Claim Types

1Purpose #

• Every line of an employee claim names a claim type. The type carries the accounting: when the claim is approved, the database posts a Journal that debits each line's type head of account and credits the employee's account with the total.
• A type may fix the rate (per km, per day); the employee then keys only the quantity.
• It is not a pay head and not a ledger account itself — it points at one.

2Your first claim type, step by step #

1. The page opens in Add . Type the Claim name — "Traveling Expenses".
2. Press Enter and pick the Head of account — the Travelling Expenses ledger under Indirect Expenses. Type part of the name or the group to narrow the list.
3. Press Enter ; type a Unit rate of 3 if travel is paid per kilometre at a fixed rate, or leave it blank.
4. Press Enter (focus lands on Save ) and press Enter or F5 . Confirm. The ID appears and the Mode card reads View .
5. F3 for the next type — "Lodging & Food Expenses", "Other Expenses" — one per expense head.

3How to use it #

1. Find (F2) lists the types with their head of account, rate and how many claim lines use them.
2. Add (F3) , Modify (F4) , Delete — each asks first; Save (F5) commits and stays in View mode.
3. Enter moves from field to field and lands on Save.

4Field details #

• ID — assigned at the first save.
• Claim name — required, unique, up to 50 characters.
• Head of account — required; any active non-employee ledger account. Pick an expense head — the posting debits it.
• Unit rate — optional money value; non-zero fixes the claim line's rate for everyone but SYSADMIN.

5Shortcut keys #

• F2 Find · F3 Add · F4 Modify · F5 Save · Esc Cancel (or close, when opened as a dialog).
• Enter moves to the next field; from the last one it lands on Save.

6Why is a pick-list empty? #

• Head of account lists every active ledger account that is not an employee account. Empty means the Ledger master has none — use "Create new ledger account" in the list footer, or the Ledger Account master.
• Find (F2) empty — no type registered yet.

7Rules and integrity #

• Unique name — the page checks and the server checks again.
• Head of account must not be an employee account — the posting credits the employee already; debiting an employee account would net the claim to nothing.
• In use = not deletable. A type on any claim line is kept by the database (FK NO ACTION); the page refuses with the count.
• Changing the head of account affects future approvals only — journals already posted keep the account they were posted to.
• Permission triggers on the table record who created and changed each row.