# Expenses Process

<span style="color: rgb(0, 0, 0);">The expenses function allows you to process claims for reimbursement</span>

<span style="color: rgb(0, 0, 0);">Benefits of Expenses:</span>

- <span style="color: rgb(0, 0, 0);">Accurate and timely expense claim routing</span>
- <span style="color: rgb(0, 0, 0);">Increase in organisational efficiency</span>
- <span style="color: rgb(0, 0, 0);">Faster expense processing</span>
- <span style="color: rgb(0, 0, 0);">Employee satisfaction</span>
- <span style="color: rgb(0, 0, 0);">Expense processing costs cuts</span>
- <span style="color: rgb(0, 0, 0);">Reduce errors and mistakes done by manual claim process</span>
- <span style="color: rgb(0, 0, 0);">Increased expense claim and transparency</span>

#### <span style="color: rgb(0, 0, 0);">User</span>

<span style="color: rgb(45, 194, 107);">**Go to CRM Module&gt; Activity&gt; Expenses**</span>

To add a new Expense Click add or click search to see a list of existing Expenses

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/FxTimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/FxTimage.png)

After clicking Add a screen below will appear, Add all necessary information as shown below

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/1ubimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/1ubimage.png)

<table border="1" id="bkmrk-employee-select-the-" style="border-collapse: collapse; width: 100%; height: 363.156px;"><colgroup><col style="width: 27.3334%;"></col><col style="width: 72.7655%;"></col></colgroup><tbody><tr style="height: 35.3906px;"><td style="height: 35.3906px;">**Employee**

</td><td style="height: 35.3906px;">Select the employee who is claiming on the dropdown list</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Manager**</td><td style="height: 29.7969px;">The assigned approver will populate this field</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Description**</td><td style="height: 29.7969px;">Enter claim description</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Reference**</td><td style="height: 29.7969px;">Enter Claim reference</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Amount**</td><td style="height: 29.7969px;">Enter the expense amount</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Category**</td><td style="height: 29.7969px;">Select Category from the drop-down selection</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Sub Category**</td><td style="height: 29.7969px;">Select the correct sub-category if there is more than one</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Division**</td><td style="height: 29.7969px;">Enter division</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Region**</td><td style="height: 29.7969px;">Enter region</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Notes**</td><td style="height: 29.7969px;">Add detailed additional notes if applicable </td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Expense Date**</td><td style="height: 29.7969px;">Enter the correct date for the claim</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Invoice No**</td><td style="height: 29.7969px;">Enter the supporting document number if you have

This is not compulsory

</td></tr></tbody></table>

Once you are done capturing you can load the receipt as proof on the attachments

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/vFbimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/vFbimage.png)

Once the information has been captured and all receipts are loaded then save and close your expense claim,

Go back to the grid

Select the expense claim from the grid and click <span style="color: rgb(53, 152, 219);">Send Approval</span>

This will email the approver (Manager) a request to review and approve the expense claim

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/Hkvimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/Hkvimage.png)

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#### Manager

The status of the expense claim will now change to awaiting approval

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/EAgimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/EAgimage.png)

The Manager can then approve or deny the claim,

Once the manager approves the sales rep will receive an email confirming that the claim has been approved.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/2ooimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/2ooimage.png)

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#### Finance Approval

The finance manager will then Appeal, Deny or Reimburse the expense claim.

Once the expense claim is reimbursed a journal will automatically be created

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/0pbimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/0pbimage.png)

Once the fiance approval makes the decision the sales rep will receive an email informing them if they claim is going denied or going to be reimbursed.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/O3vimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/O3vimage.png)