Basware

Creating an Expense Claim

Location:Travel and Expense Claims > Create Expense Claim

Travel cost compensations that do not include daily allowances may be entered into the application. For an expense claim, you can select expense types whose type is tax-free allowance or mileage allowance. Application does not check whether other travel or expense claims have been entered for the same period of time for this person when entering expense claims.

  1. Select one of the following options:
    • If you have incomplete or rejected expense claims, select the invoice from which you will start to make an expense claim in the Waiting for Completion window. For additional information, see Travel and Expense Claims and Travel Plans Waiting for Completion.
    • If you do not want to process transactions waiting for completion, click Return in the Waiting for Completion window.
  2. Specify the travel data:
    • The Company. Default is the company for which you saved domestic or foreign travel or expense claims last time.
    • Organization unit
    • Person. If your user profile allows you to enter travel claims for other persons, you can select a user for whom you enter an expense claim. See also "Creating an External Person".
    • Business Partner: Enter the business partner or partners related to the travel in the text field.
    • Purpose: Enter the purpose of the travel in the text field. If the travel purpose requires an extensive explanation (e.g. the contents of a course), it is advisable that this is done in a separate attachment. For more information, see Processing Transaction Attachments.
    • Travel Destination: Write the origin and destination of the travel in the text field. In addition, it is recommended to specify the travel route.
    • Time of Departure: Enter or choose a date. The current date is the default.
    • Time of Return: The value in theTime of Return field should match the Time of departure field.
  3. Enter or choose from the list the posting dimensions (for example, cost center, project, department, etc.) to which you want to target the travel expenses in accounting.
  4. Enter expense rows by clicking on the New Row button. Tax-free allowances or mileage allowances are displayed as expense types in the selection list. For more information, see Addition of Other Travel Costs.
  5. If postings are provided for expense types in the expense type information, such expense claims are posted automatically. If the expense claim is posted manually or if you want to check the posting, click on the Post button. For additional information on automatic posting of travel claims, see Automatic Posting of Travel Claims.
  6. Click on Save. Expense claim is automatically entered in the application in a defined way and forwarded to the user's superior or other person liable for processing travel claims. You can check and edit predefined processors by clicking the Processors button. If you want to continue saving the expense claim later, select Save as incomplete and click Save. The expense claim is saved with the Incomplete status, and will not be submitted to processors' task lists yet.
    Note: You can save an expense claim directly as approved by clicking on the Save, Accept button, in which case you do not have to submit it to the workflow. For this function to work, the function Travel claims, Acceptance when saving must be allowed in the user profile.
    Note: However, users cannot approve their own travel claims. The Save, Accept function can only be used if entering travel claims for other persons.
Parent topic: Making a Travel Claim