Employee Claim Request

1Purpose #

• The employee (or the payroll clerk for them) records what was spent: each line a claim type, a quantity, a rate and the amount. The claim is saved Open and waits for an approver.
• The approver opens it (here with Change Status, or on the Employee Claim Approvals screen), decides line by line — approved or not, how much — and sets Approved . At that moment the database posts a Journal : the employee's account is credited with the approved total and each line's claim-type head of account is debited. The journal's number shows under the header.
• Rejected, On Hold and Cancelled post nothing. An approved claim is final — it can not be edited, cancelled or deleted; the posted journal is reversed from the accounts module if it must be undone.

2Your first claim, step by step #

Suppose a sales executive drove 120 km to a customer and stayed a night. The page opens in Add ; the reference reads assigned on save when numbering is automatic.

1. Date is today. If your login is tied to your employee account the Employee is already filled and locked; otherwise pick the employee.
2. Press Enter to the Narration — "Customer visit, 12 Aug, Kochi".
3. Press Enter — the first line appears. Pick Traveling Expenses ; the fixed rate per km (3.00) fills in. Key Qty 120 — the requested amount becomes 360.00. Add a remark if useful.
4. Press Enter on the last cell — a second line appears. Pick Lodging & Food Expenses , Qty 1, key the Rate 1,800 (no fixed rate on this type).
5. Press F5 and confirm. The banner reports the save, the reference number appears and the status reads Open .
6. Press F8 to attach the hotel bill and fuel receipts, Ctrl+P to print the claim for signature.

The approver then opens the claim, presses F7 , ticks the lines, adjusts an approved amount if needed, picks Approved — and the journal is posted.

3How to use it #

1. Find (F2) lists the claims (newest first) with reference, date, employee, branch (ERP edition), status, totals; pick one to load it. A login tied to an employee account sees its own claims only.
2. Add (F3) starts a claim with one empty line; Modify (F4) edits an Open / Altered / Rejected / On Hold claim; Delete removes it with its lines. Each asks first.
3. Add Line or Enter off the last cell appends a line; the bin removes one. Qty × Rate fills the requested amount; a type with a fixed rate locks the rate.
4. Save (F5) commits header and lines together and stays in View mode. An edit saves the claim as Altered so the approver looks again.
5. Change Status (F7) is approval: pick Approved, decide the lines, confirm — or Reject / Hold / Cancel with a remark. Needs the Approve right. Approval Details shows the decisions read-only.
6. Documents (F8) attaches receipts (Document Management licence); Print (Ctrl+P) prints the claim with the company and report head on every sheet.

4Field details #

• Employee account — required; locked to your own account when your login is tied to one (SYSADMIN excepted).
• Narration — optional, up to 1024 characters.
• Claim type — required per line; brings its head of account and fixed rate. Qty — more than zero (1 by default). Rate — locked to the fixed unit rate when the type has one. Requested Amt — Qty × Rate, must be more than zero. Remarks — the employee's note for the line.
• Approved? / Approved Amt / Approver's Remark / Approved By — the approver's decision per line, shown once the claim has been decided.
• Status — Open → (Altered) → Approved / Rejected / On Hold / Cancelled.

5Shortcut keys #

• F2 Find · F3 Add · F4 Modify · F5 Save · F7 Change Status · F8 Documents · Ctrl+P Print · Esc Cancel.
• Enter walks the header into the grid; Enter (or Tab) off the last cell of the last line adds a line; from the last header field it lands on Save when the grid is empty.
• Keys belong to the focused copy of the page — two tabs keep their own. A dialog's own keys win while it is open.

6Why is a pick-list empty? #

• Employee account — ledger accounts flagged as employee (bEmployee = Yes), inactive ones marked. Empty means no ledger is flagged as an employee yet: flag it on the Ledger Account master (Employee tab), or register the employee in the Employee master with a ledger.
• Claim type — the Claim Types master is empty; create one from the list footer or the master.

7Rules and integrity #

• Own claims only. A login tied to an employee account may claim, find and open for that account alone (SYSADMIN excepted). The page locks the box; the server refuses anything else.
• Approved is final. The database trigger refuses every update to an approved claim — edit, status, delete. The journal it posted stays; reverse it in accounts if needed.
• Editing re-opens approval. A saved edit sets the status to Altered. With the "rejected vouchers can be modified" setting on (ERP), only a Rejected claim may be altered — the desktop rule.
• Fixed rates. A claim type with a unit rate fixes the line rate; only a SYSADMIN may override it. The server checks too.
• Amounts. Every line needs a type, a quantity above zero and a requested amount above zero; an approved amount can not exceed the requested one.
• Dates and periods. Back-dating while adding needs the Change-Date permission; a date inside a closed transaction period is refused.
• Posting needs the Journal type. If the Journal voucher's numbering can not produce a number, the approval is refused and nothing changes — set the numbering in the Voucher Manager.

8If something does not work #