An employee reimbursement claim, anchored on the claimant Resource (resourceId - the same person key HR/payroll use; employeeAccountId is the legacy Account-based key). Expense heads live on child ExpenseClaimLine rows. It carries three independent status fields: Status (the lifecycle: Draft, Submitted, ManagerApproved, FinanceReview, ApprovedForPayment, ApprovedForPayroll, Posted, PartiallyPaid, Paid, Settled, Rejected, ReturnedForCorrection, Cancelled), PostingStatus (NotPosted/Posted/Reversed/Failed) and PaymentStatus (Unpaid/Partial/Paid). Approval routes through the finance-wide ApprovalProcess engine; a decision listener mirrors the outcome onto ApprovalStatus/Status and on final approval automatically posts the claim: Dr expense heads (plus Dr Input GST for ITC-eligible lines) / Cr Employee Payable, raising an Employee-Payable OpenTransaction keyed on the ResourceId. Reimbursement then settles that open item - singly (PostReimbursement), in a batch (ExpenseReimbursementBatch), through payroll (reimbursementMode Payroll), or by adjusting an ExpenseAdvance. Policy checks write ExpensePolicyViolation rows and set hasPolicyViolation.
Fields
| Field | Label | Type | Required | What it does |
|---|---|---|---|---|
AdvanceAdjustedAmount | Advance Adjusted Amount | Currency | Cumulative amount of employee advances applied to this claim. Each advance settlement adds to it; at posting time the employee payable raised is the gross claim minus this amount, and posting fails if the advance already covers the whole claim (settle via the advance instead). | |
ApprovalStatus | Approval Status | Text | Thin mirror of the approval-engine outcome (Pending, Approved, Rejected), stamped by the decision listener - the routing itself lives in ApprovalProcess/ApprovalRequest, not on the claim. A recalled request clears it to empty; a reverted approval sets it back to Pending. | |
BranchId | Branch | Lookup → Branch | ||
BusinessUnitId | Business Unit | Lookup → BusinessUnit | ||
ClaimDate | Claim Date | Date | ||
ClaimPeriodFrom | Claim Period From | Date | ||
ClaimPeriodTo | Claim Period To | Date | ||
CostCenterId | Cost Center | Lookup → CostCenter | ||
CreatedById | Created By | Lookup → UserAccount | Yes | |
CreatedDateTime | Created Date | DateAndTime | Yes | |
CurrencyCode | Currency Code | Text | ||
DepartmentId | Department | Lookup | ||
EmployeeAccountId | Employee Account | Lookup → Account | Legacy claimant key pointing at a CRM Account in the employee role. The canonical anchor is resourceId; the expense posting and open-item machinery key on the Resource, not this Account. | |
EmployeeId | Employee | Lookup → Employee | ||
EmployeePayableOpenTransactionId | Employee Payable Open Transaction | Lookup → OpenTransaction | Points at the Employee-Payable OpenTransaction (per-employee subledger row) raised when the claim posted. Reimbursement, batch payment, payroll settlement and advance settlement all resolve the open item through this pointer, falling back to a lookup by source entity and record. | |
GLId | GL | Lookup → Journal | The posting journal of the claim. A non-empty value means the claim has hit the ledger - posting treats it as already-posted and refuses to post again. | |
HasPolicyViolation | Has Policy Violation | Boolean | Set by policy evaluation: true when the run recorded any ExpensePolicyViolation rows for the claim, false when it recorded none. A summary flag only - the detail (rule, severity, excess) lives on the violation rows. | |
Id | Id | Guid | Yes | |
IncludedInPayrollRunId | Included In Payroll Run | Lookup → PayrollRun | ||
IsGLPosted | Is GL Posted | Boolean | ||
IsGLPostingApproved | Is GL Posting Approved | Boolean | ||
ModifiedById | Modified By | Lookup → UserAccount | Yes | |
Name | Document Number | Text | ||
Narration | Narration | Text | ||
NetReimbursableAmount | Net Reimbursable Amount | Currency | The amount actually payable to the employee: recomputed at posting as gross (amount+tax over postable lines) minus advanceAdjustedAmount, then reduced further by any later advance settlements. Derived - do not set it by hand. | |
OwnerId | Owner | Lookup → UserAccount | Yes | |
PartnerAccountId | Partner Account | Lookup → Account | ||
PaymentGLAccountId | PaymentGL Account | Lookup → GLAccount | The GL account credited for the claim total - the employee-payable control, or cash/bank if paid immediately. Also serves as the default bank account for the Reimburse action when no bankGLAccountId argument is passed. | |
PaymentStatus | Payment Status | Text | Settlement state of the employee payable: Unpaid, Partial, Paid. Set to Paid by finance reimbursement, batch reimbursement, payroll settlement, or when advance adjustments fully cover the payable. Distinct from the lifecycle Status, which moves to Settled at the same moments. | |
PayrollComponentId | Payroll Component | Lookup → PayrollComponent | ||
PayrollPeriodId | Payroll Period | Lookup → PayrollPeriod | ||
PolicyId | Policy | Lookup → ExpensePolicy | ||
PostingStatus | Posting Status | Text | Ledger state of the claim: NotPosted, Posted, Reversed, Failed. Posted (or a non-empty glId) is the idempotency guard - posting refuses a claim that is already Posted, and the approval listener skips auto-posting when it sees it. | |
ProjectId | Project | Lookup → Project | ||
RecordTypeId | Record Type | Guid, hidden | ||
ReimbursementMode | Reimbursement Mode | PickList | Where the approved claim gets paid: FinancePayment (settled by a finance/treasury payment) or Payroll (handed to a payroll run as Payroll Payable). Finance reimbursement refuses Payroll-mode claims, and the approval listener chooses ApprovedForPayroll vs ApprovedForPayment from this field. Values: Cash, Bank Transfer. | |
ResourceId | Resource | Lookup → Resource | The claimant as a Resource - the canonical employee key shared with HR and payroll. Posting refuses a claim without it, and the Employee-Payable open item is keyed on it (not on an Account), which is also how duplicate detection finds the employee's prior claims. | |
Status | Status | Text | The claim lifecycle: Draft, Submitted, ManagerApproved, FinanceReview, ApprovedForPayment, ApprovedForPayroll, Posted, PartiallyPaid, Paid, Settled, Rejected, ReturnedForCorrection, Cancelled. Moved by the approval listener (ApprovedForPayment or ApprovedForPayroll depending on reimbursementMode, Rejected, back to Draft on recall, Submitted on revert), by posting (Posted) and by settlement (Settled). It is one of three independent status fields - do not confuse it with postingStatus or paymentStatus. | |
TaxablePerquisiteFlag | Taxable Perquisite Flag | Boolean | Payroll-bridge marker: flags the reimbursement as a taxable perquisite for the payroll module that consumes Payroll-mode claims. The expense posting itself does not read it. | |
TotalAmount | Total Amount | Currency | ||
TotalApprovedAmount | Total Approved Amount | Currency | ||
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 |
Related entities
- 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