xMatix Expense Management

Q: Can a claim be paid through payroll?

Yes, when its Reimbursement Mode is Payroll . When the employee's payroll run is calculated, the claim is pulled in, the payslip lists "Expense reimbursement ", and the run's salary payment batch pays it with the salary. The claim shows Paid once that batch is paid. Settle via Payroll hands a claim over before the run is calculated. See Expense claims through payroll .

xMatix Expense Management records what employees and the company spend on business and puts it in the books: an employee raises an expense claim, it is checked against your policies and approved, the final approval posts it to the general ledger, and finance then pays it, singly, in a batch or with the salary through payroll. Advances paid before a trip, spend on company cards and company-paid expenses recorded as vouchers use the same ledger, so every balance ties back to the finance ledger.

Overview

Four ideas explain most of what you see in the Expenses app:

Every claim belongs to a person. A claim and an advance are tied to the claimant's Resource (employee) record. The resource's grade decides which expense policies check the claim, and the employee-payable balance raised at posting is kept against that person.
Final approval posts the claim. When the last approver approves, xMatix posts the claim straight away. Each line is debited to its Expense GL Account, recoverable GST goes to the Tax Credit account, and the total is credited to Employee Payable as a balance owed to the employee. Nobody re-keys an approved claim into finance. If posting fails, the approval stands and someone runs Post on the claim once the cause is fixed.
Four status fields, read separately. A claim has a Status, an Approval Status (Pending, Approved, Rejected), a Posting Status (NotPosted, Posted) and a Payment Status (Unpaid, Paid). "Approved and posted but unpaid" is a normal state: payment is a separate finance step.
Policy findings inform; only auto-disallow changes money. Evaluate Policy records each breach as a policy violation for the approver to see. An auto-disallow rule trims the excess over a cap from the line. Every other finding, including a hard block, is information only: nothing stops submission, approval or posting because of it.

When to use it

Pick the record by who paid and when:

Situation	Record to use	Page
An employee paid with their own money and wants it back	Expense claim	Submit and approve expense claims
An employee needs money before the spend (a travel float, site imprest)	Expense advance	Employee advances
An employee paid with a company card	Card transaction on the company card	Company cards and reconciliation
The company paid from petty cash or bank, or owes a supplier, and only the expense needs booking	Expense voucher	Record and post expense vouchers
Finance pays out approved claims	Reimburse, a reimbursement batch, or the payroll run's salary payment batch for payroll-mode claims	Reimburse expense claims

Salary advances recovered in instalments through payroll are payroll loans and advances; expense advances are never recovered through payroll.

How xMatix handles it

The life of a claim.

Draft. The claimant creates the claim and adds one line per receipt. A new claim is Draft, NotPosted and Unpaid.
Policy check. Evaluate Policy runs only when someone chooses it. It records violations, flags the lines and writes any auto-disallowed excess into Disallowed Amount. Running it again replaces the earlier result.
Approval. The claim is submitted from its Approval Process tab into the approval process your administrator built. No process ships with xMatix. Submitting does not change Status unless the process stamps a value.
Posting. Final approval sets Approval Status Approved and posts the claim: Status and Posting Status become Posted, Payment Status stays Unpaid, and the totals are filled in. A rejection sets Rejected.
Payment. Reimburse, a reimbursement batch's Pay Batch, or an advance settled against the claim clears the balance. A payroll-mode claim is pulled into the employee's payroll run at Calculate and paid by the run's salary payment batch. The claim then shows Payment Status Paid and Status Settled.

There is no cancel or reverse action for a claim, so mistakes are best caught before the final approval.

Advances move from Requested to Paid when finance runs Pay Advance, then to PartiallySettled or Settled as Settle Against Claim draws them down, or to Recovered when the employee returns the rest. Each of those actions posts its own journal at once. Approving an advance posts nothing.

Company cards post one journal per statement line when you choose Post on the card transaction. Expense vouchers post when you choose Post General Ledger. Neither goes through a claim.

Where it all lands. Every step above is a posted, balanced journal. What the company owes employees sits on the Employee Payable account and what employees owe back on the Employee Advance account, with the per-person detail held as open items. Expense accounting and recharge maps every event to its journal.

Where to find it

Open the Expenses app from the app launcher. Its menu, in order:

Menu item	What it holds
Expenses	Expense vouchers (also available in the Finance app)
Expense Advances	Advances requested, paid, settled or recovered
Expense Claims	Claims and, on each claim's Lines tab, its expense lines
Reimbursement Batches	Batch payment runs and their lines
Company Cards	Card masters; transactions and reconciliations are on each card's Related tab
Reports and Dashboards	Reports and dashboards your profile can see; the standard dashboards include Claims & Reimbursement and My Claims
Settings	Policy: Expense Categories, Expense Policies, Policy Violations. Dimensions: Cost Centers, Grades, Projects

The Expenses app is also in the mobile app. There, claims open as standard records (there is no claim-specific mobile screen), and approvers can act on requests from the mobile approval panel.

