Expense Claim

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Overview

Expense Claim — Business Overview

The Expense Claim document is used in Dafater to manage and reimburse employee expenses incurred while performing official duties. It provides a structured and transparent way for employees to report expenses and for the organization to review, approve, and reimburse those costs in line with company policies.

What Expense Claim Is Used For

Expense Claim is used to: - Record out-of-pocket expenses paid by employees on behalf of the company
- Ensure expenses are legitimate, policy-compliant, and properly approved
- Track business-related spending by employee, department, or purpose
- Facilitate timely and accurate reimbursement to employees

It helps organizations maintain financial control while supporting employees who incur costs during business activities.

Prerequisites Before Using Expense Claim

Before Expense Claim can be used effectively, the following should be in place: - Employees should be properly registered in Dafater
- Clear expense reimbursement policies (such as allowable expense types and limits)
- Defined approval roles (such as managers or finance reviewers)
- Agreed reimbursement methods (for example, payroll or direct payment)

These prerequisites ensure consistent handling of expenses and reduce disputes.

Typical Workflow and Business Process Fit

The standard business flow for Expense Claim is:

  1. Expense Incurred
    An employee pays for a business-related expense, such as travel, meals, or client meetings.

  2. Expense Claim Submission
    The employee submits an Expense Claim, detailing the expense type, amount, date, and business purpose, and attaches supporting receipts if required.

  3. Review and Approval
    The claim is reviewed by the relevant manager or department to ensure it aligns with company policy and business need.

  4. Finance Verification
    Approved claims are checked for accuracy and budget compliance.

  5. Reimbursement
    The employee is reimbursed according to the company’s reimbursement process.

This workflow ensures accountability, transparency, and timely reimbursement.

Key Business Scenarios Where Expense Claim Is Essential

Expense Claim is especially important in situations such as: - Employee travel for sales, training, or client meetings
- On-site project work requiring lodging, meals, or transportation
- Client entertainment or business development activities
- Office or field purchases made urgently by employees

In these scenarios, Expense Claim allows the company to capture real business costs without disrupting operations.

Important Considerations for Users

When working with Expense Claim, users should keep in mind: - Expenses should always be submitted promptly to avoid delays
- Accurate descriptions and correct expense categories help speed up approval
- Supporting documents should be clear and complete
- Claims must comply with company policies to avoid rejection
- Managers should review claims carefully to ensure business relevance

By using Expense Claim correctly, organizations can control costs, improve financial transparency, and maintain employee trust through fair and timely reimbursements.

Basic Information

Fields

Field Name Label Type Required Options Description
naming_series Series Select ✓ HR-EXP-.YYYY.- Defines Dafater-generated numbering pattern for expense claim records
employee From Employee Link ✓ Employee Employee submitting the expense claim in Dafater
employee_name Employee Name Data - Employee full name fetched automatically in Dafater
department Department Link Department Department to which the employee and expense belong
company Company Link ✓ Company Company entity under which the expense is claimed
expense_approver Expense Approver Link User User responsible for approving the expense claim
approval_status Approval Status Select Draft, Approved, Rejected Current approval decision for the expense claim
expenses Expenses Table ✓ Expense Claim Detail Line-item expense details entered for reimbursement
taxes Expense Taxes and Charges Table Expense Taxes and Charges Applicable taxes and additional charges on expenses
advances Advances Table Expense Claim Advance Employee advances adjusted against this expense claim
totalsanctionedamount Total Sanctioned Amount Currency Company:company:default_currency Total amount approved for reimbursement
totaltaxesand_charges Total Taxes and Charges Currency Company:company:default_currency Sum of all taxes and charges applied
totaladvanceamount Total Advance Amount Currency Company:company:default_currency Total advance amount adjusted from employee
grand_total Grand Total Currency Company:company:default_currency Final payable amount after taxes and adjustments
totalclaimedamount Total Claimed Amount Currency Company:company:default_currency Total amount originally claimed by employee
totalamountreimbursed Total Amount Reimbursed Currency Company:company:default_currency Actual amount reimbursed to the employee
posting_date Posting Date Date ✓ - Accounting date for recording the expense claim
is_paid Is Paid Check - Indicates whether reimbursement has been paid
modeofpayment Mode of Payment Link Mode of Payment Payment method used for reimbursement
payable_account Payable Account Link Account Accounting ledger used to record payable amount
clearance_date Clearance Date Date - Date when payment was cleared
remark Remark Small Text - Additional notes or comments for the expense claim
project Project Link Project Related project for which expenses were incurred
cost_center Cost Center Link Cost Center Cost center charged for the expense
status Status Select Draft, Paid, Unpaid, Rejected, Submitted, Cance... Overall workflow and payment status in Dafater
task Task Link Task Specific task associated with the expense
amended_from Amended From Link Expense Claim Original expense claim reference if amended
delivery_trip Delivery Trip Link Delivery Trip Associated delivery trip linked to the expense
vehicle_log Vehicle Log Link Vehicle Log Related vehicle usage log for travel expenses

