# Expenses Menu

# Expenses

The expenses function allows you to process claims for reimbursement

Benefits of Expenses:

- Accurate and timely expense claim routing
- Increase in organisational efficiency
- Faster expense processing
- Employee satisfaction
- Expense processing costs cuts
- Reduce errors and mistakes done by manual claim process
- Increased expense claim and transparency

#### User

**<span style="color: rgb(45, 194, 107);">Go to General Ledger&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-"><colgroup><col></col><col></col></colgroup><tbody><tr><td>**Employee**

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

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)

---

#### 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)

---

<div aria-label="Page Section Options" class="pointer-container" id="bkmrk-%C2%A0-3" refs="pointer@pointer" tabindex="-1"><div class="pointer flex-container-row items-center justify-space-between p-s anim is-page-editable"><div class="flex-container-row items-center gap-s" refs="pointer@mode-section"><button class="text-button icon px-xs" title="Permalink mode, Press to show include tag"><svg class="svg-icon" data-icon="link" role="presentation" viewbox="0 0 24 24" xmlns="http://www.w3.org/2000/svg"></svg></button><div class="input-group"> <button class="button outline icon" title="Copy Link" type="button"><svg class="svg-icon" data-icon="copy" role="presentation" viewbox="0 0 24 24" xmlns="http://www.w3.org/2000/svg"></svg></button></div></div><svg class="svg-icon" data-icon="edit" role="presentation" viewbox="0 0 24 24" xmlns="http://www.w3.org/2000/svg"></svg></div></div>#### 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)

# Functions

#### Import From Easy Expense

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/scaled-1680-/Mw2image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/Mw2image.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/scaled-1680-/Uk2image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/Uk2image.png)