Who does what

Role	What you do here
Employee	Raise claims, attach receipts, run Evaluate Policy, submit for approval, follow Payment Status
Approver	Review lines, receipts and policy violations; lower a line's Approved Amount if needed; approve or reject
Finance	Check that approved claims posted, pay them (Reimburse, batches, payroll), pay and settle advances, post card spend and vouchers
Administrator	Set up control accounts, categories, grades, policies, the approval process, layouts and security

Prerequisites

The Expenses app on your security profile, and access to the records you work with (see Permissions).
A Resource record for every claimant. Posting refuses a claim without one, and a resource with no grade gets no policy checks.
Control accounts in the chart of accounts for each company: Employee Payable before any claim can post, plus Tax Credit, Employee Advance and Payroll Payable as described in Configuring Expense Management.
An approval process on Expense Claim if claims should be approved. Without one, finance posts claims with Post.

Procedure

This is the end-to-end path. Each step links to the page that documents it in full.

Step 1 — Set up the module (administrator)

Work through Configuring Expense Management in order: control accounts, categories and grades, policies, the approval process, then security and layouts. When it is done, a test claim can go from draft to paid.

Step 2 — Raise a claim

In Expenses → Expense Claims, choose New, fill in the company, period, Claim Date and Resource, and save. Add one line per receipt on the Lines tab, give every line an Expense GL Account, and choose each receipt in Receipt File Asset. See Submit and approve expense claims.

Step 3 — Check it against policy

Choose Evaluate Policy on the claim. Fix what is flagged and run it again. Lines over an auto-disallow cap keep their Disallowed Amount. See Expense policies.

Step 4 — Submit and approve

Submit from the claim's Approval Process tab. Approvers check each line against its receipt and the recorded violations, and approve or reject. The final approval posts the claim.

Step 5 — Confirm the posting

Reopen the claim: Status Posted, Posting Status Posted, Payment Status Unpaid. If it still shows NotPosted, choose Post to see the reason.

Step 6 — Pay

Finance pays the open balance with a reimbursement batch (Pay Batch), Reimburse on the claim, or, for payroll-mode claims, the salary payment batch of the payroll run that pulled the claim in. The claim becomes Paid and Settled.

Step 7 — Handle advances, cards and vouchers alongside

Pay advances with Pay Advance and clear them with Settle Against Claim or Recover Advance (Employee advances). Post company-card statement lines from the card (Company cards). Record company-paid spend as expense vouchers.

Example

A field engineer is given a travel advance of 10,000 before a three-day site visit:

Finance creates the advance on the engineer's resource record and chooses Pay Advance. The advance shows Paid with Outstanding Amount 10,000.
After the trip the engineer raises a claim with three lines: hotel 7,500 plus 900 GST (ITC eligible), local taxi 1,200 and meals 2,400. Each line has its Expense GL Account and receipt.
Evaluate Policy finds the meals line over a 2,000 cap with auto-disallow, so Disallowed Amount shows 400.
The manager approves, then finance approves. The claim posts: 7,500 to lodging, 900 to Tax Credit, 1,200 to local travel, 2,000 to meals, and 11,600 credited to Employee Payable. Payment Status is Unpaid.
Finance opens the advance, sets its Expense Claim to this claim and chooses Settle Against Claim. The smaller balance, 10,000, is settled: the advance is Settled, and the claim still owes 1,600.
On Friday the claim goes into the week's reimbursement batch. Pay Batch pays the 1,600, and the claim shows Paid and Settled.

Training

Practice exercise

In a sandbox where an administrator has set up control accounts and one policy for your grade: create a claim for yourself with two lines, one of them above the receipt threshold with no receipt. Give both lines an Expense GL Account. Choose Evaluate Policy, attach the missing receipt in Receipt File Asset, and evaluate again. Then choose Post.

Expected result: the first evaluation records a receipt violation and ticks Has Policy Violation. The second clears it. After Post, the claim shows Status Posted, Posting Status Posted and Payment Status Unpaid, and its totals are filled in.

Quick reference

Claim = own money spent; advance = money paid out first; card transaction = company card; voucher = company-paid spend.
Every claim needs a Resource; every line needs an Expense GL Account.
Evaluate Policy never runs on its own; run it before submitting.
Only auto-disallow reduces the money; other findings are for the approver.
Final approval posts the claim; Post is the fallback.
Paid means Payment Status Paid and Status Settled.
No approval process ships; an administrator builds one.
There is no reverse for a posted claim.

