Expense Claim — entity reference

An employee's request to be paid back for business expenses: a header for the claimant (Resource), company, period and claim date, with one Expense Claim Line per expense. Evaluate Policy checks the lines against the active expense policies and records violations; only auto-disallow rules change the money. The claim goes through an approval process that the administrator builds (none is shipped). Final approval posts it automatically: each line's allowed amount is debited to its Expense GL Account, ITC-eligible tax to the Tax Credit account, and Employee Payable is credited, opening a payable balance for the claimant. The Post action does the same by hand. The balance is then cleared by Reimburse, a reimbursement batch, Settle via Payroll or an advance settlement, which leaves the claim Paid and Settled. There is no cancel or reverse action.

Fields

Field	Label	Type	Required	What it does
`AdvanceAdjustedAmount`	Advance Adjusted Amount	Currency		Total of employee advances settled against this claim with Settle Against Claim on the advance. Each settlement adds to it and reduces Net Reimbursable Amount. Leave it empty before posting: posting subtracts it from the payable without booking the advance, so a pre-filled value makes the posting fail.
`ApprovalStatus`	Approval Status	Text		The outcome of the claim's approval request, written when a decision is made: Approved on final approval, Rejected on rejection, empty after a recall, Pending after an approval is reverted. Submitting does not set it. If posting fails on final approval, this field is not updated either.
`BranchId`	Branch	Lookup → Branch		The branch the claim posts under. Used on the Employee Payable line and on expense lines that have no branch of their own.
`BusinessUnitId`	Business Unit	Lookup → BusinessUnit		The finance business unit the claim belongs to; copied onto the employee-payable balance raised at posting.
`ClaimDate`	Claim Date	Date		The date the claim posts on, so it must fall in an open period. Policy effective dates and the late-submission rule are also measured against it.
`ClaimPeriodFrom`	Claim Period From	Date		Start of the span of time the claimed expenses cover. Informational.
`ClaimPeriodTo`	Claim Period To	Date		End of the span of time the claimed expenses cover. Informational.
`CostCenterId`	Cost Center	Lookup → CostCenter		Default cost center for the claim's expense lines. A line's own cost center takes precedence; the cost center is posted on expense lines only, never on the payable.
`CreatedById`	Created By	Lookup → UserAccount	Yes
`CreatedDateTime`	Created Date	DateAndTime	Yes
`CurrencyCode`	Currency Code	Text		The currency the claim is raised in. Free text.
`DepartmentId`	Department	Lookup		The department the spend is reported under.
`EmployeeAccountId`	Employee Account	Lookup → Account		Older claimant field pointing at an account in the employee role. Posting, policy and payment use Resource instead.
`EmployeeId`	Employee	Lookup → Employee		Not stored for expense claims; use Resource to identify the claimant.
`EmployeePayableOpenTransactionId`	Employee Payable Open Transaction	Lookup → OpenTransaction		The employee-payable balance raised when the claim posted. Reimbursement, batch payment, payroll settlement and advance settlement all clear this balance.
`GLId`	GL	Lookup → Journal		The journal created when the claim posted. Once set, the claim cannot be posted again.
`HasPolicyViolation`	Has Policy Violation	Boolean		Ticked when the last Evaluate Policy run recorded at least one violation, cleared when it recorded none. A summary for filtering; the detail is on the claim's policy violations.
`Id`	Id	Guid	Yes
