Claim an expense

Personas: Employee (files their own claim from the Personal shell), Approver (approves or rejects it from the Inbox), Payer (reimburses it) · Modules: Expenses You spent your own money on a business trip — a hotel, a taxi, a daily allowance. You file one claim for the trip with a line per spend, submit it, and track it until the money is back in your account.

Before you start: you need an Employee record whose Username equals your login — that is what scopes the Personal shell to you (no record = your personal pages are simply empty). The approver must be in the Approver group and the payer in the Payer group.

1. File the claim — Employee (Personal shell)

1. Open the Personal shell and pick My Expense Claims in the sidebar. You see only your own claims — the employee on a claim created here is always you, set automatically; you never pick yourself.
2. Click the New button. Enter the claim date (required) and an optional free-text description ("Berlin trip, May"). Company and Payment method (Bank transfer) come pre-filled; pick a Currency if needed. Save.
3. The claim is created as DRAFT and its sequential number from the shared "Expense" series (prefix EXP, e.g. EXP00000001) is stamped immediately — it is the record's title.
4. Add one line per spend with the items table's Add button: a Category (required — Travel, Meals, Fuel, …), a description ("Hotel — 2 nights"), the net amount (required), optionally the Supplier/merchant, and a Tax rate — the line's VAT rate is copied from it (default 20%). The line's VAT (= amount × VAT rate) and Total (= amount + VAT) calculate themselves, and the header amount / VAT / Total add the lines up. You see all your own amounts — nothing is hidden on your claim; you entered them.
5. Open the Submit task — it is waiting in your Inbox (the Personal shell's home page) and inline on the claim. The form shows the number, date, Employee, amount, total and Status, with a Submit button. Submit — the claim becomes SUBMITTED and goes for approval.

2. Approve or reject — Approver (Inbox)

1. The Approve task appears in the Approver group's Inbox. Claim it.
2. The task form shows the number, date, Employee, amount, total and Status, with Approve and Reject buttons.
3. Approve — the claim becomes APPROVED (awaiting reimbursement) and a Reimburse task is created. Reject — the claim becomes REJECTED and the flow ends.

3. Reimburse — Payer (Inbox)

1. The Reimburse task appears in the Payer group's Inbox. Claim it.
2. The task form shows the number, Employee, total, Payment method and Status, with a single Reimburse button.
3. Confirm the payout — the claim becomes REIMBURSED. The employee sees the final status on My Expense Claims.

What happened behind the scenes

• Status path: DRAFT → (submit) SUBMITTED → (approve) APPROVED → (reimburse) REIMBURSED; reject → REJECTED.
• The EXP number came from the "Expense" series in Document numbering the moment the claim was saved — before any workflow step.
• Header amount / VAT / Total are kept equal to the sums of the line items.
• The claim now counts in Expenses by Employee, Expenses by Category (per line), Expenses by Status and the "Expenses (this month)" dashboard KPI.

Variations and refusals

• Reject ends the flow (REJECTED) — there is no rework loop; file a corrected claim as a new document.
• Back-office users can do the same from the full Expense Claims page in the application shell (People group), where they pick the Employee and can see and correct everyone's claims; the claim enters the exact same flow.
• The Personal shell shows other people's claims to no one — a claim that is not yours is neither listed nor openable there.

See also

• Expenses module