Permissions

The app. The Expenses app is an allowlist on the security profile. Out of the box, Standard User, System Admin, Sales Executive and Sales Manager can see it. Settings (categories, policies, violations, cost centers, grades, projects) opens a separate list app that only Standard User and System Admin see.
Records. Seeing, creating, editing and deleting claims, advances, batches, cards and vouchers follow the entity access on the profile.
Actions. Server actions also need a grant on the profile's Actions tab: Evaluate Policy, Post, Reimburse and Settle via Payroll on claims; Pay Advance, Settle Against Claim and Recover Advance on advances; Pay Batch on batches; Post on card transactions; Post General Ledger on vouchers. The standard profiles that have these grants are Standard User and System Admin. Each page's Permissions section lists the details.
Approvals. Who may submit, approve or recall a claim is set on the approval process, not on the profile.

Because the standard profiles are broad, restrict posting and payment actions to finance users before go-live. See Security profiles, and walk the access checklist when someone cannot see a screen or button.

Configuration

What	Where	What it affects
Control accounts (Employee Payable, Employee Advance, Tax Credit, Payroll Payable, card payable)	GL accounts of each company	Whether claims, advances, ITC lines, payroll-mode claims and card spend can post
Expense categories	Expenses → Settings → Policy → Expense Categories	What policy rules target; a deactivated category blocks posting
Grades	Expenses → Settings → Dimensions → Grades, set on each resource	Which policies apply to whom
Expense policies and rules	Expenses → Settings → Policy → Expense Policies	Caps, receipt thresholds, blocked categories, late and duplicate checks
Cost centers and projects	Expenses → Settings → Dimensions	Cost allocation on journals and grouping for client recharge
Approval process	Setup → Process Studio → Approvals, entity Expense Claim (and Expense Advance if wanted)	Who signs off; the final approval posts the claim
Reimbursement Mode list	The claim's Reimbursement Mode field	Ships with Finance payment and Payroll; keep the stored value `Payroll` unchanged
Claim header buttons and line forms	Setup → Design Studio → Entities → Expense Claim / Expense Claim Line	The standard claim header shows only Evaluate Policy, Post, Edit and Delete; add Reimburse and Settle via Payroll for finance, and choose the default line form
Numbering	Setup → Feature Hub → Platform → Document Settings	Claim (`EXC`), voucher (`EXP`), advance, batch and line numbers

Each row is covered in full in Configuring Expense Management and on the page it links to.

Common problems

My claim was approved but did not post

Posting errors are not shown to the approver. The claim stays NotPosted. Open it and choose Post to see the reason: usually a missing control account, a line without an Expense GL Account, or a deactivated category. See Troubleshooting Expense Management.

My claim posted but I have not been paid

Posting raises the amount owed; it does not pay it. Finance pays it with a reimbursement batch or Reimburse; a payroll-mode claim is paid by the salary payment batch. Until then the claim shows Payment Status Unpaid.

There is no Reimburse or Settle via Payroll button on the claim

The standard claim header does not include them. An administrator adds them to the claim's view layout for finance users, or finance pays the claim through a reimbursement batch. Payroll-mode claims need no button: the payroll run pulls them in when it is calculated.

A claim with a hard-block violation went through

That is expected: no submission, approval or posting step reads policy violations. Approvers should reject claims with unresolved findings, or the administrator can add an approval step conditioned on Has Policy Violation.

Evaluate Policy finds nothing on an obviously over-limit claim

No policy matched. A policy applies only when its company matches the claim's company and its grade matches the grade on the claimant's resource record, and the Claim Date must fall in its effective dates. See Expense policies.

I cannot see the Expenses app or its Settings

Your security profile does not include that app. Ask your administrator to add it (see Permissions).

Common questions

My claim was approved — why haven't I been paid?

Approval posts the claim and records what the company owes you; paying is a separate finance step. Watch the claim's Payment Status: it becomes Paid when finance pays your claim on its own or in a reimbursement batch, or, for a payroll-mode claim, when the salary payment batch that pays it with your salary is paid. If an advance was settled against the claim, only the difference is paid.

Do I need the Finance app to use expenses?

No. Claims, advances, approvals, reimbursement batches and company cards are all in the Expenses app, and posting happens automatically at final approval. Finance users may also use the Finance app for the ledger side: journals, GL accounts and the financial statements where expense postings appear like every other journal.

Where do the amounts actually go?

Into the same double-entry ledger as every other document. A posted claim debits the expense accounts (and Tax Credit for recoverable GST) and credits Employee Payable. Reimbursement then debits Employee Payable and credits the bank. Expense accounting maps every event to its journal.

Can a claim be paid through payroll?

Yes, when its Reimbursement Mode is Payroll. When the employee's payroll run is calculated, the claim is pulled in, the payslip lists "Expense reimbursement <claim number>", and the run's salary payment batch pays it with the salary. The claim shows Paid once that batch is paid. Settle via Payroll hands a claim over before the run is calculated. See Expense claims through payroll.

Can I undo a posted claim?

No. There is no cancel or reverse action for a claim, and reversing its journal by hand does not reset the claim or the amount owed. Check each line against its receipt before the final approval.