`IncludedInPayrollRunId`	Included In Payroll Run	Lookup → PayrollRun		A payroll run the claim can be cross-referenced to. Settle via Payroll does not fill it and nothing in payroll reads it, so it is set only by hand.
`IsGLPosted`	Is GL Posted	Boolean		Ticked when the claim has posted to the ledger.
`IsGLPostingApproved`	Is GL Posting Approved	Boolean		Flag on the Controls panel. Not read by expense posting.
`ModifiedById`	Modified By	Lookup → UserAccount	Yes
`Name`	Document Number	Text		The claim's document number, generated from the Expense Claim name setting (series EXC by default).
`Narration`	Narration	Text		A free-text note on the claim.
`NetReimbursableAmount`	Net Reimbursable Amount	Currency		What the company owes the employee for this claim: set at posting to the allowed total less any advance already adjusted, then reduced by later advance settlements. Not a running total; it is empty until the claim posts.
`OwnerId`	Owner	Lookup → UserAccount	Yes
`PartnerAccountId`	Partner Account	Lookup → Account		The company the claim belongs to. Expense policies apply by company, and posting uses this company's Employee Payable and Tax Credit control accounts.
`PaymentGLAccountId`	PaymentGL Account	Lookup → GLAccount		The bank or cash account a finance reimbursement is paid from by default (the Reimburse action uses it when no other bank account is given). It is not credited when the claim itself posts.
`PaymentStatus`	Payment Status	Text		Unpaid after posting; Paid once the employee-payable balance is cleared by Reimburse, a reimbursement batch, Settle via Payroll or advance settlements that cover it in full.
`PayrollComponentId`	Payroll Component	Lookup → PayrollComponent		The payroll component a payroll-mode reimbursement is associated with. Reference only: the claim never becomes a payslip line.
`PayrollPeriodId`	Payroll Period	Lookup → PayrollPeriod		The payroll period a payroll-mode claim is meant for. Reference only: the payroll handoff does not read it.
`PolicyId`	Policy	Lookup → ExpensePolicy		A reference to an expense policy. Evaluation does not read it; it applies every active policy that matches the claim's company, the claimant's grade and the claim date.
`PostingStatus`	Posting Status	Text		NotPosted until the claim posts, then Posted. Posting refuses a claim that is already Posted.
`ProjectId`	Project	Lookup → Project
`RecordTypeId`	Record Type	Guid, hidden
`ReimbursementMode`	Reimbursement Mode	PickList		How the claim is meant to be paid. Every value other than Payroll means finance payment. Only Payroll changes behaviour: final approval then sets Status to ApprovedForPayroll and the Reimburse action refuses the claim. Settle via Payroll does not check this field. Values: Cash, Bank Transfer.
`ResourceId`	Resource	Lookup → Resource		The claimant. Required for posting; the employee-payable balance is held against this resource, its grade selects grade-specific policies, and duplicate detection compares against this resource's other claims.
`Status`	Status	Text		The claim's lifecycle: Draft when created; ApprovedForPayment or ApprovedForPayroll on final approval; Rejected on rejection; back to Draft on recall; Submitted when an approval is reverted; Posted once posted; Settled once the payable is cleared. Submission itself does not change it unless the approval process stamps a value.
`TaxablePerquisiteFlag`	Taxable Perquisite Flag	Boolean		Marks the reimbursement as a taxable perquisite for payroll. Expense posting does not read it.
`TotalAmount`	Total Amount	Currency		The amount claimed (amount plus tax over the posted lines), filled in at posting. Empty on a draft.
`TotalApprovedAmount`	Total Approved Amount	Currency		The allowed amount after policy disallowances and reviewers' approved-amount reductions, filled in at posting. Empty on a draft.
`UIProps`	UI Props	Text
`UpdatedDateTime`	Modified Date	DateAndTime	Yes

