b) Only Department Manager is allow to view the rest of the employees. Otherwise, the employee only allow to create, edit and view his/her own expense claim’s details.

c) Only Admin / HR Manager is allow to create expense claim for everyone. Otherwise, the employee only able to create, edit and view his/her own expense claim’s details.

d) User will need to have their username assigned to their Employee record as system user to be able to do Expense Claim in Samooha. (see Employee)

3. Optional: Click on “Recovery Account” drop-down list if the expense claim to be recovered from third party and key in the “Recovery Percentage” value

4. Click on “Save” button at the bottom of screen to save

5. Enter Expense Claim Items / Lines info and press ENTER or click  button

*Note: if user need to add new location / currency for Expense Claims, please contact Samooha admin.
This will need to be added and setup in “Organization (Masters) – Country and States”

6. Click on “Mileage Allowance” tab if the claim is for fuel mileage expense, and fill up the information.

7. Optional: Click on “Receipt Attachments” tab to attach the scanned receipt image files

8. Click on “Save” button at the bottom of screen to save

9. Click on the “Revert” button to undo changes.

 

Submit for Approval

1. Click on the “Submit for Approval” button at the bottom of screen to submit the claim

2. Click on “Yes” button on the pop-up window to confirm claim submission.

Note: Alternatively, user is able to submit the expense for approval from “Expense Claim List”.

1. Select the expense claim user wants to submit for approval, right click on the mouse and choose “Submit for Approval”.

Approved Expense Claim

1. Click on “Approved Expense Claim” button at the bottom of screen to approve the expense claim

Note: Employee is not allow to approved the expense claim by him/her self, need the approval by Department / HR / Admin / Finance Manager.

Reopen Expense Claim

1. Click on “Reopen Expense Claim” button at the bottom of screen to reopen expense claim record

2. Click on “Yes” button on the pop-up window to confirm

Note: Alternatively, user is able to reopen the expense claim from “Expense Claim List”.

1. Select the expense claim user wants to modify, right click on the mouse and choose “Re-Open Expense Claim”.

 

Modify Expense Claim:

1. Select the expense claim to modify in the Expense Claim list

2. Update the information required

3. Click on the “Save” button to save changes

4. Click on the “Revert” button to undo changes.

 

Delete Expense Claim:

1. Select the expense claim user wants to delete in the Expense Claim list, right click on the mouse and choose “Delete Expense Claim”.

Alternatively, user is able to delete the expense claim in Expense Claim Details.

1. Select the expense claim user wants to delete and double click on it, it will open the expense claim details.

2. Click on “Delete” button at the bottom of screen

3. Click on “Yes” button on the pop-up window to confirm claim deletion

*Note: Deletion of an expense claim record is possible only if the expense claim has not been approved

 

Posting:

1. Employee is able to view the data under “Posting” after the HR / Admin / Finance Manager posted the expense claim.

 

Payments:

1. User/Employee is able to view the payment record under “Payment” after the payment is approved and made.

 

Payment Procedure:

The process refers to the payment procedure after the expense claim have been posted by HR / Admin / Finance Manager.

1. Choose “Payment” under “Account” module

3. Click on “Create New Payment” button at the right top of the screen

4. Fill up the information on top half of the screen and click “Save” button to save

5. Select a document in the “Payment Lines“ tab and tick checkbox at the (right) end of the document to make expense claim payment。

6. Click on “Confirm Payment” button at the bottom left of screen to confirm the payment. Click on “Yes” button on the pop-up window to confirm payment for the expense

7. Click on “Post Payment” tab to post the payment and click on “Yes” button on the pop-up window to confirm the posting.