Employee Claim Approvals

1Purpose #

• Employees (or the clerk) raise claims on the Employee Claim Request screen; they arrive here as Open (or Altered after an edit). This page lists them with their totals so the approver works through them in one place instead of finding each claim.
• The decision is per line — approved or not, and how much — then a status for the claim. Approved posts the Journal (employee credited, expense heads debited) and is final; Rejected and On Hold send it back; Cancelled closes it.
• The desktop had no inbox — it approved from the claim form's Change Status button, with the same line dialog. This page gathers that for the approver; the request page keeps the button too.

2Who may act #

• A login tied to an employee account sees its own claims only — an approver is normally a user without such a tie, or a SYSADMIN.

3Your first approval, step by step #

1. Press Load (F2) . The pending claims appear with reference, date, employee, the number of lines and the requested total.
2. Select a claim (double-click opens the claim itself in a new tab to read the lines and attachments).
3. Press F7 — the approval dialog opens with the lines. Every line is ticked at its requested amount; untick a line to refuse it, lower an Approved Amt where only part is allowed, add an approver's remark.
4. Pick the status Approved and press Approve & Post (F5) . The banner names the Journal that was posted; the claim leaves the list.
5. To send a claim back instead, pick Rejected or On Hold , give the reason, confirm — the employee alters and saves it, and it returns here as Altered.

4How to use it #

1. Load (F2) reads the pending claims, optionally within dates or for one employee; "Include decided claims" lists everything in the selection, for review.
2. Approve / Change Status (F7) opens the decision dialog for the selected claim.
3. Approval Details shows the stored decisions read-only; Open Claim (or double-click) opens the claim page in a new tab.
4. The grid sorts, filters and groups — group by employee or department to review a batch.

5Column details #

• #ID / Ref. No / Date — the claim's identity.
• Employee / Emp ID / Designation / Department — from the ledger and employee masters.
• Lines / Requested / Approved — line count and the totals (approved = the approved lines' amounts).
• Status / Status By / Status Remark — the current decision. Journal # — the posted voucher once approved.
• Narration / Branch / User — what it is for, where and by whom it was raised (Branch shows in the ERP edition only).

6Shortcut keys #

• F2 Load · F7 Approve / Change Status · double-click — open the claim · Esc closes an open dialog. Inside the dialog F5 confirms.

7Why is the inbox empty? #

• Nothing is pending — every claim is Approved or Cancelled; switch on "Include decided claims" to see them.
• The date or employee filter narrows the list — clear it.
• Your login is tied to an employee account — you see that account's claims only.

8Rules and integrity #

• Approved is final. The trigger refuses every later change to an approved claim; reverse the posted journal in accounts if needed.
• Lines first, then status, one transaction. If the journal can not be numbered (Voucher Manager) nothing is written and the reason is shown.
• Approved amount ≤ requested , never negative; at least one line must be approved for an Approved status — Reject instead.
• Remarks are required for every status except Approved (the desktop asked for them).
• Cancelled is final for the claim; a rejected or held claim can be altered by the employee and comes back as Altered.

9If something does not work #