Actions

Action	Label	Type	What it does
`BulkDelete`	Delete	Delete	Delete the selected records.
`Clone`	Clone	ServerAction (`Clone`)	Create a copy of this record
`ComputeRecharge`	Compute Recharge	ServerAction (`ComputeRecharge`)	Collects the claim's billable lines (isBillableToCustomer with a customerAccountId), moves their billingStatus to PendingBilling, and returns totals grouped by customer and project: raw cost (amount+tax) versus recharge (cost with each line's markupPercent applied) and the line count. No journal and no invoice are created - invoice generation is a separate sales flow.
`Delete`	Delete	Delete	Delete this ExpenseClaim.
`DeleteRecord`	Delete	Delete	Delete
`Edit`	Edit	Edit	Edit this ExpenseClaim.
`EditInLine`	Edit	EditInline	Edit
`EditRecord`	Edit	Edit	Edit
`EvaluatePolicy`	Evaluate Policy	ServerAction (`EvaluatePolicy`)	Runs the policy engine against the claim: gathers every active rule of active policies matching the tenant, the claimant's grade and the claim date, checks the six enforced rule types (category/grade-hotel limits, receipt-mandatory-above, blocked category, late submission, duplicate detection) plus the automatic inactive-category guard, writes ExpensePolicyViolation rows, sets policyViolationFlag/duplicateFlag on offending lines, adds AutoDisallow excesses to disallowedAmount, and sets the claim's hasPolicyViolation. Returns the violation list with blocked and requires-higher-approval indicators. Evaluation records and flags - run it before submission/approval so disallowances reach the posted amount.
`LinkRechargeInvoice`	Link Recharge Invoice	ServerAction (`LinkRechargeInvoice`)	Stamps the generated customer invoice onto the claim's billable lines: requires a rechargeInvoiceId argument, sets it on every billable line and marks them Billed. Purely a linkage/status update - the invoice itself must already exist.
`New`	New	New	Create a ExpenseClaim.
`PostClaim`	Post	ServerAction (`PostClaim`)	Posts the claim to the ledger. Preconditions: not already posted, a claimant resourceId, at least one line with an expense GL account and non-zero amount, no deactivated expense categories, and an EmployeePayable control account configured. Effects: a journal debiting each expense head (ITC-eligible tax goes to the Input GST control instead), crediting Employee Payable for gross minus advanceAdjustedAmount; an Employee-Payable open item keyed on the Resource; best-effort GST/ITC analytics capture; stamps glId, postingStatus Posted, status Posted, totals and paymentStatus Unpaid. Fails if the advance adjustment covers the whole claim. Note this also runs automatically on final approval via the approval decision listener - manual use is mainly recovery when auto-posting failed.
`PostReimbursement`	Reimburse	ServerAction (`PostReimbursement`)	Pays a posted claim from the bank: Dr Employee Payable / Cr Bank for the full open payable balance, settling the open item and stamping the claim Paid/Settled. Uses the bankGLAccountId argument, falling back to the claim's paymentGLAccountId. Refuses claims that are unposted, already fully paid, or set to reimbursementMode Payroll (those settle through the payroll run).
`SettleViaPayroll`	Settle via Payroll	ServerAction (`SettleClaimViaPayroll`)	Hands a posted Payroll-mode claim to payroll: Dr Employee Payable / Cr Payroll Payable, settling the expense open item, tagging includedInPayrollRunId and stamping the claim Paid/Settled - the salary payment then discharges Payroll Payable, and the claim is NOT re-accrued as a payroll earning. Requires a posted claim with an open payable and a PayrollPayable control account. Note the underlying handler registers this operation under the name SettleClaimViaPayroll; the reliable path is automatic - the payroll-run integration pulls every posted, unpaid Payroll-mode claim of the run's employees and performs this settlement per claim.

Lookup filters

Filter	Lookup field	Notes
BranchFilter	`BranchId`
PartnerAccountFilter	`PartnerAccountId`

BusinessUnit — looks up via BusinessUnitId
PayrollComponent — looks up via PayrollComponentId
ExpensePolicy — looks up via PolicyId
Journal — looks up via GLId
PayrollRun — looks up via IncludedInPayrollRunId
Employee — looks up via EmployeeId
CostCenter — looks up via CostCenterId
UserAccount — looks up via ModifiedById
Branch — looks up via BranchId
OpenTransaction — looks up via EmployeePayableOpenTransactionId
Project — looks up via ProjectId
UserAccount — looks up via OwnerId
PayrollPeriod — looks up via PayrollPeriodId
Resource — looks up via ResourceId
GLAccount — looks up via PaymentGLAccountId
Account — looks up via PartnerAccountId
UserAccount — looks up via CreatedById
Account — looks up via EmployeeAccountId
ExpenseReimbursementBatchLine — referenced by via ExpenseClaimId
InterestCharge — referenced by via SourceRecordId
Employee — referenced by via ExpenseClaimId
OpenTransaction — referenced by via SourceRecordId
ExpensePolicyViolation — referenced by via ExpenseClaimId
Journal — referenced by via SourceRecordId
ExpenseAdvance — referenced by via ExpenseClaimId
ExpenseAdvanceSettlement — referenced by via ExpenseClaimId
ExpenseClaimLine — referenced by via ExpenseClaimId

Expense Claim — entity reference

Fields

Actions

Lookup filters

Related entities

Related topics