Child Tables

Expenses (Expense Claim Detail)

Field Name Label Type Required Options Description
expense_date Expense Date Date - Date when expense was incurred for Dafater reimbursement.
expense_type Expense Claim Type Link ✓ Expense Claim Type Category of expense claim as defined in Dafater.
default_account Default Account Link Account Accounting ledger used by Dafater for this expense.
description Description Text Editor - Detailed explanation of the expense for Dafater review.
amount Amount Currency ✓ Company:company:default_currency Claimed expense amount requested for reimbursement in Dafater.
sanctioned_amount Sanctioned Amount Currency Company:company:default_currency Approved amount sanctioned by Dafater after review.
cost_center Cost Center Link Cost Center Cost center to which Dafater allocates the expense.
project Project Link Project Related project against which expense is recorded in Dafater.

Expense Taxes and Charges (Expense Taxes and Charges)

Field Name Label Type Required Options Description
account_head Account Head Link ✓ Account Expense tax or charge account used in Dafater
rate Rate Float - Applicable tax or charge rate in Dafater
tax_amount Amount Currency currency Calculated tax or charge amount in Dafater
total Total Currency currency Total expense including taxes and charges in Dafater
description Description Small Text ✓ - Additional details or notes for this tax line in Dafater
cost_center Cost Center Link Cost Center Cost center allocated for this expense tax in Dafater
project Project Link Project Related project linked to this expense tax in Dafater

Advances (Expense Claim Advance)

Field Name Label Type Required Options Description
employee_advance Employee Advance Link ✓ Employee Advance Linked employee advance record applied to this expense claim.
posting_date Posting Date Date - Accounting date when advance allocation is posted in Dafater.
advance_paid Advance Paid Currency Company:company:default_currency Total advance amount originally paid to the employee.
unclaimed_amount Unclaimed Amount Currency ✓ Company:company:default_currency Remaining advance amount not claimed against submitted expenses.
return_amount Returned Amount Currency Company:company:default_currency Amount returned by employee from unused advance balance.
allocated_amount Allocated Amount Currency Company:company:default_currency Advance amount allocated and adjusted against this expense claim.
advance_account Advance Account Link Account General ledger account used to record employee advances.

Permissions

Role Read Write Create Delete Submit Cancel
Expense Approver ✓ ✓ ✓ ✓ ✓ ✓
Employee ✓ ✓ ✓
HR User ✓ ✓ ✓ ✓ ✓ ✓
HR Manager ✓ ✓ ✓ ✓ ✓ ✓
DocType Relationship Module
Account Links to Accounts
Company Links to Setup
Cost Center Links to Accounts
Delivery Trip Links to Stock
Department Links to Setup
Employee Links to Setup
Expense Claim Links to HR
Mode of Payment Links to Accounts
Project Links to Projects
Task Links to Projects
User Links to Core
Vehicle Log Links to HR